Page tree

Overview

When you add a Contact, you are documenting an interaction between an individual and your church or organization. Contact records keep track of the type of contact made, when it happened, comments, and who was assigned to make the contact.

 

Useful Information

All individuals tracked in Connections must have a record in the People module.

Contact Classifications

In Connections, contacts are classified as Inward or Outward:

  • Inward Contacts — Contacts initiated by an individual. Some examples are: visitors filling out an information card, members requesting prayer, and individuals attending a special service at your church.
  • Outward Contacts — Contacts initiated by someone from your church or organization. Some examples are: sending welcome letters, visiting members who are in the hospital, and calling the new members in your church to invite them to a small group.

The items in the Type drop-down list are determined by whether Inward or Outward is selected. Contacts can be recorded for either individuals or families. When recording contacts for Organizations, they are considered Individual Contacts.

Tip

You can restrict the Contact Types users have access to, for example, if you only want certain users to have access to Prayer Requests, since this can contain sensitive information. In Add/Edit Users, select a user and click Edit. On the Information tab, select Limit Contact Types. Select the contact types you want to restrict for that user and click OK. Click Apply, then OK.

Templates

When recording an Outward Contact, you can use a template. Templates list several Outward Contact items that need to be done within a certain amount of days for a specific situation. For example, you could have a Newcomer Template that contains these items:

  • Welcome Letter: Send a welcome letter one day after the newcomer visited the church.
  • Cookie Delivery: Send a batch of cookies to the newcomer's home after three days.
  • Phone Call: In a week, call the newcomer to follow-up and welcome them to the church.

Callers, Comments, and Other Options

You can assign one or more callers to a contact. A caller is the person responsible for the action items on a contact. For example, if a welcome letter needs to be sent, the caller would be responsible for sending that letter. You can also set up Contact Teams in Define Lists to specify which individuals are responsible for certain items. For example, you can create a Contact Team called Hospital Visits for those who are responsible for visiting members who are in the hospital.

In the Comments section, you can add any pertinent information about the contact. You can give the callers instructions or give them more information about the individual they are to contact.

You can enter or select the date the contact was made. This date is important when using templates, because if the items are not marked as completed within the amount of days specified on the template, the contact will display as past due.

By default, the field under Type is titled Age Group. You can change the description of this field to anything you want to keep track of on a Contact, and you can determine what items are in the drop-down list. You can click on the field to edit this information in Define Lists.

 To add a Contact
  1. Under Manage Records, click the People tab.
  2. In the drop-down list, select Add Connection, then click Go .
  3. Select the person for whom you want to add a contact, and click View/Edit.
  4. In the Contacts section, click Add.
  5. Select the Classifications; Individual or Family, inward or Outward.
  6. Select or Enter the Date of the Contact.
  7. Enter the Type. The items in the drop-down list are determined by the Contact Type selected in the Classification section (Inward or Outward). 
  8. Optional: Select an item for the next drop down-list. This may be Age Group or it may be another item depending on the description you have set up in Define Lists.
  9. Optional: Enter a comment.
  10. Optional: To assign Callers, click Select Caller. Double-click the names of the individuals you want to add as callers, then click Close. If you want to assign a Team, click Select Team. Select the team and click OK.
  11. To add several Contacts at one time, select Add Another
  12. To assign a Template, click Assign Template. Select the Template, and click OK.
  13. Click OK.
 To edit a contact record
  1. Under Manage Records, click the People tab.
  2. In the drop-down list, select View/Edit Individual, then click Go .
  3. Select the person whose contact you want to edit and click View/Edit.
  4. Select the contact you want to change and click Edit.
  5. Make the necessary changes and click OK.
  6. Click Close.
 To delete a contact record
  1. Under Manage Records, click the People tab.
  2. In the drop-down list, select View/Edit Individual, then click Go .
  3. Select the person whose contact record you want to delete and click View/Edit.
  4. Select the contact you want to delete and click Delete.
  5. A confirmation message displays giving the contact date and description. Click Yes.
  6. Click Close.