When adding or editing a Contact, you'll see a dialog box with fields to complete:
Specific Contact Fields
Most of the fields are self-explanatory, however, there are a few that require further explanation.
Adding a photo
Adding a photo to a Contact may help your users better connect with them.
The following file types, up to a maximum size of 50MB are allowed: jpg, jpeg, png, gif. Photos must be square and no smaller than 240 x 240 pixels. Very large photos will be down-scaled to fit the space.
To manually add a contact's Photo, click the "upload new image" link under the circle.
Alternatively, if the Contact's email address has a Gravatar.com account, their photo will be automatically uploaded via this service. Once you have uploaded a photo manually, the Gravatar auto-upload is disabled.
Alumnus
Tick this if the Contact graduated from your Establishment.
Position and Department
These refer to the job title and department within an Organisation that the Contact may hold, for example "International Broadcast Manager".
Organisation
As you start typing into this field, a list of existing Organisations will automatically appear in a drop-down list of suggestions. This allows you to assign the person to the correct organisation. The list also shows the ID, so if there are two organisations with the same name, you can ensure you pick the correct one.
The other way to add a person is from within the Organisation's record card. When viewing an Organisation, click the three 'more options' dots, and click Add Contact. This will bring up the same form as before, but the Organisation's name is already filled in. When saved, this Contact will automatically be added to that Organisation.
Main Contact
Checking this sets the Contact as the person you most interact with when dealing with the Organisation. For example, if you do a segment using Organisation, then the segment will pull back all main contacts.
User and Team
These are which of your internal users or teams are responsible for the Contact, for example Oliver Officer in Outreach team.
Student Reference
If the Contact is an Alumnus, put their old reference or student number here.
Links
To build up better understanding of a person, you can add extra links to a person's card. Scroll down to the Links section and click add. Type in the name, eg "LinkedIn", then copy the URL.
You can add an unlimited number of links to a person. When viewing that person’s record card, each one is a live web link that opens the link URL into a new window.
Status
This displays whether a person is still working at a particular organisation, for example "No longer here", and displays it next to their name. You can also add a reason for that status.
"No longer here" or "Do not use" statuses are used when you wish to retain the history with a person but not have your colleagues contact them and also exclude them from any Segments.
Tags
When editing a Contact, you can add tags to help you organise and find specific groups of contacts:
Tags must be comma separated and all lowercase.
Once a tag is added, they can be used to search or segment on:
