The “Contact Module” is designed to efficiently organize and manage customers, organizations, and the subscription process. It offers a range of features to enhance customer engagement and improve operational efficiency. The module has an API that is integrated with Google, it automatically generates country codes for phone numbers based on your location. It also allows for the inclusion of various identification types for customers, such as National ID, Driver’s License, Work ID, and more.

Features of the Contact Module

Comprehensive Record Keeping

Maintains a centralized database of customers, partners, or any person or entity that your company is dealing with, ensuring easy access and retrieval when needed. Efficiently store and update contact details, identification types, and profile pictures for each customer and staff member.

Google API Integration for Phone Numbers

Integrated with Google’s API to automatically generate country codes for phone numbers. Simplify data entry by eliminating the need to manually input country codes, ensuring accuracy and reducing errors.

Customer Portals

Customer portal provides a platform or an interface that allows customers to interact with your company to access specific services, information, and support related to their accounts or purchases. It serves as a central hub where customers can perform various self-service tasks and obtain personalized assistance without the need for direct contact with customer support representatives.

Functionalities of the customer portal

Account Management: Customers can view and manage their account details, update personal information, change passwords, and review transaction history.

• Billing and Payments: Customers can view and pay bills, check payment statuses, and set up payment preferences.
• Order Tracking: Customers can track the status of their orders, including shipment details and delivery dates.
• Ticketing and Support Requests: Customers can submit support tickets or service requests and track their progress.

Customer portals enhance the overall customer experience by offering convenience, accessibility, and self-service capabilities, which can lead to improved customer satisfaction and reduced support costs for businesses.

Mailing Address Information

• Captures and stores complete mailing address information for each customer, ensuring accurate and efficient communication.
• Facilitates effective service delivery by maintaining up-to-date address details for equipment installation, delivery, or correspondence.

Profile Picture Upload

• Allows customers to upload profile pictures to personalize their contact information.
• Enhance customer recognition and provide a more personalized experience throughout the system.

To create contact:

• Navigate to Administration
• Select Contact
• Click the Add Contact button to start adding a contact
• Import of export contacts by clicking the dropdown next to the Add Contact button
• Fields with (*) are mandatory as shown below

Basic Information

• Select Contact Salutation as Mr. Mrs. Miss, Dr. or Prof.
• Enter Contact First Name (*)
• Enter Contact Last Name (*)
• Select Contact ID Type (National ID, Driver’s License, Work ID or Student)
• Enter Contact ID Type Number (Eg. National ID number)
• Add Primary Phone (*)
• Add Secondary Phone
• Add Mobile Phone
• Add Primary Email (*)

• Add Secondary Email
• Enter the Contact’s Date of Birth
• Select Country (Country may appear by default)
• Assign the contact to one of your engineers (*)

Index Page

The Index is a centralized hub, providing comprehensive details about a specific contact. It allows users to access detailed information, offering a complete overview of the contact’s attributes and associated relationships. The Index Page is designed to streamline the user experience by consolidating critical data and connections in one place.

Accessing Index Pages

• From Administration, navigate to Conntacts
• Click on a particular contact

Preview of an Index Page:

Overview

The Index Page displays all relevant information about a particular contact, including:

• Customer Wallet: This section highlights the financial transactions associated with the contact, such as balances, credits, or outstanding amounts.
• Associated Organizations: If an organization has been linked to the contact, this section displays the relationship details, creating a clear connection between the contact and the organization.
• Associated Subscriptions: A list of all subscriptions linked to the contact, including their statuses and renewal details.
• Associated Invoices: Displays all invoices related to the contact, enabling users to track billing and payment history.
• Associated Purchase Orders and Documents: Provides access to purchase orders and related documents connected to the contact for easy reference and management.

Features

The Index Page includes the following features to enhance usability:

Summary Page

As the name suggests, the Summary Page provides a concise yet comprehensive overview of a specific contact. This page is designed to present key information at a glance, enabling users to quickly assess the most critical details associated with the contact without the need to navigate through multiple sections.

Focus of the Summary Page

1. Contact Information:

• Displays essential details such as the contact’s name, email address, phone number, and any other primary identifiers.
• Ensures quick access to the contact’s basic details for communication or verification purposes.

2. Associated Data Overview:

• Summarizes key relationships, including linked organizations, documents, projects, tasks, subscriptions, and financial data such as invoices or wallet balances.
• Provides a high-level view of how the contact is integrated into the system.

3. Activity Snapshot:

• Highlights recent activities or interactions involving the contact, such as submitted documents, completed tasks, or payment updates.
• Offers insights into the contact’s engagement or contributions to ongoing projects or tasks.

Navigation Shortcuts:

• Includes direct links to detailed sections, such as the contact’s full profile, associated documents, or related projects.
• Allows users to dive deeper into specific areas with just a click.

Details Page

The Detail Page is a robust feature designed to provide an in-depth, granular view of a specific contact or record. Unlike the Summary Page, which focuses on a high-level overview, the Detail Page delves into every aspect of the contact’s data, offering users a thorough understanding of their profile, activities, and associations. Edition of the contact is also available from here.

Customer Portal

• Check the checkbox to activate portal access for the customer (Portal would only be available to the customer if this box is checked).
• Enter support Start Date
• Enter support End Date
• Enter the username for the portal access (*)
• Password is dynamically generated to ensure the complexity but if you wish to make a custom password, enter the password here (the Password length is at least 8 characters) and ensure the password meets the password complexity eg: 2@QW$%Fr (*)

Impersonation

Administrators/Account Managers can impersonate the contact to access the customer portal without requiring username and password. It allows administrator/account managers to view and interact with the system as the contact would, ensuring accurate troubleshooting and smooth user assistance.

Customer Wallet

A detailed view of the customer wallet is provided here, including transaction history (first transaction and last transaction), Debit and Credit Notes, Current balances, and payment records.

Contact/Organization Relationships

This feature enables users to establish and view relationships between a contact and associated organizations, ensuring a holistic view of their connections. A particular contact may be associated or have a relationship with one or more organization, and this is true for organizations to contact. An organization can be added here by clicking the “Add Organization” button.

Contact/Organization Relationships to Document/Project/Task Modules

This establishes and displays connections between a specific contact or organization and various system modules, such as documents, projects, and tasks. These relationships provide a complete view of the contact’s involvement across the system, streamlining management and enhancing collaboration.

• Associating Documents to a Contact: Documents can be linked to a particular contact to maintain accurate and centralized records. This association allows users to easily access and manage files relevant to the contact, such as contracts and agreements.

Associating Projects with a Contact: Projects can be linked to a contact (linking organization) to indicate their role or involvement. This can include being the project owner, stakeholder, or assigned resource.

Benefits::

• Tracks the contact’s contributions to specific projects.
• Maintains transparency on project responsibilities.
• Links related tasks, milestones, and deliverables to the contact’s profile.

Associating Tasks with a Contact Tasks can be associated with a contact to reflect their specific responsibilities or involvement. This is useful for task assignments, monitoring progress, and ensuring accountability.

• Clear visibility of assigned responsibilities.
• Enhanced collaboration by linking tasks directly to the contact.
• Simplified tracking of task status and completion.

Adding Additional Information about the Contact

Address Details – mailing address:

• Enter the mailing address (not mandatory)
• Enter the mailing P.0 Box (not mandatory)
• Enter the mailing city (not mandatory)
• Enter the mailing State (not mandatory)
• Enter the Mailing Zip Code (not mandatory)
• Select the mailing country. (not mandatory)
• Check the “Use another address as Service/Shipping Address” if applicable
• Add a brief description of the Contact
• Upload a profile picture as this field is not mandatory

• Click Save to save the Contact at once, click Save & New to save the current input, and repeat the entry process.

If all instructions were closely followed, your contact should display as shown below. 

1. View contact details
2. Edit contact
3. Delete contact (be sure to take this action)
4. Send the credentials to the email of the specific contact
5. Impersonation: The feature “Impersonate a specific contact” typically allows authorized administrators or support representatives to temporarily access a user’s account with their consent or in response to their request for assistance. It can be useful for troubleshooting issues, verifying settings, or demonstrating how the system works from the user’s perspective.

Keep in mind, it is crucial to ensure that proper security measures are in place to prevent misuse of this feature. Only authorized personnel should have access to impersonate accounts.