In the Customer Maintenance module, the Contacts button will allow you to build a database of additional Contacts with E-Mail addresses and other pertinent data. For example, you can record Roles, or Job Titles, for the Sales Manager, Marketing Manager, multiple Sales Associates, etc. Prior to using this feature, you will need to create Role Codes (see below) to assign to additional contacts. When you click the Contacts button, the system will prompt an A/R Customer Contacts box as follows:
To create new Role Codes, click the Role Maintenance (6) menu option at the top left of the screen above. The system will first prompt a Role Maintenance selection box as follows:
Any existing Roll Codes will prompt in the screen above. To create a new code, click the Add button at the bottom right. The system will prompt a Role Maintenance box as follows:
Type a Code (1) and Description (2) for this Role and click the Save button to store the record. You can continue adding Role Codes or return to the A/R Customer Contacts screen to add new Contacts as explained below.
Returning to the A/R Customer Contacts screen, type the First Name (1), Last Name, and Email address of the Contact, and click the drop-down menu at the Role field to select a Role Code. If applicable, click the box in the Birth Date (2) field and select a birth date using the drop-down calendar menu. Use the Office (3) and Cell fields to record phone numbers.
The Text Updates (4) checkbox works in conjunction with the BMS Text Alert integration. If setup is complete and Contacts are the preferred Text Source info, this Contact will receive a Text when automatic appointment reminders are sent to this Customer. For more info on the BMS Text Alert integration, please email info@rmaster.com. And finally, use the Note (5) field to add any additional notes relating to this A/R Contact. Please Note: You can also edit the Contact once added to access additional Notes options. Click the Add button to save the new Contact. All A/R Contact Email addresses will export to Excel when printing the Customer Master Listing. Also, the system will separate each email address by a “;” for ease of import into other databases.
The last option (7) in this screen appears next to the Role Maintenance option at the top left as follows: Contact Report. This option will export a list of existing Contacts for all Customers to Excel, or you can opt to print for just the Current Customer Only by clicking that checkbox prior to running the export. The Excel export will include all data for each Contact. From the list of existing Contacts in the main screen, you can right-click or double-click on a Contact to Edit or Delete. The Edit Contact screen appears as follows:
You can edit all the fields in this screen, plus you have a few additional features. The Include when Emailing Document section allows for the Contact to be included on Emails containing any selected Documents. The “*” indicates a Document has been selected. In the Address column, right-click to select one of the following options: Add at ‘To’ Level, Add at ‘Cc’ Level, and Add at ‘Bcc’ Level. The Text Updates checkbox works in conjunction with the BMS Text Alerts integration. If setup is complete and Contacts are the preferred Text Source info, this Contact will receive a Text when notices are sent to this Customer. The Notes icon will prompt an expanded Contact Activity Notes screen as follows:
The Minutes and Miles fields can be used to record data along with a Note about the activity that corresponds to the time and mileage. This data will appear on the Contact Activity Notes report.