Recording Contacts
Recording of Contacts is really the base of Charitylog. There are many ways to record "work done", but recording Contacts is the simplest way to record that you have done something with, or for, a Member.
The other ways to record "work done" (like the Clubs and Clinics and Rostered Work modules) are built upon the recording of Contacts. Generally, the first thing that needs to happen when a Member wants to receive a service is that a Contact should be recorded.
AUKC has many different services, but there are some basic principles that everyone should follow when recording Contacts.
Start with a Search[edit | edit source]
We start by running a search to find the Member in question. If this is someone that you don't already know, running a search also ensures that they aren't already on the system.
You can search by surname, postcode and more.
Then click on the person's name in the list of results (or click the "view" button) to see their full details.
Check the Contact History[edit | edit source]
Assuming that you've found the relevant person, the next step is to view the Contact History. This will show the work that's already been done with them.
- If you're recording a new Referral, you can check to make sure it hasn't already been started by someone else (this commonly happens when Members get confused and call up more than once for some reason)
- If you're adding a Contact to an existing Referral, you can check the progress of the Referral and see if there have been any recent developments
Click the appropriate button[edit | edit source]
You can now choose the appropriate button:
- "New Referral" if you need to create a brand new Referral
- "Extra Info" to add a Contact to an existing Referral
- "Further Action" to add an outstanding Action to an existing Referral (but not record a Contact)
- or choose an "Update" button if you want to record a Contact and "clear" a previously outstanding Action.
Creating the Member, if they are not already on the system[edit | edit source]
If you discover that the person is not already on the system, you will need to create them before you can record a Contact with them. This is done with the "New Referral (for a New Member)" button.
By clicking this button, you can create a Member with some basic information, and then record a Contact/create a Referral.
The basic information[edit | edit source]
After clicking the "New Referral (for a New Member)" button, you will be prompted to choose the Project that the Referral is going to be for. You will then see a data entry screen, similar to this:
This is not the full Member Details screen; it's a simplified data entry screen, which is designed to help you put a Member on the system quickly, but still get the important information.
- red boxes are mandatory
- yellow boxes will pop up a warning if not filled in
- white boxes = great if you can get the information, but not mandatory at this point
The rules that create this screen can be edited for every Project, so if you think that they should be configured differently, please let your manager know ASAP, or contact Rob Kay directly.