Contact Management – A Step-by-Step Guide
Learn how to effectively manage your contacts with our step-by-step guide, maximizing productivity and organization in your personal and professional life.
Written by bizZone Coops
Updated at May 28th, 2025
Contact Management – A Step-by-Step Guide
LAST UPDATED May 28th, 2025 BY bizZone Coops
Learn how to effectively manage your contacts with our step-by-step guide, maximizing productivity and organization in your personal and professional life.
1. Creating a Contact
To create a contact, click on the Create New Contact button on the left-hand side.
This will open a modal where you can input the person’s standard contact information.
First, you can optionally add a salutation. Salutation options are available as a configuration and can be adjusted if you would like to customize your options.
Now add the remaining information:
- First name (required)
- Middle name (not required)
- Last name (required)
- Title (not required)
- Email (required by default, can be not required if needed) - when you add the email address, just below this field is a “create web access” checkbox, which is selected by default. When this is checked in addition to creating the contact the system will also create a web portal login for this person.
- Phone (not required by default, can be required if needed) + phone type
- Secondary Phone (not required) + phone type
- Primary Company (not required)
- Primary Office (not required) – this will be a list of offices associate with the selected company
- Company based CASL consent – if the company has a membership, the contact will be given implied CASL consent based on the company’s membership when this is enabled
Finally, click save to add the contact to Association DNA. You should now see the contact with the information you added. If you selected to assign company based CASL consent and the company entered had a membership, when click on the records tab in the left nav bar you will see CASL consent has been added based on the company’s membership start date. Implied CASL consent is valid for 2 years, so the “email until” date will be the membership start date + 2 years.
Custom Contact Demographics
If you have custom demographics for your contacts, the panel would typically appear here. Sometimes you can have multiple demographics, in which case you have to choose which type of demographic you'd like to assign, but typically you would see a demographics panel and once the contacts created, you can go in and add additional metadata and demographic data about this contact that is different from the standard DNA information.
So that in essence is how you create a contact.
2. Additional Contact Screens
Once the contact is created, you have, on the left hand side of the screen, several components. If your model has membership on the contacts, then there will be a membership tab available to you.
There is a history tab that the person’s employment history as they change companies.
Web Access is the web access that was mentioned when we were creating the contact and it is the person’s web portal login. You could update the person's password here if you want, and you can simulate accessing the web portal as this person using the Login As button.
Logins are available to both members and non-members, with the ability to restrict pages to anyone with a login or be more restrictive and only allow logins based on having a membership or even further refinements like having a specific company role or being in a specific group.
Finally, the records tab shows consolidated information about this person’s interactions with your association and shows:
- Current CASL consent and history
- Activity points if the engagement module is used
- Forms they have submitted
- Emails they have been sent / opened / clicked
3. Moving a Contact
When a contact leaves a company or moves to a different company, you can update their record using the Move Contact action following these steps:
- Click the move contact link
- If the person is not moving to a new company, leave the company and office blank.
- If the person is changing companies, select the new company and office.
- Optionally add information about the reason this change is being done and add the effective dates for when the person left the current company and/or joined the new company
If the person has moved to a new company, we can also provide information on where they are now and you can make note about why the change. If we are moving the contact to correct an administrative error, we can check off disable logging to block history from being recorded.
In this example, after moving the person out of their company they are now an “orphaned” contact. If we go into their history record, we're going to see that that now has been recorded that they left a company, but there is no record for them joining a new company.