Features by Screen: Contacts
Contacts Overview
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Video: Overview of the Contacts Tab (7:22)
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The Contact Overview Pane is simply a list of your Contacts, with some basic information.
| Note that certain things occur on the contacts tab, but also many other places throughout the system. These system-wide conventions are called "Collections" and work the same wherever they're found, so we've given them their own page. |
Contact Details
Once you’ve clicked on a contact’s name, you’ll see the Contact Details screen. Here you’ll see all the personal information you have for this contact, as well as all the marketing information (what sequences a contact is subscribed to, what tags are attached to them, their lead source and TONS more).
The contact details area comes with certain default sections and fields in it. However, you’ll very likely find that your company keeps additional kinds of information on your prospects and clients and thus, requires additional fields beyond what are provided in the “stock” account. Learn all about adding new sections and fields. Of course, these fields are populated automatically when a person fills out a form with corresponding fields in it, but you can also come in and populate any of the fields manually as well.
Quick Actions Buttons at the Top of the Contact Details Screen
Manage Credit Card
[Note: OfficeAutopilot only]
If you are using the payment processing features of OfficeAutopilot, you'll want to know about this button. It allows you to update your clients' billing address associated with their credit card, as well as add in or edit existing credit card details.
New Transaction
[Note: SendPepper Pro and above only]
Use this when a customer makes a purchase. You’ll first need to set up your products in the product manager. To learn more about logging purchases and the product manager, watch the video here. Also, if you've got their credit card on file, you can use this button to actually sell them something with will charge their card.
[Note: SendPepper Pro and above only]
Use this when you want to have someone in your organization take care of some online OR offline task in regards to that contact. To learn more about tasks, watch the video on the tasks manager here.
Use this to send a one-off email to the contact. You must have an email address for this button to be clickable. Learn all about writing and sending email.
Log Phone Call
[Note: SendPepper Pro and above only]
Use this when you make a call to or receive a call from a contact. Here you can choose whether incoming or outgoing, the subject of the call, and the outcome of the call, as well as take notes on what happened during the call.
Use this to send a 1-off postcard to the contact. You must have the contact’s physical address in order for this button to be clickable.
Edit Contact Information
You can edit the data in any field in the contact record simply by clicking on the field name or the data in the field. After you’ve made all the changes that you’d like to make, be sure to click the ‘Save’ button to the right of the field.
Contact Profile
Bulk Email Status field
This field is important because the value of the field holds the key to whether or not you can send them bulk emails. There are three possible values for this field.
Yes
This means that as far as we know this person has given you permission to email them.
No
This means that the person has opted out (unsubscribed), complained, or their emails have bounced. When a 'No' is present here, you cannot email them any longer, nor can you manually change this back to a 'Yes.' If you feel this has been changed to a 'No' erroneously, and you can prove it, we'll change it for you. Just shoot us an email to support@SendPepper.com.
Double Opt-In
This means that this contact has confirmed their desire to receive emails from you via a confirmation email sent when they first filled out the SmartForm or were imported into your database. It's very good because it indicates responsible, clean email marketing habits on your part and can improve your deliverability (Oooooh, tell me more about double opt-in!).
Hard Bounce
This means that an email was sent to the contact and this email hard bounced due to the email address being false or invalid. As a result, the contact will no longer receive bulk emails from you. Three soft-bounces may also result in a hard bounce. This occurs when , for example, someone's inbox is full and three attempts have unsuccessfully been made to deliver mail to that particular contact.
Contact Owner
[Note: Only applicable for OfficeAutopilot accounts, as SendPepper accounts are limited to just one seat]
This field calls for special mention here. It indicates which seat-holder is the effective 'owner' of a given contact. This is especially useful if you've got a team of sales people who each manage their own leads. You can choose to send messages 'on behalf of' a certain contact owner, limit the permissions for certain roles in your company so that they can only see their own contacts (and their subordinates'). You can also set your SmartForms to assign all contacts who come in through through that form to a specific contact owner (or lead router).
In this section you can view what tags and sequences a contact is on as well as add new tags and new sequences to them.
Contact Log
This has a record of each interaction with the contact including visits to landing pages or tracked web pages on your website, forms they’ve filled out, postcards and emails you’ve sent to them, and emails you’ve received from them. You can click the individual logged contacts to see more details on each one, including the number of times, and WHEN a given email was opened and clicked.
Notes Sections
The notes section is a great way of jotting down information on the fly that doesn’t fit in any given field. If you have a form on your website that invites notes or questions from visitors and you use the notes field in that form, this is where it'll show up. Also, the notes you take down from phone calls logged, and from tasks will go here.
[Note: SendPepper Pro and above only]
This is where any tasks for a contact can be found. Once you’ve finished with a task, you can click the green check mark to mark it complete, and it will disappear if you’ve got the ‘Hide Completed tasks’ box checked. You can also manage tasks for all your contacts on the same screen in the tasks tab. Learn all about tasks and the tasks tab.
Purchases
[Note: SendPepper Pro and above only]
This section is where any purchases you log for a contact show up.
File Box
[Note: OfficeAutopilot only]
This section allows you to upload files and attach them to contact records. This is especially helpful if, in your business, you’re sending distinct documents to each client. It allows you to easily look and see which documents were sent to which contact.
Group Actions
Send a mass email to the selected contacts. Learn about creating emails.
Send a post card to selected contacts. Learn about postcard pricing or how to create a postcard.
+ More Options
Delete Contacts
Pretty clear. Be careful with this one. (Note: Actually, we do nightly backups of your data. If you REALLY screw up and need us to dig into the backup data, give us a ring.)
Subscribe/Unsubscribe to Sequence(s)
Again, not much of a mystery. Select a group of contacts and subscribe them to one or several sequences all at once.
Add/Remove Tags
With this, you can add and remove tags to a group of contacts all at once. Learn all about tags and tagging.
Change Field Value
Change the value of a field for multiple contacts.
Send Subscription Confirmation Email
Send a subscription confirmation email (double opt-in) to the selected contacts
Export Contacts
Get the records for these contacts emailed to you as a CSV or a Tab Separated value. You can even use this to export PURLs for use with 3rd party print providers simply by checking the box for the PURL associated with whatever Landing Page you want exported for the contacts you're exporting! Learn all about exporting your contacts.
FAQs
Some questions we've heard...
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