Streamline Your HighTech Business with airSlate SignNow's Online Contact Management

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good afternoon everybody thank you for joining me today in the first of our 13 refresher training sessions that we have in store my name's tom i work with the client engagement team here at accelerate and today i'm going to be giving you guys a brief overview of contact management in the system if you look at the screen now in front of me are the upcoming sessions that we have planned feel free to sign up for these or view them as a recording on our support youtube channel now today we're going to be looking at contact management and this entails firstly getting a contact into the system we're then going to look at updating or changing that information once it has been saved to the system as we go through and add a contact i'm going to be highlighting vet information fields which are compliance related and very important to fill out correctly we're going to be looking at adding an organization to the system we're going to be looking at updating an organization's details once it's been added and we're going to finish off today by looking at finance and rto contacts within your general system settings now i'm going to navigate to my accelerate dashboard and predominantly today we're going to be using the contacts tab excuse me up the top left now firstly what is a contact a contact is any record of a person that you want to keep in accelerate it doesn't necessarily have to be a student it can be anything ranging from a student to a trainer to one of the students parents to the students great great great grandfather if you wanted you're not billed by the number of contacts in your system you're built by the number of billable learners which are a whole different ballpark contacts are just a simple record we're keeping in the system of a person let's go ahead and add a new contact today now there's many fields on the screen not all of these are required so i'm going to work through and populate some of these fields while creating an example and we're going to look at the important fields along the way so i am mr thomas bassingthwaite my preferred name is tom now organization i will leave blank for now but we will come back and look at this shortly now i'm not going to enter my real date of birth because i don't want any of you calling my internet service provider and pretending to be me now position here this relates to the organization above again we're going to come back and look at this shortly contact details in here simple i'm just going to say zero four zero four 040 404 email address is going to be tom accelerate.com and if i click this button here it pre-populates the email domain as the contacts website now none of these are required fields i always recommend adding an email especially if you're a turbo client because if you add a contact without an email they won't get a system generated email to access the system if they're a student that needs to access the system so in some instances very important to have an email in there but it is not required for creation now scrolling down to the address field here you'll notice that this is the first required event miss details area now you'll see that all we need to report on is the suburb and postcode so for example i live at 123 street in deception bay queensland now you'll notice here i've typed in deception bay and it's pre-searching all of the suburbs and postcodes that are in the system now again the reason it does this is because these are required event miss details every student that we report on has to have these fields now if we type in a suburb and it doesn't appear that's because the suburb is not on the australia post official postcode list which is where accelerate pulls the postcode information from so if you can't find the correct suburb and postcode look on australia post's website and verify that the details are correct now that we've added all of these to the postal address i can simply click on the street address arrow and it pre-populates the field there now scrolling down vet related details some of you watching this will see what i'm seeing where it's hidden whereas the majority of you watching this will see what i'm seeing now the non-hidden equivalent now vet related information much like the address related information must be filled out for students this can be ignored for general contacts you're saving to the system that are not undertaking accredited training if you had the key contact as of an organization that you just wanted to keep a record of in the system you wouldn't need to fill this out if you're adding a student who has come to you guys to study a certificate for in work health and safety for example you will have to fill out this information and it's very important you do it's all compliance related and ties into your government funding now as an example i'm going to go through here and pre or fill out some of these locations so i'm a male and i was born in australia city of birth is brisbane australian citizen now i'm going to leave these blank now of course filling this out you guys at the rto should have this information if you don't i would recommend contacting the student and obtaining what is required now i'm going to go through and select no for the remainder of these great so when we create a contact now all these vet related details will be saved and will be included in our avetmas report once we run that out of the system now student identifiers everyone should know what a usi is at this stage you can pop this in here if you need to apply an exemption for a student you may have the option to depending on your account setup now scrolling down now actually before i do that these fields here as you can see are local government required fields so you likely won't have to fill these out unless of course you're in queensland or sa in which case you would have this information to enter next of kin details you can enter in the emergency contact section and additional information down the bottom is where we can add some further i suppose funnily enough about the contact for example we can say where this contact was sourced from so if i click on here this person came from seek.com if you need to add a source that isn't on your list hover over your system settings at the top and you can add a new contact source through this button here if you wanted to add contacts coaches supervisors employers etc you can enter them here but note it'll be searching for a contact so the person you want to enter here must already be entered as a contact in accelerate now contact categories down here we can categorize the contact as per a list that we have created so i could say for example this person is an employee and they're a trainer if i wanted to add additional contacts that aren't on this list so additional categories just like we did with the source we hover over the settings button at the top here and we can add contact categories the comments field here is a general comment that will be saved to the contacts profile so i'm going to say tom is a trainer now note type when this gets added to the profile we could say what sort of note we wanted to record this as if there was a complaint or a compliment we could categorize that ingly and if you don't have options in here that you want again go up to your system settings and you can add additional note types i'm going to leave this blank and create the contact you'll now see that my details have been entered into accelerate on the left here are my general information or is my general information i can click on other information to see where i was sourced the comment that was associated with me who last updated the contact and when they were added to the system and down here vet related details are those compliance related questions that i answered now that we have a contact in the system if we want to go in and change any of this information we simply click on the update button here at the top left and we're back on this familiar screen can work through and fill out the details just as we did earlier now organizations here what i'm going to do is open a new tab keeping this one on this screen if we hover over contacts and go down to organizations i'm going to open this in a new tab now these are any business that we want to keep a record of in our accelerate system these aren't system wide this relates to your personal accelerate accounts so let me correct that when i say your personal accelerate account i mean your organization's accelerate account my apologies now for example let's have a look at accelerate perfect i can see accelerate is already an organization that's been added to the system so if i go back to my contact and i go into organizations and i type in accelerate or at least the first few letters it's going to search through that organization list and present any to us if for example i typed in a hungry jacks which we don't have in the system it's gonna okay we do have hungry jacks in the system that's very impressive i'm gonna type in pillow talk which we definitely won't have in the system you see how that will think and these three new options have appeared if i then clicked key contact for example along with updating or creating my contact it's also going to create this organization and it will make thomas the key contact of that organization so to see what this looks like i'm going to click update contact you'll now see that organization pillow talk has been included i could click on pillow talk and it would take me through to the newly created organization page or i can navigate to contacts organizations let's type in pillow talk look at that it's in there now let's click on this and we're back on that same screen how easy is that now if i wanted to add a new organization it's as simple as coming in here and clicking add new organization we can add it when creating a contact like we just saw but i'm going to flip it and create the organization now so i'm going to call this let's call this blanket talk i'm going to say the employer is wes from accelerate and i'm going to proceed i don't want to add any other information but i will highlight here the categories field just like we did with contacts we can add categories to organizations and again just like with contacts hover over system settings and go to organization categories i'm going to leave that blank and click on submit this has now been successfully added to accelerate if i click on view look at this we're now in the blanket talk page of accelerate now breaking news pillow talk has just acquired blanket talk we can actually reflect that in accelerate by adding pillow talk as a parent organization so i'm going to click on update at the top left here and i'm going to look at this parent organization field and i'm going to type in pillow here we go pillow talk again it's done a search for the organization if we type something in that isn't in the system it's not going to create that org it's just going to say hey that organization doesn't exist i've selected pillow talk now when i click on update pay attention to this organization tree down the bottom so let's update this and you'll now see that this is almost like a family tree and we can see that pillowtalk is the parent or the owner of blanket talk so we can reflect companies and all of their their sub organizations i suppose within accelerate keeping them all linked together now let's come in here and let's have a look at merging organizations so let's just say that these two organizations just for an example are now merging one hasn't acquired the other they're simply merging into the one organization we can tick both and then select merge we then need to select the information we would like to remain so for example i want this to stay as the organization name so i'm going to tick that summary and notes you can see that this organization on the right has no notes so i'm definitely going to select that i want these ones to stay and if we select the first option and click merge it's then going to delete the first organization and essentially just merge it into the predominant one that we have kept in the system now if we go back to our contact i'm going to search for contacts and i'm going to type in my last name and first name here i am so let's go in and have a look now i do want to mention portfolios which are a fantastic under utilized feature in regards to contacts in accelerate portfolios let you record documentation for specific contacts against their profile so if i click on portfolio for example you'll see that i've got nothing in here right now if i had ever been enrolled in a class and issued a certificate out of accelerate that certificate is recorded in here if i wanted to actually you know what i'm going to give you guys another example i'm going to navigate into my contact profile this is my genuine account that i'm logged into now and i want to go into portfolio and i'm going to add a copy of my driver's license it's not actually going to be my driver's license guys don't get excited i'm just going to show you the process so i've clicked on portfolio and i'm now going to add new portfolio item portfolio type i'm going to select that it's a license and i'm going to select in here look i'm not actually going to put in a copy of my driver's license just yet actually maybe i will let's manage portfolio types because i can't see a way to actually enter my driver's license if i click on this and then click add new portfolio type we're able to add additional categories to the system so for example i want to add the ability to upload a copy of someone's driver's license so i'm going to call this driver's license i'm going to call this issued by the australian government now validity period isn't the period that the license itself is valid for it's the period that you can go without citing it in accelerate so if i entered 12 months for example and submit this awesome when i upload a driver's license that will be valid in accelerate for 12 months after that period elapses you'll see that my driver's license has expired we can also tick never expire and it will just permanently be a document that stays in accelerate now down here we can choose what category we would like this in these aren't compliance related so you can store this information however you'd like now i would say that a driver's license is a license so i'm going to select that and submit what happens now is if i navigate back to my contact profile and i click on portfolios add new portfolio item i've got license selected now i can choose driver's license so let's select this i could enter my driver's license number say who it was issued by so i could say queensland government if i spell that might even be better now here you can add the actual issue date and the actual expiry date of the license itself keeping in mind that we entered it would expire in accelerate in 12 months so we'll still get a warning in 12 months even if we set this as a different date if we wanted to add particular details to accelerate or sorry in regards to this license we could add it in here now we actually upload the file so let's pretend that i have a jpeg image of my driver's license and i'm going to update that into the system click on submit we're now in my contact portfolio and where we were looking before and it said no information we can now see that there's a driver's license issued by the australian government for this particular contact if we click on here we can see even more information about it and we can download the file just by clicking on the link and there's a menu for where we're going for lunch at work the other day so guys what we've looked at here is adding a contact into accelerate we've looked at updating that contact once they get in to accelerate we've looked at the compliance related fields that we can fill out while adding a contact we looked at adding an organization into accelerate and changing those organization details we looked at setting up a parent organization and merging two organizations together we're going to be wrapping up the session today in our system settings down at the bottom here now there are a couple of important fields that i want to highlight to you guys the first here is within the core settings if we scroll down to the finance contact this is who we at accelerate will be sending invoices to if you needed to update the recipient of the invoices or correspondence from our accounts team update the finance contact at the bottom by clicking the plus and searching for the contact's name once we've added them and saved let's have a look at the rto vet settings tab and scroll down to the avetmiss reporting details now in here this information is crucial this is all compliance related if you have one wrong piece of information in here your entire vetmis reports will return errors i'm not going to be able to tell you what to fill out here each organization would be different and will have the information they need to fill out here just make sure you triple check and that it's correct now the rto vet contact is the owner of the business and it's very important that they are added in here both from a compliance point of view and a functionality point of view it's a design intention that specific accredited functionalities do not work unless we have added a contact and completed this field here now in terms of general system settings this page rto vet settings is very heavily compliance related you can probably tell seeing it has the word vet in there you can set up various compliance related information you have various toggles here that you can change to yes or no i'm not going to go through every single one of these you guys can read through in your own time if we scroll up to additional options this is all finance related we won't be looking at this today but will be in an upcoming session if we scroll down i want to highlight these fields here these are some various yes or no toggles that we can use to change general settings within the system so have a read through there and see if there's anything that you want to turn on for your organization and finally today in the core settings i want to show you guys the common terminology fields here you can change various labels throughout accelerate by default you can see that we refer to someone who facilitates training as a trainer and we can see that if we hover over contacts trainers are in there if we now click on this arrow and click on teacher and save this if i hover over the contacts tab again that now says teachers i'm going to change this back to the default but feel free to go through and change various terminology to suit your business's language i suppose and on this page as well training administrator email address you can have an email in here this will be the default email that correspondence out of the account comes from and the organization name is the trading name of your organization it's what a student would see at the bottom of an email signature now guys thanks very much for your time today we've covered everything that uh that was listed in this contact management session so for those of you watching the recording thank you very much for your time the next session that we have is going to be let's have a look see in here on qualification management on the 24th of june so if you're watching this live i look forward to seeing you in the next session if you're watching a recording thank you very much for your time and stay posted for more as they get uploaded thanks very much guys and enjoy the rest of your day