Contacts


Contacts

In Paritor Ensemble V5, Contacts form a major part of the new system. Contacts no longer just hold information that is used elsewhere, they are now the very centre of the whole process. Once you open a Contact, you can see all of the material relating to that person or organisation, including information on their financial records, such as whether a bill has been paid.


Version 5 automates many of the processes that have had to be completed manually previously - such as invoicing and billing - freeing administrators from having to input this data manually.


It also moves responsibility of keeping Parent/Debtor/Pupil's personal information up-to-date, to the Parents/Debtors/Pupils themselves via their Schooble Accounts. In order for a customer to apply for tuition/events/studies or any other service you provide, they will need to create a Schooble Account which will give them a record in your system.


This may require some tweaking to help users understand the new use of contacts


Creating a Contact


A Contact can be created for either a Person or an Organisation or Venue. Contacts are Pupils, Teachers, Bookers, Debtors, Repairers, Schools, Centres and your own Ensemble Users.


A Contact can have more than one label assigned to it. For example, you might have a Contact who is a Teacher, Repairer and Debtor.


Most Contacts are now created once they have created a Schooble Account by applying to a Service you offer online. You only need to create Contacts in Ensemble for Users, Teachers, Repairers, Schools and Centres.



How to add a new Contact record:


       Step 1: Go to Contacts Menu and add a new record using the button at the bottom of the screen:  



Step 2: Fill in all of the information that you have about the Contact, whether they’re a Person or Organisation:


  

 

Note: if they have already created a Schooble Account, you will not have to create a separate Contact Record in Ensemble as this will be automatically populated.


Tool Tips

Data Required

Explanation Person

Explanation Organisation or Venue

Type of Contact

Choose whether your Contact is an Individual or an Organisation or Venue.

E.g. Megan Smith would be an 'Person' and The Centre of Music & Arts would be a 'Venue'

Choose whether your Contact is an Individual or an Organisation or Venue.

E.g. Megan Smith would be an 'Person' and The Centre of Music & Arts would be a 'Venue'

Business Type

N/A

If the Organisation or Venue is a business, choose the correct Business Type from a pre-defined list of Business Types. These are set in Settings > CRM Section

Notes

Enter notes that need to be seen by other Users here

Enter notes that need to be seen by other Users here


Step 3: Choose the Contact Type required for your Contact


Contact Type Symbol

Contact Type


User


Teacher


Debtor


Pupil


Repairer



Step 4: Save the Contact Record


After saving, a Schooble Tab appears. See the Schooble Sub-Pages to see more information on this.



You have now created a Contact Record that is ready for use.