Adding new contacts
You should make a new contact record for every person or company you have dealings with – be they clients, potential clients, leads or suppliers. It’s also a very good idea to make one contact record per person, and not to combine people into one contact record, for example with a first name of Jack and Jill. It just helps separate things out later.
Adding contacts to shoots
Most of the time you’re going to be adding contacts because you’re doing a shoot for them. In that case, it’s easier to add a Contact from the Shoot record, like so: I make a new Shoot record, then on the Linked Records panel, I click the plus button then New Contact.
Adding contacts that aren’t linked to shoots
Sometimes, though, you might want to make a new contact not linked to a shoot, and I’ll show you how.
So, first I click on the New Contact button in the toolbar.
You can enter their information, including contact details, and date of birth if you know it. The date of birth is used to pull out contacts with birthdays this month, which is really handy for when you’re wanting to send marketing letters to the parents of children.
If they’re a client, or potential client, set the Type to ‘Client’. That’ll set the status field for you automatically. Those statuses are: ‘Client’: you’ve booked a shoot for this contact.; ‘Strong lead’: you’ve got an unconfirmed shoot linked to this contact.; ‘Lead awaiting action’: you haven’t booked a shoot for this contact yet, but you’ve got an outstanding task for them.; ‘Lead’: you haven’t done anything with this contact yet.; ‘Expired lead’: you’ve got a cancelled shoot or some completed tasks linked to this client, but no outstanding tasks or meetings.
If you want, you can set the source for the contact; it lets you track where contact records came from.
The Warning field is for your internal use, and lets you put a note against a contact’s record as a reminder for yourself.
Finally, the mailing list field lets you track which contacts have allowed you to send marketing material to them. You can set the default for this field on the Defaults panel of the Preferences pane.