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Contact
Maintenance
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Members
have a large number of
different fields. Additional fields can be added for specific
applications. Only the Surname is mandatory; all other fields can be
omitted and updated later if required. When OK is pressed, and the
"email changed Contact" flag is set (see Preferences),
the system may ask if the new (changed) details are to be emailed to
the address on the record
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Contact
First Name
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Enter
the first name (and title .e.g. Mrs if required)
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Contact
Surname
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Enter
the Surname, or the name of a company in this field. It is always used
to sort Members. A check is made to alter the user to any other
surnames which sound the same in an attempt to prevent duplicates.
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Address
Lines
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Enter
lines 1, 2 and 3 of the address.
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Postcode
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Enter
the PostCode as you would want it to appear on an envelope (e.g. SN16
6GH)
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Home,
Work & Mobile Telehone Numbers
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Enter
the telephone number as you would want it to appear on a list (e.g.
01653 554334).
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| Closed |
If
the Member is no longer used, or should not be posted to at present,
check Closed. Activities may be opened and closed at any time.
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| email |
Enter
the email address only (e.g. "jw@zol.co.kd"). The email system will by
default add the Firstname and Surname when emailing (e.g. "Jeremy
Washington <jw@zol.co.kd>".
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| M/F |
Use
this field to indicate M/ale or
F/emale.
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First
Heard
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Free
text used to indicate how this
person heard of your organisation.
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Date
of Birth
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Enter
the Date of Birth as you would
want to see it printed.
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Bank
Details Held
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The
system does not provide for
holding Members bank details for security reasons. However, it is
useful to know if the details are available. Members with this field
checked will be shown when entering "Direct Transfer"
Transactions.
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Label
Fields 1, 2 & 3
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The
label fields are used for
selecting members. Each field can contain any number of letters. Use
the Selection criteria on the Members List to request a list of all
Members with a given letter in a given field. For example, Label1 may
indicate Members' capabilities: S for Swimmer, I for plays an
Instrument, D for Driver etc . For someone wgifho does all three, enter
SID in Label1. To find all Swimmers and Drivers, enter SD in the Label1
search field on the Members List. These members will then be shown and
can be mailed or emailed.
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Status
or Type
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Status
is a list of Statuses of
which each Member may only be one. Frequently used to indicate classes
of Memebrship and also useful to differentiate Suppliers and
Customers from Members. See also Status Maintenance.
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Gift Aid
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If your system is set up
to record Gift Aid status, there is a checkbox which allows you to
record this person as being eligible for UK Gift Aid.
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Other
fields
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There are four text fields
and four "checkbox" (i.e. Yes/No) fields one each contact which you can
use for your own meanings. The labels which appear to the left of these
fields can be set in Preferences/Member Edit Preferences.
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Previous
Versions
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This is a list of the
dates on which this contact was changed and by whom. Press "Show" to
show the differences from the
present version. Note: this does not show what was changed in
that edit but the difference from the most recent version.
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