Contact Card (Reference)

Parts of the Patron Contact Card
Parts of the Patron Contact Card

The Contact Card has three parts to it:

  • Details
    • Stores information on the type of patron, their company and title, proper salutation, formal and greeting names.
  • Addresses
    • Stores patron mailing information (including address, city, state/province, and zip/postal code) for as many different addresses as needed (e.g. winter home, summer home and several work addresses).
  • Contact Info
    • Stores as many lines of contact information as needed (e.g. home phone, work phone, mobile/cell, work fax, home email or work email).

There are three ways to access the Contact Card for a patron:

alt="Option
Option 1: Contact Card Button on Contact List

Clicking the Contact Card button on the Contact List toolbar (doesn't require opening a patron record)


alt="Option
Option 2: Contact Info Tab on Patron Window

Double-clicking a contact line on the Contact Info Detail Tab on the Patron Window (requires opening a patron record)


alt="Option
Option 3: Patron Name on Patron Window

Double-clicking on any household patron name in the Patron Window (requires opening a patron record)


The toolbar on this window has many helpful function buttons:

alt="Help
Help Button

Connects to Theatre Manager Online Help for the Contact Card.


alt="New
New Button

Inserts a new patron Contact Card for another patron in the same household.


alt="Save
Save Button

Allows Contact Card to be saved.


alt="Duplicate
Duplicate Button

Not applicable.


alt="Revert
Revert Button

Returns the content/text back to the saved content/text prior to any recent changes.


alt="Delete
Delete Button

Removes the patron record, providing there are no financial transactions associated with the patron.


alt="Print
Print Button

For future development.


alt="Spellcheck
Spellcheck Button

Runs a spellcheck.


alt="Scheduled
Scheduled Changes Button

Displays a list of the Scheduled Changes for the patron.


Contact Card Patron Details Area   Top

Details Area of the Patron Contact Card
Details Area of the Patron Contact Card

Some of the fields in this area may be marked as mandatory in Company Preferences >> Mandatory Data Tab, which requires data to be entered and will not save if left blank.

Type

The type of patron record that is being entered (e.g. Individual, Company, or School). The values available in this dropdown can be edited and customized in Code Tables >> Patron Type.


Salutation

The Formal Salutation for the patron (e.g. Mr., Doctor, or Ms.). The values available in this dropdown can be edited and customized in Code Tables >> Salutation.


Name First

First Name of the patron (this is a system-level mandatory data field)


Name Init

Middle Initial of patron


Name Last

Last Name of the patron (this is a system-level mandatory data field)


Suffix

Suffix for the patron, if applicable (e.g. Jr. or Sr.). The values available in this dropdown can be edited and customized in Code Tables >> Suffix.


Company

The Company Name that the patron is associated with (this is a system-level mandatory data field


Title

The Job Title that the patron holds within the associated company


Formal

The Formal Name of the patron (including salutation) usually used for donation requests. This field provides the patron donor name for program listing unless the name is altered in the Publication Name field found under the Donor Tab. The Formal Name is auto populated by First Name and Last Name, but can be manually over written by highlighting the text and typing over it.


Greeting

A Greeting Name (or familiar name, such as first name or nickname) for the patron. The Greeting Name preference is set in System Preferences >> Edits Tab. The Greeting Name is auto populated by First Name, but can be manually over written by highlighting the text and typing over it.


Patron

A custom 30-character identification field. Designated for an external number for a patron that can also be used to find patrons. Possible usage are for student/faculty numbers or a number in any other external system that you may need to communicate with.


Contact Card Addresses Area   Top

Addresses Area of the Patron Contact Card
Addresses Area of the Patron Contact Card

There can be many different address locations for one patron stored within the Address. Some of the fields in this area may be marked as mandatory in Company Preferences >> Mandatory Data Tab, which requires data to be entered and will not save if left blank.

Location

Location Type of the patron's address. The values available in this dropdown can be edited and customized in Code Tables >> Location Type. This field is used to categorizes addresses, phone numbers, emails and web site addresses. The three default options are Home, Work and Other.


Address

Street Address of the location. There are two lines available for more complex addresses. When a second address line is used, check formatting when printing address labels and ticket face.


City

The City or town for the address provided. To assist in quickly adding a patron, a default city name can be displayed when adding new patrons (see Company Preferences >> Mandatory Data >> default values on patron insert). The default city names come from the City field under the Company Preferences >> Company Tab.


Province/State

The Province or State where the city is located. The values available in this dropdown live in Code Tables >> Province/State. To assist in quickly adding a patron, a default province or state name can be displayed (see Company Preferences >> Mandatory Data >> default values on patron insert). The default value comes from the Province or State field under the Company Preferences >> Company Tab. The name for this field may be renamed in Company Preferences >> Appearance Tab.


Country

The Country where the province or state is located. The values available in this dropdown live in Code Tables >> Country. To assist in quickly adding a patron, a default country name can be displayed (see Company Preferences >> Mandatory Data >> default values on patron insert). The default country comes from the Country field under Company Preferences >> Company Tab.


Postal/Zip Code

The Postal Code or Zip Code field records the patron's postal identification number. Postal codes format automatically to capital letters. Zip codes format automatically to add hyphens when 9 numbers are entered. Edit checks warn if numbers or letters are entered incorrectly. The name for this field may be renamed in Company Preferences >> Appearance Tab.


alt="Add
Add Button

Adds another address to the patron.


alt="Remove
Remove Button

Removes a location from the address area.


alt="Contact
Contact Options Button

The gear button opens a dropdown of options that depends on the contact field the gear button is next to. For example:


Contact Card Contact Info Area   Top

Contact Info Area of the Patron Contact Card
Contact Info Area of the Patron Contact Card

There can be as many lines of contact information within the contact area as are needed. Location types can be customized to meet needs.

alt="Contact
Contact Type Icons

Type of contact information for the patron.


alt="Location
Location Type Dropdown

Location of the contact. The values available in this dropdown can be edited and customized in Code Tables >> Location Type


Contact

Contact information for the patron.


alt="Add
Add Contact Button

Adds a piece of contact information to the patrons record. Each selection opens another flyout to select. When you make your selection, the patron's Contact Card opens to the field selected.


alt="Remove
Remove Contact Button

Removes the highlighted piece of contact information from the patron record.