Contact List (Reference)

Contact List
Contact List

The Contact List displays a list of patrons in the database. It can be narrowed to only patrons on a specific grouping by using select criteria.

Contact List Buttons   Top

alt="New
New Button

Inserts a new Patron. Click here to learn how to insert a new patron.


alt="Open
Open Button

Opens the Patron Window for the selected patron.


alt="Duplicate
Duplicate Button

Not available in this window.


alt="Delete
Delete Button

Deletes the patron. Click here to learn how to delete a patron.


alt="Print
Print Button

Prints a report the of the patrons in the contact list to screen or default print location.


alt="Export
Export Button

Exports the data from the contact list into a tab delimited format and saves it to a selected location.


alt="Buy
Buy Tickets Button

Opens a New Order Window for the selected patron in the contact list. Click here for more information on purchasing tickets.


alt="Contact
Contact Card Button

Opens the Contact Card for the selected patron in the Contact List.


alt="Volunteer
Volunteer Button

Opens the Volunteer Window for the selected patron. Click here for more information about the personnel/volunteer features.


alt="Employee
Employee Button

Use this to manage the employee logon information for this patron. Click here to learn how to add an employee and setup their access details.


alt="Set
Set Solicitor Button

Assigns a donor solicitor to the patron record. Click here to learn how to set a default solicitor.


alt="Duplicates
Duplicates Button

Searches the contact list for duplicate patrons. Click here to learn how to use this feature to find possible duplicate records.


alt="Merge
Merge Button

Merges two or more selected patrons from the contact list.


alt="Get
Get Info Button

Opens a dropdown with options to copy address information to clipboard, show patron address on a browser map, or display the weather at the patron address. Click here to learn more about this feature.


alt="Schedule
Schedule Changes Button

Displays the Scheduled Changes List Window to create, view, or edit scheduled address or contact changes.


Patron Search Parameters   Top

Search options require parameters to search within. The most common search parameter is From To. This option allows for a start and end range to be entered for the search. It can limit down the list quickly and can be as specific as needed. The second most common search parameter is Like, which returns results containing the value entered for the search.

Patron Number

A patron number starting from one number to another. If the exact number is known this can be entered in both fields. The patron assigned that number will appear as the result.


Name/Company

Enter a part of the patrons first name, last name or company. All three fields in the database will be searched for a record containing like information (e.g. Ab returns Blaine Abel, Julie Abel, and Lauren MacIntosh of ABC Book Store).


First Name

The first letter, part of or a complete first name. The more entered the more accurate the results will be.


Last Name

The first letter, part of or all of the patrons last name. The more entered the more accurate the result. This field only searches the last name field within the database.


Phone/Email/Website

Part or all of a telephone, fax number, email address or website. Spaces, dashes and brackets are not needed when entering phone or fax numbers. They will be automatically formatted.


Balance - Tickets

A balance owed to or by a patron within a ticket purchase. A minus in front of an entered number will result in money owed to the patron.


Credit Card

Part or all of a credit card number. This search option may return partial results depending on your settings for PCI in the System Preferences setup.


Employee Number

The number of the Employee.


Patron Type

Patron Type can be used to sort patrons records into categories.


Addr-Line 1

A number, street or full address to be searched by that would have been entered in the first address field provided.


Addr-Line 2

A number, street or full address to be searched by that would have been entered in the second address field provided.


City

First letter, part or all of a city name. The more entered the more accurate the results.


Province/State

First letter, part or all of the province or state. The more entered the more accurate the result.


Postal/Zip Code

Part or all of the postal code or zip code. The more entered the more accurate the result.


Balance - Donation

A balance owed to or by the patron with a donation contribution. A minus in front of an entered number will result in money owed to the patron.


Date Entered

Enter a date range to view patrons entered into the system within that range.


Date Updated

Enter a date range to view patrons with updated records within that range.


Marketing #1

A customizable numeric range to search by.


Marketing #2

A customizable numeric range to search by.


Marketing #3

A customizable character range to search by.


Marketing #4

A customizable character range to search by.


Mktg #6 (Pop-Up)

Search from one of the options listed in the marketing pop-up. Marketing #6 is a customized field.


Mktg #7 (Pop-Up)

Search from one of the options listed in the marketing pop-up. Marketing #7 is a customized field.


Mktg #8 (Pop-Up)

Search from one of the options listed in the marketing pop-up. Marketing #8 is a customized field.


Age Code

Age Codes are used to categorize personnel and/or volunteers into particular age ranges.


Match Gift Company

Search for companies who are or are not flagged as matching gift givers in the Match Tab. Matching gift companies are designated under the Donor tab. This search is either Yes to indicate the list will contain records that are flagged as Matching Gift Companies, or No to indicate that the list will contain records that are NOT flagged as Matching Gift Companies.


Patron Donor Giving Capacity

Select a giving level. The donor tab of the database will be searched for matching patrons. Giving capacity is assigned under the Donor Tab.


Control Number

Numeric field to search by control number. Control numbers are associated with items purchased under the Membership Tab.


Pass/G.C. Card Number

Numeric field to search by member card number.


Ticket Number

A number field to search by ticket number. Each ticket has its own unique number as a reference. The patron displayed with have purchased the ticket with the number entered.


Order Number

An order number is a unique number used to define the order.


Tix Comment

Searches for comments entered in the Payments window.


PCI Data Check

Helps you to identify data attached to patrons that could be construed as a possible clear text credit card in violation of PCI guidelines. Click here for full information on the particulars of this function.


Contact List Columns   Top

alt="Primary
Primary Patron Icon

Indicates a patron who is the head of a household.


alt="Employee
Employee Icon

Indicates that the patron is an employee. A grey star indicates that the employee is no longer active.


alt="Scheduled
Scheduled Changes Icon

Indicates that the patron has scheduled contact information changes.


Patron Number

A unique number representing the patrons account.


First Name

First name of the patron.


Last Name

Last name of the patron.


Company

Company the patron works for.


Primary Phone

Phone number designated as the primary contact number.


Balance

Outstanding balance in the patrons account.


Address Line 1

First address line.


Address Line 2

Secondary address line.