Contact Record Must Haves

The contact record is more than just a place to save a hiring manager's name and phone number. It is one of the best tools in Enterprise for relationship management and tracking sales activity. This help document will cover the "must haves" in getting the most out of your contact records.

 Details Page "Must Haves":

When a new contact record is created Enterprise automatically brings users to the details page of the record, which is where we will begin as well. The details page is broken out into four main sections - (1.) personal information, (2.) customer information, (3.) contact information, and (4.) other information. 

1. Personal Information:
A great field to fill in if you have the information is the (5.) birthday field. 

With this information saved, the contact birthday list report can be pulled. In this example, I've pulled the report to include all birthdays in the  month of (6.) December. In the results is our example contact (7.) Elliot Schwartz. Notice that there is an "unknown" category which shows all birthdays that were entered in a format (8.) Enterprise does not recognize. 

2. Customer Information: 

The (9.) address is an important field because if you set a meeting with the contact - where do you go to meet them? The address listed here should be your reference information.   

For example, let's say I set a meeting with a contact located in Minnetonka - zip code 55345 (shown above). Since I am going to Minnetonka, I could run a search to see all my other contacts located in the area that may also be available to meet with me that day. 

To do this, I would run a contact enhanced search. Expand the location category → set the zip code to 55345 → include a distance parameter of 5 miles, and run the search. 

This returns a search result of 19 contacts, including our example contact Elliot Schwartz: 

4. Other Information:
In the other information section, enter helpful "snapshot" information (things that are good to know/keep in mind regarding this contact). Any text entered in the (10.) notes field also display on the contact visifile: 

Visifile "Must Haves":
The visifile, short for visible file, should be your first stop and main destination on the contact record. Snapshot info, contact information, sales activity, and more is listed on this page. 

11. Phone/Email: 

Any and all contact information (phone numbers, email addresses, etc.) related to your Enterprise contact can be, and should be, added here. Note that the phone number also displays in the contact's avatar area:

12. Messages: 
"If it didn't happen in TempWorks, it didn't happen." Let that be your moto. Document all meetings, phone calls, and critical emails in Enterprise so that productivity and contact communications can be tracked company wide. 

For example, say you wanted to know the last time you had a meeting with a contact and couldn't remember what was discussed - a logged message would provide this information. When documenting activity, be sure to select a relevant (14.) message action code. This is important for data integrity purposes and also because the action codes are searchable. So if I wanted to see everyone that I had a "sales meeting" with in the past quarter, I could search contacts by message action code and message date to find that information. 

*Note* In the details tab this message is (15.) automatically linking/posting on the contact and customer record. This happens because the two records are associated - Elliot is a Contact of Grey Matter Technologies, so the message posts to both records. 

13. Interest Codes
Interest codes are important because they act as a common thread throughout all of TempWorks. They can be added on the employee, customer, contact, and order record and can be used as a matching tool. In our example, I have added the interest codes of "2nd Shift" and "Welder" onto my contact because that is his greatest hiring pain - Elliot is always willing to look at the resume of a great welder available to work 2nd shift. 

Now if a recruiter sourced a great 2nd shift welder that was actively seeking work, they could search the contact interest codes to see who they could potentially proactively send this candidate's resume to:

This search returns nine results, including our example contact Elliot Schwartz: 

From here you could email the contacts en masse using an email template you had created in Enterprise or you could use this list as a call sheet and reach out to contacts individually. 

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