Contacts Management

Contacts

The Contacts page allows you to manage your contact list, including adding new contacts, organizing them with tags, and viewing contact details.

Location

Found under the Community section in the side navigation bar

Objectives

• Primary Goal: Provide a platform for users to manage and organize community contacts efficiently
• User Benefits: Enables effective communication through organized contact management and targeted outreach

Key Features

1. Contact Management

   • Add individual contacts
   • Bulk import capabilities
   • Edit contact information

2. Organization

   • Assign tags for categorization
   • Link contacts to locations
   • Set communication preferences

3. Search & Filter

   • Search by name, email, phone, or account
   • Filter by tags
   • Quick access contact cards

4. Communication Tools

   • Direct messaging integration
   • Communication history tracking
   • Preference management

Tips and Tricks

Best Practice

Use tags to categorize contacts into groups for quick filtering and targeted communication. Common tag examples:

• Board members
• Commercial accounts
• Rebate participants
• Emergency contacts

Common Tasks

Adding Contacts

• Add a single contact manually
• Import contacts in bulk

Managing Contacts

• Update contact details
• Organize with tags
• Set communication preferences
• Document interactions

Contact Communication

• Send a direct message
• Log manual communications
• Review interaction history

Location Management

• Associate with service locations
• Add mailing addresses

Contact Settings

Setting Contact Preferences

Change a person’s contact preferences to enable or disable texts, phone calls, and emails to the contact:

1. Navigate to the contact’s edit page
2. Locate the Contact Preferences widget
3. Toggle the appropriate channels on or off based on the contact’s specified preferences:
   • Text Messages - Enable/disable SMS communications
   • Phone Calls - Enable/disable voice calls
   • Emails - Enable/disable email communications
4. Changes save automatically

Default Settings

When imported from billing system, all channels are enabled by default. Always verify customer preferences.

Preference Impact

Disabled channels will be excluded from broadcasts unless you override preferences for emergency communications.

Reference Keys

Custom identifiers that can include:

• Account numbers
• Customer IDs
• Internal reference codes
• Any alphanumeric combination

Working with Tags

Contacts can be organized using multiple tag types:

Tag Type	Purpose	Example
Contact Tags	Group similar contacts	”Board Members”, “VIP Customers”
Contact & Location Tags	Context-specific relationships	”Zone 5A Emergency Contacts”

See Tags Management for detailed tag creation and management.

Notes and Documentation

Adding Notes About a Contact

1. From the Contacts page, click on a contact card
2. Add notes about the contact by clicking the plus sign (+) in the General Notes widget
3. Type the note in the text box
4. Click “Save” when finished
5. Notes will be labeled with the date and author

General Notes Uses

• Document special circumstances
• Record service issues
• Track customer requests
• Add internal reminders
• Note accessibility requirements

Communication Management

Logging a Communication Event Manually

1. From the Contacts page, click on a contact card
2. Within the Communications History widget, click ‘Add Entry’
3. Type your entry into the text box
   • Include date, time, and method of contact
   • Summarize the interaction
   • Note any follow-up required
4. Click ‘Save Log Entry’

Communication History Features

• Automatically logs all Yoppify communications
• Manual entry for external communications (phone calls, in-person)
• Complete interaction timeline
• Searchable history
• Links to related conversations

Integration Points

With Other Sections

• Locations: Link contacts to service addresses
• Tags: Organize and categorize
• Imports: Bulk update from billing system
• Conversations: Direct messaging
• Broadcasts: Mass communications

Data Synchronization

Billing System Sync

We recommend importing contacts from your utility billing system rather than manually adding them. This ensures your Yoppify contact list stays synced with minimal manual updates.

Important Considerations

Manual Updates vs. Imports

• Manually updated contacts won’t be overwritten by imports
• Changes made in billing system require re-import
• Preference changes must be updated in Yoppify directly

Quick Actions

Import Contacts → Community → Imports
Add Single Contact → Contacts → Add Contact
Create Tags → Community → Tags
Send Message → Contact Card → Send Message

Related Documentation

• Import Guide
• Tag Creation
• Conversation Management
• Broadcast Communications

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