Contact Log

Contact Log provides a record of contact with the customer. All staff can use the contact log system to record specific discussions, agreements attempts to contact so that a permanent record exist of events that you can relate back to.

The contact Log has a Job Number recorder if required so you can reference a contact to a specific job and then sort the log by the number.

The latest Contact Log entry for each job is displayed on the Quotes Register so you can easily see what contact with the customer has already been made.

· To access the contact log system press the Contact Log Button either from the sales screen, customer card or one the main screen.

· To open any recorded contact log double click on it or click the details button.

When you access the Contact Log from the main screen there is a bar into which you type the customer's name and then it will display a list of contacts for that customer. When you have accessed the Contact Log from the sales screen or customer card, it will display a list of contacts made with that customer. The list will appear like this:

You can see that this client has a number of contact people and a number of jobs with notes applied. You can sort the list by date, contact person or job number and you can see all the contacts that have been made. Examples of types of contact that may be recorded:

· Quote follow-up - either by the sales person if they have had a response from the client, or by the person doing follow-up

Really anything that gives an audit trail of contact. Any staff member can look at the contact log and familiarize themselves with the client contact.

You can either record a new contact or edit an existing contact. At the bottom of the contact list are two buttons:

If you wish to add a new contact log, click New and the following screen is displayed:

· Click on the contact arrow and choose the person with who you have had contact.

· Click in the job number arrow and choose the job number to which the contact notes apply.

· Type in the notes of telephone or personal contact or paste in a copy of email sent/received.

· If you need to recontact the customer, enter the date on which that contact should occur.

If you wish to edit an existing contact log, either double click the entry or click it once and click Details. The screen as above will appear with the details of the contact displayed. You can alter any of the details.

If you have entered a recontact date on the Contact Log, it will appear on the Recontact Log available on the Production Module and the Management Module. The details of the Recontact Log are displayed below.

· Staff should review this list each day to check whether or not a recontact is required.

· When recontact is required, click on the relevant line to bring up the contact log item to familiarize themselves with the contact required. Close the contact

· Go back to the previous contact, click on the arrow next to the recontact date and then press clear. This will remove the details from the recontact report.