Touchpoint Software Documentation | Add a Contact

Add a Contact

When to Add a Contact

After you have made any sort of a contact with a member or guest and the information about that visit/call would be helpful for others to know about when they are ministering to this person…such as:

  • Personal visit
  • Phone call
  • Card or letter

Using the Mobile App, you will have access to Tasks and Contacts.

See also

Mobile App

How to Add a Contact
There are 2 different ways to record a Contact, based on whether you are the one making the Contact or if you are recording it for someone else.

If you ARE the person who made the Contact

Step 1
Go to the record of the person that received the Contact and click on the Ministry > Contacts Received tab.
Step 2

Click the green Add Contact Received by This Person button and click OK when prompted.

The person logged in (that would be you) will automatically be added as the Ministry Team and the person whose record you were viewing will be listed under Those Contacted.

Step 3

Now complete the Contact form.

  • Contact Date (it will default to the current date)
  • Ministry
  • Contact Type
  • Reason
  • Select the appropriate checkboxes on the right side.
  • Enter any pertinent Comments (remember, do not enter anything confidential)
Step 4
Click Update to save the changes
Step 5

If you need to add another person to the Ministry Team, click the blue + sign beside Ministry Team and follow the normal Search / Add process.

If you need to add another person to Those Contacted click the blue + sign beside Those Contacted and follow the normal Search / Add process.

Note

If you need to protect the Contact so only users with a specific user role can view it, select that role from the Limit To Role drop down list. Remember, once you select a role, only users with that role can see that the person had been contacted.

Tip

If you want to minimize the number of roles that display in the Limit To Role drop down your System Admin can add the setting LimitToRolesForContacts and enter the user roles (comma separated) you want to display.

If you are NOT the person who made the Contact, but are recording it on their behalf

Step 1
Go to the record of the person that made the Contact and click on the Ministry > Contacts Made tab.
Step 2

Click the green Add Contact Made by This Person button and click OK when prompted.

The person whose record you are viewing will automatically be added under Those Contacted.

Step 3

Now complete the Contact form.

  • Contact Date (it will default to the current date)
  • Ministry
  • Contact Type
  • Reason
  • Select the appropriate checkboxes on the right side.
  • Enter any pertinent Comments (remember, do not enter anything confidential)

See Note and Tip above regarding Limit to Role.

Step 4
Click Update to save the changes.
Step 5

Now you need to select the person who was contacted.

Click the blue + sign beside Those Contacted and follow the normal Search / Add process.

If you do not find the person in the database, you can add a new record during that process.

If you need to add another person to the Ministry Team click the blue + sign beside Ministry Team and follow the normal Search / Add process.

Note

If more than one person made the visit, be sure to add that person as part of the Ministry Team following the instructions above. The same is true if more than one person was visited. Add those people to Those Contacted.

Multiple Contacts for the same Ministry Team

If you have a Ministry Team that made several Contacts, after completing the first Contact, click the green Add New Contact for Team button.

This will create a new Contact and will fill in the Date, Ministry, Type and Reason from the first Contact. You just need to complete it with Comments, etc.

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