Viewing and editing Contact records by administrators

Overview

• Everyone in your Wild Apricot database is considered a Contact
• Each contact has a number of fields. Some fields are predefined by the system, and then there are 'Common fields' which can be customized as desired. In addition, some contacts will have a membership profile, while others have associated event registrations, donations, some combination of the above, or they are just plain email / newsletter subscribers (see also Customizing your contact database fields)

Contact Details

From the Contact database click on the contact you wish to view. For contacts with associated membership / events / donations you can also access the contact record from the respective Members, Events or Donations tabs.

1. Operations on the current record

• Account Statement - generates an account statement report for the contact, see Financial Reports
• Send email - send an email to this contact
• Merge - merge this record with another one, see Merging Records
• Archive - archives the record (first step if you wish to delete it). See Archived vs. active records

2. Contact summary

This section gives a quick overview of the contact's activities, such as "Last Login date", and status of "Membership", "Events", "Donations" and "Payment".

3. Common fields

• View / Edit this contact's common fields. To add/delete/rename the common fields see Customizing your contact database fields
• For members the membership fields can be viewed / updated from here as well (they are shown below common fields). To add/delete/rename membership fields see Customizing your member database

4. Login Details

• From here you can grant, remove, or change administrator access to the contact, see Managing site administrators
• Reset / change the contact's password
• Last login date is also shown here. This is automatically tracked by the system

5. Internal Use

• All Common and Membership fields set to admin-only (Internal use) are shown here. Only administrators can view / update these internal fields

6. Financial transactions

• This will allow you to see all financial transactions filtered just for this record. See Financial Management Overview

Contact Tabs

In addition to the Contact Details there are more tabs that allow you to view/update additional info / settings associated with that contact, such as:

• Membership - View / edit member details like Membership level, Member Status, Renewal date etc. See View and edit memberships
• Events - View / Edit events contact registered for, or record new events (See View Event Registrations)
• Donations - View / Edit / Record new donations on this record, See Donation records
• Email settings and log - Turn emails on/off, view log of emails sent to the contact
• Privacy - View / Edit info about this contact other people are allowed to view, See Privacy settings
• Photos - Allow or prevent member from adding photo albums to their profile, See Member Photo albums

Any tabs that have a pending action (awaiting payment on a donation, or approval on a membership application) have a yellow exclamation point icon ( ). Once you are on that page, the information that requires your attention will be indicated with the same icon.

See also

Member - edit profile