Viewing and editing contact details
Information about each contact is stored in a separate record, with each contact record storing different chunks of information in fields (e.g. first name, last name, email address). You can customize your contact database – and store additional information about your contacts – by adding, modifying, or deleting common fields. Common fields are fields like first name, last name, and email address that apply to all kinds of contacts.
Searching for contacts
To view the list of your contacts, hover over the Contacts menu and select the List option.
From the contact list, you can filter the list or search for a particular contact using a simple keyword search or an advanced search from the Advanced search tab.
From the Simple search tab, you can also select from a list of predefined filters to quickly display event attendees, donors, or other types of contacts.
Using the advanced search, you can combine multiple search criteria, and control whether any or all of the criteria needs to be met.
Viewing contact details
To view the details for a particular contact, click the name of the contact within the contact list.
The contact record appears, divided into a number of tabs.
To jump from one tab to another, click the tab name.
Using the Prev and Next buttons, you can browse through all the contacts in the search results.
Across the top of the contact record is a brief overview of the contact's activities, including last login date, and the status of membership, events, and donations.
In the top right corner of the contact record, there is a Financial transactions link. Clicking this link will display all the financial transactions for this contact.
On the Contact details tab, the following information is displayed.
Basic fields that appear on all records for this contact. Common fields include system fields – Member ID, First name, Last name, Organization, Email, and Phone – plus any custom common fields you have added (except those set to administrative access only).
Any custom membership fields you have added (except those set to administrative access only).
Description of the contact's administrative access privileges and the last login date.
System generated notes plus any common or membership fields that have been set to administrative access only.
Modifying contact details
From the Contact details tab of a contact record, you can modify contact information, assign access privileges, set passwords, and enter notes.
Modifying common and membership field values
To modify common field values and membership field values for a contact, click the Edit button to the right of the Common fields section heading.
You can enter new values in the fields then click the Save button to save your changes.
You can also enter a new password for the contact from this screen.
For instructions on adding, deleting, or renaming common and membership fields, see Customizing your member database.
Setting administrative access privileges
To grant, remove, or change administrator access privileges for the contact, click the Edit button to the right of the Login details heading.
From the Edit login options screen, choose the access privileges to be granted to the contact.
You can choose from the following options:
No administrative privileges
Select this option to remove admin access for existing administrators.
Account administrator (Full access)
Grants full access to all administrative functions. Take care when granting this level of access since full admins can delete other admins and even the entire site.
Account administrator (Read-only access)
Allows viewing of nearly everything in the admin backend without being able to make any changes.
Provides administrative access to selected Wild Apricot modules. Use this option if you have dedicated personnel in charge of events, memberships, editing webpages, or managing donations. With this option selected, you can limit access to one of the following roles:
When you are finishing setting administrator privileges, click the Save button.
When a contact is granted administrator privileges, an email is sent to the contact with links to more information about managing Wild Apricot sites.
For more information, see Managing site administrators.
Changing the password
To change a contact's password from their contact record, go to the Contact details tab and click the Edit button to the right of Login details.
On the screen that appears, enter the new password in the two password fields then click Save.
An email with the new password will not be automatically emailed to the contact.
You can also change a contact's password through import. Contacts can change their own passwords from their profiles. For more information, see Setting and changing passwords.
Generating and emailing a new password
Instead of setting the password yourself, you can automatically generate and email a new password to the contact. This comes in handy when you add a contact manually.
To generate a password and email it to a contact, clicking the Email new password button from the contact's Contact details tab.
Modifying system generated notes and internal use fields
To modify system generated notes and custom fields set to administrator-only access, click the Edit button to the right of the Internal use heading.
From the screen that appears, you modify the values in the notes field and the internal use field(s), then click Save.
Archiving contact records
Archived records do not count against your database limit, and are automatically excluded from email blasts, including automatic event notices. Archiving a record is the first step in deleting a record.
To archive a contact record, display the contact record then click the Archive button.
With the record archived, you can now delete it by clicking the Delete button.
For more information, see Deleting and archiving member and contact records.
Merging contact records
You can merge data from two contact records, so that one record with the combined data remains active and the other record is archived.
As part of the merging process, you select the contact record you want to remain active and the other record to be merged and archived.
To merge two records, start by going to the Contacts tab and clicking on one of the two records – it doesn't matter which. With the one record open, click the Merge button towards the top.
From the window that appears, select the other contact to be merged then click Next then choose which contact record you want to keep active.
For more information, see Merging records.
The following options appear in the toolbar at the top of the contact details screen.
- 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 (the first step in deleting a record). See Archived vs. active records.
In addition to the Contact Details tab, there are other tabs that allow you to view or update additional information and settings associated with the contact.
These tabs include:
- Membership – View/edit member details like membership level, member status, renewal date etc. See Viewing and editing membership details.
- Events – View/edit events the contact has registered for, or register for new events. See View event registrations.
- Donations – View/edit/record new donations for this contact. See Donation records.
- Email settings and log – Turn emails on/off, view log of emails sent to the contact. See Contact email settings and log.
- Privacy – Control who can view information about this contact. See Member 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 warning icon ( ) beside their name.
Once you jump to that that page, the information that requires your attention will be indicated with the same icon.
On this page:
- Searching for contacts
- Viewing contact details
- Modifying contact details
- Archiving contact records
- Merging contact records
- Toolbar options
- Contact tabs
- Searching and filtering contact and member records
- Member - edit profile
- Customizing your member database
- Managing site administrators