A Contact is an individual person who can have multiple roles in the system. This individual can be:
- Associated with Companies as one or more contact type
- Associated with Sessions as a speaker
- Associated with Proposals as a Submitter or Presenter
- Associated with Proposal Tracks to act as a Grader on the Event Site for Call For Proposals
- An Attendee, either imported into the system for or added from the Event Site when they save their favorite exhibitors and/or sessions.
- Search for Existing Contacts
- Add a New Contact
- Edit a Contact Record
Search for Existing Contacts
To edit an existing contact, either click the Search button and get a list of all the contacts in the system, or enter some search information to narrow the results.
Last Name – Enter all or part of the contacts last name
Search For – Choose Email, Company, ContactID, City, State, or Country from the drop down, and enter a keyword in the text box to search that field for the keyword
Sort By – Sort the search results by Last Name, Company, City, State, or Country.
Starting with Keyword – search for only results that start with the keyword by leaving the box checked, or uncheck and search for results that contain the keyword.
Add a New Contact
If the contact does not exist in the system already, a new contact record can be created.
Contact First Name – Enter the first name of the contact to be created.
Contact Last Name – Enter the last name of the contact to be created.
Contact E-Mail – Enter the email address of the contact to be created.
Note: Each unique combination of first, last, and email is considered a different contact; as such John Smith (firstname.lastname@example.org), John Smith (email@example.com), John Smith (firstname.lastname@example.org) and Johnny Smith (email@example.com) could each be their own record in the system.
Edit a Contact Record
Update a contact’s personal information: Name, Address, Phone Numbers, Biography, and Photo.
These fields are only applicable for contacts who are associated with a session (or sessions) as a Speaker.
Profile/Bio – the biography or profile of the speaker that will show in their public speaker profile, speakers can also update this on the event site if the show organizer allows.
Photo URL - Use the upload box to add a speaker image, speakers can also update this information on the event site if the show organizer allows. If an image is already uploaded the user can preview or remove it.
Publish my contact info - check box should be checked only if the contacts information should be able to be viewed on the event site.
Associate the contact with a company.
If this contact will be grading proposals on the event site, set up the tracks that they will grade here. See article.
If this contact is a speaker any sessions that they are associated with will appear here. See article.
For Connect and Hosted Buyer Events, this tab is used to opt in or 'turn on' these features for a Contact/Attendee.
Select an event from the drop down to edit the Matchmaking information and settings for this contact/attendee. Only events that have matchmaking and/or hosted buyer configured will appear in the dropdown.
Status - Choose the status of this contact/attendee. The options are:
- Registered- This is the option to select for a contact/attendee to show in the matchmaking options.
- No Show
Matchmaking Participant - When this box is checked a Registered contact/attendee is participating in the matchmaking. The Contact/Attendee can opt out in their My Profile page on the public event site, which will uncheck this box. Additionally, you can uncheck this if a Registered Contact/Attendee requests to be removed from the matchmaking tools.
Unsubscribe from appointment mailers - When this box is checked the contact/attendee has opted out of any automated appointment emails. The contact/attendee would then have to visit their Attendee Console regularly to see their appointment requests. The attendee/contact can opt out in their My Profile page, which will check this box. Additionally, you can check this box to
Maximum Appointments - Enter the maximum number of appointments that this contact/attendee can make, if it is different from the default set in the Matchmaking Configuration.
Maximum Email - Enter the maximum number of emails/messages that this contact/attendee can send, if it is different from the default setting the Matchmaking Configuration.
Accepting Appointments - When this box is checked the Exhibitors/Suppliers can send the Contact/Attendee appointment requests. The Contact/Attendee can opt out in their My Profile page on the public event site, which will uncheck this box. Additionally, you can uncheck this if a Registered Contact/Attendee requests to opt out of appointment requests. .
Unsubscribe from mailing agent -
Hosted Buyer Participant - When this box is checked the contact/attendee will be enrolled in the Hosted Buyer Program (if the event has this functionality enabled). Note - the Matchmaking Participant check box needs to also be checked.
Update - After making changed to this form, click Update to save.
Reset - To revert your changes click Reset instead of Update.
For Events using the Connect features this tab can be used to update a contacts demographics. The demographics information corresponds to Custom Attendee Fields.
If there are duplicate records for this contact, use this tab to merge them together. Article on how to merge: https://a2zevents.zendesk.com/hc/en-us/articles/205885949-How-to-Merge-Contact-Records