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All Contacts

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Universal Search Term: To quickly locate this page, search for All Contacts.

Location: App – Bookings – All Contacts

Required Setup: In order to view this page, you must be assigned one of the following roles: Booking Agent, Booking Manager, Bookkeeper, Front Desk, General Manager, or a custom role that includes the permissions for any of these roles.

Scope: This feature is available for Kigo Plan 2 and above.

About the All Contacts Page

The All Contacts page allows you to access contact information such as e-mail addresses, street addresses and phone numbers for any person that has been added to Kigo. You can use the All Contacts page as an address book for your property. The contacts listed here can include:

  • Leads
  • Current guests
  • Previous guests
  • Employees
  • Owners
  • Vendor contacts

All_Contacts

The top section of this page includes a variety of search filters that you can use to help find a specific contact. The lower section of the page lists the contacts. Contact records that have been most recently added or modified are listed first. Up to 12 contact records are displayed at a time. If there are more than 12 results, you can use the links at the bottom of the page to view more results.

Some common actions that can be performed here include:

  • Adding a new lead or contact
  • Modifying an existing contact
  • Changing the status of a contact
  • Deleting a contact

Field Definitions

Search Filters

Use the search filters at the top of the All Contacts page to quickly locate existing contact records that you want to work with. You can use any or all of the following options to locate a specific contact. Not all filters are displayed by default. To view all filters, click the More Options link.

  • Name (first/last): Enter part or all of the existing contact's first or last name here.
  • Assigned To: If you want to display leads that are assigned to a specific employee, select the employee from this drop-down list.
  • Lead Source: If you want to only display leads from a specific source, choose the source from this drop-down list.
  • Check-In From: If you want to filter the leads based on their check-in date range, select the first available date here.
  • Lead Bucket: If you want to display leads based on their current standing in the sales cycle, choose the appropriate option from this drop-down list.
  • Check-In To: If you want to filter the leads based on a check-in date range, enter the last date of the range here.
  • Sort Option: If you want to sort the contacts by a specific criterion, choose the criterion here. Options include:
    • Lead Score
    • Last Name
    • Lead Source
    • Open Requests
    • Last Incoming
    • Last Outgoing
    • Last Sale
    • Agent Last Name
    • Next Arrival
    • Length of Stay
  • Sort Order: You can also choose the sort order that the contacts are displayed. This works in conjunction with the other filter options. Options include:
    • Ascending
    • Descending
  • E-mail: If you want to locate a contact by e-mail address, enter all or part of the contact's e-mail address here.
  • Phone Number: If you want to locate a contact by phone number, enter all or part of the contact's phone number here.
  • Lead Tags: If you want to locate a contact based on a specific lead tag, select the tag from this drop-down list.
  • Person Status: If you want to filter contacts based on status, you can choose to only display active or inactive contacts using this drop-down list.
  • Location: If you want to display leads or contacts based on location, you can enter location information here. You can search by street name, city, state, county, country, region, or any other location information.
  • Property Headline: If you want to display contacts or leads associated with a specific property, select the property headline from this drop-down list.
  • Property Category: If you want to display leads and contacts associated with a specific type of property, select the category from this drop-down list.

Contact List

This list displays user records, based on the search criteria entered above. Contacts that have been most recently added or modified are listed first.

  • Name: This is the contact's last name and first name, separated by a comma. In addition, a status icon indicates the current status of the contact. A green status icon signifies that the contact is active, while a red status icon signifies that the contact is inactive. You can sort the contact list by name by clicking the Name column header.
  • Contact Info: This column displays any available contact information for a contact, including the e-mail address, work phone number, and home phone number.
  • Lead Status: This displays the lead funnel and lead source associated with the contact. If this information has not been defined for the contact, this column displays "N/A" instead. You can sort the contact list by lead status by clicking the Lead Status column header.
  • Tags: This displays any tags associated with the contact. All selected tags are listed, separated by commas.
  • Created On: This is the date that the contact record was originally created. You can sort the contact list by creation date by clicking the Created On column header.

New/Edit Contact General Tab

These fields are displayed when creating a new contact or modifying an existing contact.

  • First Name: This is the contact's first name.
  • Last Name: This is the contact's last name.
  • Lead Source: This is how the contact heard about your company. When entering a new lead, this information is valuable for marketing purposes.
  • Lead Funnel: When working with a lead, select the current status of the lead here. This is used to assist in working with the lead.
  • E-mail: This is the contact's e-mail address.
  • Home: This is the contact's home phone number.
  • Mobile: This is the contact's cellular phone number.
  • Work: This is the contact's work phone number.
  • Fax: This is the contact's fax number.
  • Address: This is the contact's address. Click the Pin Point link to view a map of the contact's location. Click the More link to view additional address information. Much of the additional information here is automatically generated based on the address that was entered. These additional fields include:
    • Address1: This is the first line of the street address.
    • Address2: This is the second line of the street address, if needed.
    • Neighborhood: This is the neighborhood name for the street address (if applicable).
    • City: This is the city for the address.
    • County: This is the county name for the address (if applicable).
    • Metro: This is the name of the metro area associated with the address (if applicable).
    • State: This is the name of the state or province associated with the address (if applicable).
    • Postal Code: This is the postal code associated with the address.
    • Region: This is the region associated with the address (if applicable).
    • Country: This is the country associated with the address.
    • Longitude: This is the vertical geographic coordinate associated with the address.
    • Latitude: This is the horizontal geographic coordinate associated with the address.
  • Notes: This is an internal notes function, where you can add any additional helpful information about the lead or contact. For example, for a frequent guest, you could include additional preference information to help personalize their stay.
  • Tags: Selected tags provide additional ways to categorize the contact. Tags are customizable and may vary between properties.
  • Assigned To: If the contact is a lead, this is the property employee assigned to the lead. If the contact is not a lead, this field may be blank.

New/Edit Contact Advanced Tab

These fields are displayed when creating a new contact or modifying an existing contact.

  • Initial: If the contact prefers to use a first initial with their name, it can be entered here.
  • Greeting: If the contact prefers to be addressed using a nickname, it is listed here.
  • Prefix: If the contact uses a prefix to his or her name, such as Mr., Mrs., or Dr., it is listed here.
  • Suffix: If the contact uses a suffix after his or her name, such as Jr., DDS, M.D., or Ph.D., it is listed here.
  • Company: If the contact is associated with a specific company, it is listed here.
  • Title: This is the contact's job title.
  • Web Site: This is the contact's business or personal web site address.
  • Status: This is the status of the contact. This can be set to Active or Inactive.
  • Marketing Profile: Selected options provide additional marketing information. This section is customizable, and may vary between properties.

Adding a New Lead or Contact

  1. Click New Lead. The New Contact page opens.
  2. In the Contact Information section, complete the following:
    • First Name: Enter the contact's first name here.
    • Last Name: Enter the contact's last name here.
    • Lead Source: If you are adding a lead, select how the contact heard about your company here. This information is valuable for marketing purposes.
    • Lead Funnel: If you are adding a lead, qualify the lead's status here. This information is used to help work the lead.
    • E-mail: Enter the contact's e-mail address here.
    • Home: Enter the contact's home phone number here.
    • Mobile: Enter the contact's cellular phone number here.
    • Work: Enter the contact's work phone number here.
    • Fax: Enter the contact's fax number here.
    • Address: Enter the contact's address here. Enter the complete address in this field, including street address, city, state, and ZIP Code. Click the More link to view or add more information about this address.
  3. In the Notes section, you can enter any helpful internal notes about the contact. For example, you can add additional information about a frequent guest, such as likes and dislikes in order to help personalize their stay.
  4. In the Tags section, optionally select any tags that apply to this contact.
  5. In the Assigned To section, optionally choose the employee assigned to this lead.
  6. Click the Advanced tab.
  7. In the Contact Info section, complete the following:
    • Initial: If the contact uses a first initial, enter it here.
    • Greeting: If the contact prefers to be addressed by a nickname or shortened name, enter it here. This is used in correspondence. This defaults to the contact's first name, but you can modify it.
    • Prefix: If the contact uses a prefix, such as Mr., Mrs., or Dr., enter it here.
    • Suffix: If the contact uses a suffix, such as Jr., DDS, M.D., or Ph.D., enter it here.
    • Company: If the contact is associated with a specific company, enter the company name here.
    • Title: Enter the contact's job title, if applicable.
    • Web Site: Enter the contact's personal or business web site address here.
    • Status: Choose the status of the contact. By default, all new contacts are created with an active status, but you can change this if desired.
  8. In the Marketing Profile section, select any options that apply to this contract.
  9. To save your changes, click Save or Save & Close. To discard your changes and return to the previous page, click Cancel.

Modifying an Existing Contact

  1. Locate the contact that you want to work with. If needed, use the search filters to locate the contact record.
  2. Click anywhere in the row that contains the contact that you want to work with. The Edit Contact page opens.
  3. Make any necessary changes on the General and Advanced tabs. For example, if you want to update the contact's work phone number, you would enter the phone number into the Work field.
  4. To save your changes, click Save or Save & Close. To discard your changes and return to the previous page, click Cancel.

Changing the Status of a Contact

  1. Locate the contact that you want to work with. If needed, use the search filters to locate the contact record.
  2. Select the associated check box on the left side of the row. If you want to change the status of several contact records, select the check box for each contact.

    All_Contacts_status_detail

  3. Click Set Status, and then choose the status that you wish to apply. There are two options:
    • Set Selected Records to Inactive: If you choose this option, then the selected records are marked as inactive. The status icon in the Name column changes from green to red.
    • Set Selected Records to Active: If you choose this option, then the selected records are marked as active. The status icon in the Name column changes from red to green.

Deleting a Contact

In most instances, we do not recommend deleting contacts, since the contact record may have related transactional or historical information. For these, we recommend that you instead change the status of the contact to inactive.

If you want to delete a contact record that does not have any historical or transactional history, you can delete the contact using the procedure below.

  1. Locate the contact record that you want to delete. If needed, use the search filters to locate the contact records.
  2. Select the associated check box on the left side of the row.

    All_Contacts_delete_detail

  3. Click More Actions, and then choose Delete. A confirmation message displays.
  4. Click OK to delete the contact record, or click Cancel to retain the contact record.

Additional Information/Related Topics

Owner

User

New/Edit Contact

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