Support: 1-469-617-5446
Reset Search
 

 

Article

New/Edit Contact

« Go Back

Information

 
Content

Location: App – Booking – All Contacts –New Lead

App – Booking – All Contacts – (Select existing contact)
(Under the search field) New – Lead

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 function is available in the Standard, Pro, and Enterprise versions of Kigo.

About the New/Edit Contact Page

Use this page to create a new contact, or to modify or view information about an existing contact. Contacts can include:

  • Leads
  • Current guests
  • Previous guests
  • Employees (These are specialized contacts and must be created at the User Management page.)
  • Owners (These are specialized contacts and must be created at the Owners page.)
  • Vendor contacts (These are specialized contacts associated with a vendor and must be created at the Vendors page.)

This page is divided into two tabs: General and Advanced. On the right side of the page is the Digital Footprint section, which provides quick access to any future or historical bookings, e-mail messages, and events associated with the contact. This only displays after a contact is saved.

NewLead

Some common actions that can be performed here include:

  • Adding a new lead or contact
  • Modifying an existing contact
  • Taking a call from a contact
  • Sending an e-mail message to an existing contact

Field Definitions

Digital Footprint

This section is displayed on the left side of the New/Edit Contact page, and provides quick access to previous information associated with this contact.

  • Last Booking: This shows the last time that reservation booking information was modified for this contact. If no booking information was located for this contact, then N/A displays instead. To view all booking information for this contact, click the Show All button.
  • Last E-mail: This shows the last time that an e-mail message was sent to this contact. If no previously sent e-mail messages were located for this contact, then N/A displays instead. To view all e-mail messages sent to this contact, click the Show All button.
  • Last Event: This shows the last event associated with this contact. An event is an action that was recorded in Kigo, such as taking a phone call, or recording a follow-up. If no previous events were recorded for this contact, then N/A displays instead. To view all events recorded for this contact, click the Show All button.

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.

Taking a Call from a Contact

Recording call information for a lead is an important part of the sales process. To take a call from the New/Edit Contact page, follow the procedure below.

  1. Click the Take Call button. The Take a Call page opens.
  2. Enter any information that you receive during the call here.
  3. When finished, click Save or Save & Close to save your changes and return to the previous page. To discard your changes, click Cancel.

Sending an E-mail Message to a Contact

  1. Click the E-mail button. The Send E-mail page opens.
  2. Choose the Type, Load Template, and Currency for the message.
  3. Make any necessary customizations to the Subject and body of the message.
  4. When finished, click Send to send the message, or click Close to close the page without sending the message. You are returned to the previous page.

Additional Information/Related Topics

All Contacts

User

Owner

Attachment 

Feedback

 

Was this article helpful?


   

Feedback

Please tell us how we can make this article more useful.

Characters Remaining: 255