• Contact Logs creates teamwork among staff so they can view each other's work with client accounts or other tasks. Managers can have higher levels of permissions to view, edit, and assign follow up for their staff.
• Contact Logs allow you to view your business's history with a customer, any special circumstances or current situations, recent questions on services, complaints, or other account sensitive issues.
• Contact Logs minimize miscommunication with customers and wasted effort, and promote better service and happier customers. Documenting calls and activities with customers ensures that your staff is always up to date with customer accounts simply by viewing their Contact Logs. They also help to remove blame and limit finger pointing if a client has complaints about a recent situation with your staff.
• Contact Logs help track prospects in their decision making process to go with your services.
• Contact Logs allow you to record your customer's needs and preferences so you know how to match them with the right services, instructors, staff, or products.

1. Follow this menu path: Toolbox => Setup => Options => General Setup & Options
2. Under System Settings, check Enable Sales Team Management.
3. Click Update to save changes.
4. Log out and log in to see changes. Look up any clients. You will notice there is a new button under the Client Info Tab called Contact Logs.

1. Select the Client Home Tab.
2. Look up a client and click on Contact Logs next to Profile along the top bar of your Client Info Menu.
3. The top of the Contact Log Screen shows a client account snapshot including: link to email address, the number of Contact Logs, the number of logs requiring following, first visit date, last visit date, visit history, current series, and purchase history. It also includes filters to sort the Contact Logs by date, type, contact (helpful for company accounts where communication may occur with several individuals), system and client alert generated, and follow-ups due.
4. A blank new contact log is open by default.
5. The date and time are automatically generated for you.
6. Type in the contact name of the person you spoke with.
7. Created by is automatically filled in depending on the person logged in to the system.
8. Did the conversation occur over email, in person, phone or is it just an account note? Choose the appropriate contact method.
9. Select the Contact Log Type. See section below for customizing Contact Log Types.
10. Type in notes.
11. Click Add Contact Log.

After adding a Contact Log, you can choose a follow up date and assign the task to a staff member.

1. Insert a follow-up date in the Follow-up by this date field.
2. Click Update Log.
3. Choose a staff member to assign the follow up to from the Assigned To drop down list.
   
   Don't see any staff members to assign?
   
   
   
   Follow this menu path: Toolbox => Setup => Staff =>  Staff Management.
   
      1. Look up the staff member you wish to assign Contact Logs to.
   
          On the far right, check the "Can be Assigned Follow-ups" checkbox.
   
      2. Click Update.
   
      3. Return to the Contact Log and follow steps 1-4.
   
   
4. Click Update Log.

Your Contact Logs can become a sales forecasting tool. Once Contact Log Forecasting is enabled, you'll notice a new box titled "Forecast Amount" inside each Contact Log.

 

If you interact with a client that could potentially earn your business, let's say $100, then you could create a new Contact Log and type "100" into the new Forecast Amount box for a Contact Log. Next, assign the relevant service revenue category to the Contact Log.

 

After forecasting amounts have been saved in a Contact Log, you can view the amounts per revenue category on the Contact Log Report.

 

To enable this feature:

1. Go to Toolbox => Setup => Options => General Setup & Options
2. Enable this new feature: Contact Log Forecasting
3. Click the Update Button

 

To see these amounts on the Contact Logs report:

1. Go to Reports => Clients & Accounts => Contact Logs
2. Check the box for "Use Detailed Features"
3. Check the box for "Show Forecasting"
4. Click the Generate Button

1. Look up a client: Client => Lookup Client
2. Click on the client's Contact Log Tab
3. Create a (or go to an existing) contact log
4. Observe the new buttons beneath the log:
   • Add New Comment (adds a new comment below the log)
   • Collapse All (minimize the comments under the log entry)
   • Show All (shows all comments beneath a log)

1. To remove a Contact Log, locate the log you wish to delete.
2. Check the Remove Log Checkbox.
3. Click Update Log.

1. Select the Clients Menu.
2. Select Contact Log Types.
3. Type in the name of a Contact Log Type such as Sales, Complaint, Special Request, Info Request, etc.
4. Click Add New Contact Log Type.
5. If a Contact Log Type is not needed, uncheck the Active Box and click Update at the bottom of the screen.
6. To edit the Contact Log Type, simply retype in the text field and click Update at the bottom of the screen. Completely changing Contact Log type descriptions will affect historical data using the old description. Please ensure historical data is not needed prior to reusing Contact Log type fields.

1. Look up a client and click on Contact Logs next to Profile along the top bar of your Client Info Menu.
2. Click Add New Contact Log to add a new entry.
3. Check the box for the Contact Log Type you wish to assign to the log.

1. Follow this menu path: Toolbox => Setup => Options => General Setup & Options
2. Enable the new "Require Contact Log Types" Feature
3. Click the Update Button

If you use a variety of Contact Log Types, then you can use Contact Log Subtypes to manage clutter and create organization on your screen. When you select a Contact Log Type, its related subtypes will appear directly underneath. What's better, you can even filter results on your Contact Log Report by Contact Log Subtype.

 

To enable this feature:

1. Follow this menu path: Toolbox => Setup => Options => General Setup & Options
2. Under System Settings, notice the newest option ‘Enable Contact Log Subtypes'
3. Click the Update Button

How to create a Contact Log Subtype:

1. Follow this menu path: Clients => Contact Log Subtypes
2. Select a Contact Log Type from the dropdown menu
3. Name your new Contact Log Subtype and click ‘Add New Subtype'

How to assign a subtype to a Contact Log:

1. Lookup a client (Clients => Lookup Client)
2. Click on the 'Add New Contact Log' Button on their Contact Logs Screen
3. Check one of the log types that you have created subtypes for in the steps above
4. Observe the new subtypes that appear beneath that index

How to run reports on Contact Log Subtype:

1. Follow this menu path: Reports => Clients & Accounts => Contact Logs
2. Check the 'Use Detailed Filters' Box
3. Select a log type that you have created subtypes for in the steps above from the dropdown filter
4. Select the log subtype that you wish to use in filtering the report from the dropdown filter
5. Click on the 'Generate' Button