How to Manually Add a Contact

Contacts can be added manually into this Email Marketing Module to send campaigns. This method should only be used for contacts that do not belong in the accounting system. They do not have a Member account at the club but they wish to receive emails. Once a contact is added, they must be part of a list or segment to receive any emails sent from this email marketing module. When a contact is added manually, they could be added to a new or existing list at the same time. 

Reminder, members should be added and updated automatically from the club's accounting system. 

Reasons to add a contact manually include:

• Using an email address for testing purposes.
• Sending emails to guests or prospects.
• Other contacts that are not members at the club.

The instructions below are to add contacts individually. To add many contacts from a report or file, follow instructions on How to Import Contacts. 

How to Add New Contact Manually 

When a new contact is being added manually to the email marketing module they can be added to a new or existing list at the same time. 

1. Log in to website and access Email Marketing Module.
2. Select Contacts > Manage Contacts from the left navigation. 
3. From the Action Bar at the top, click Add New. 

4. Contact General Information

   In the Add New Contact screen, the only field required is the email address, everything else is optional to add a new contact into email marketing manually. 

   • Email Address - *Required field - type in email address for contact.
   • First Name - Enter contact first name, could be used in mail merges.
   • Last Name - Enter contact last name, could be used in mail merges.
   • Mobile Phone - Usually left blank.
   • Test Contact 
     • Unchecked - This contact will not be displayed in Preview & Test section.
     • Checked - This contact will display in Preview & Test section to test merge fields prior to a campaign is sent to all targeted recipients. Usually enabled for staff or contacts that would be helping with creating and testing the emails.
   • Email Status - Subscribed should be defaulted. 
   • Email Format - Both should be defaulted.
     • Both = Contact can receive HTML and Plain text emails, if they have both they will see the HTML format.
     • HTML = Contact can only receive the HTML format of emails.
     • Plain Text = Contact only wants to receive the Plain text version of the emails.
   • Phone - Usually left blank.
   • Fax - Usually left blank. 

5. Custom Fields Tab

   Custom Fields Tab will list all the fields that were brought over from the accounting system or added for use within Campaigner Email Marketing only.

   • When a contact is added manually, all the fields will be empty and it is optional to data entry any additional information in these fields.
   • A suggestion would be to add Title (Mr. / Mrs.) or any field information that could be used to create segments or included as mail merges within the email campaign.
     ^Note: Contacts and their field information updated from the email marketing module never communicates back into the accounting system.
     In the future, this section is helpful to review information the contact currently has and could verify why they were included or excluded in a dynamic segment. 

6. Mailing Lists Tab 

   The mailing lists could be used to ensure only specific contacts receive certain email campaigns. It is optional to add the contact to a mailing list at this time, they could always be added or removed to a mailing list at anytime in the future. There are 2 options. 

   • Option 1 - Add contact to an existing mailing list.
     • Select the checkbox(es) to add contact to the mailing list(s)
   • Option 2 - Add contact to a list that has yet to be created, a new list can be created directly from this Mailing Lists Tab.
     1. Click in the New mailing list name field and type in new list name.
     2. Click Add New Mailing List, name of the new list will be added to the Mailing Lists tab.
     3. Select the checkbox beside the new mailing list created.   
        ^Note: When a new list is created using this option, by default it makes the list Visible in Forms. If this list should not be visible by members, please go to Lists and Segments > Mailing Lists from the left navigation, under the Show in Forms column and deselect the option for the new mailing list.

7. Static Segments tab 

   The static segment section is usually empty because it requires an administrator to manually maintain the number of contacts. Instead, most clubs choose to use dynamic segments for contacts to update automatically. 
   
   If the new contact should be part of a static segment, select the checkbox beside the static segment name.
   

8. Buttons at the Top or Bottom Right

   If the buttons are not visible at the top or bottom right of the screen, use the vertical or horizontal scroll bars within the browser to find the buttons.
   • Cancel - This contact information will not be saved.
   • Save and Add Another - Immediately after new contact information is saved, administrators can start entering another contact info, instead of going back out to the Manage Contacts screen to select Add New.
   • Save and Close - New contact information is saved and redirects to Contacts > Manage Contacts. To view or edit information for contacts, see details in Manage Contacts Table.