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Employer Contacts

Employer contacts are client records in VETtrak. It is possible to create a new contact or assign an existing client to an employer as a contact.

Open the Employer Manager by choosing Manage > Employer from the menus, or click the  icon on the toolbar.

The Contact branch facilitates the following operations:

 

Adding a new contact

  • Right-click Contact and choose Add new contact.

This will open the Employer Contact Wizard:

NOTE: When a new contact is added their Employer will automatically be set.

  • Enter the contact's Surname for the contact.
  • Enter the Given name of the contact.
  • As this is an employer contact, entering their Title might be useful for communications.
  • Enter the contact's phone, mobile and email address, as available.
  • Tick the Primary contact checkbox if this person will be the main contact at their organisation.
  • Click the Next button.

  • If available, enter the contact's personal address (not the employer's address) and emergency contact details.
  • Click Next and then Finish.

 

Making an existing client an employer contact

  • Right-click Contact and choose Attach client to employer.

This will open the Attach Client to Employer Wizette:

  • Use the search feature to find the client.
  • Tick Primary contact person if the client is to be the main contact for the employer.
  • Click Finish.

The client will be added into the Contact branch of the employer.

NOTE: When an existing client is added as a contact, they will be set as an employee of that employer only if they do not already have an employer set in their client record. If their employer is already set this will not be changed.

 

Editing an existing contact

  • Expand Contacts.
  • Right-click the contact and choose Edit contact.

This will open the Contact Wizard, where you can make changes.

 

Setting the primary contact

If a primary contact has not been set, or has changed, it will be necessary to set the primary contact. As there can only be a single primary contact at a time, setting this for another contact will remove it from whichever contact was set previously.

  • Expand Contacts.
  • Right-click the contact and choose Set contact as primary.

 

Sending messages to contacts

It is possible to send email or sms messages to contacts. They can be sent to a single contact or all contacts of the employer.

To send a message to all contacts:

  • Right-click Contacts and choose either Email all contacts or SMS all contacts.

To send a message to a single contact:

  • Expand Contacts.
  • Right-click the contact and choose either Email contact or SMS contact.

 

RELATED: Communications (section)

 

Deleting a contact

  • Expand Contacts.
  • Right-click the contact and choose Remove contact.
  • Click Yes when asked to confirm the delete.

NOTE: This will not delete the client record, only remove the client as a contact for the employer.

 

Viewing the contact report

This report details each of the contacts for the employer.

  • Right-click Contacts and choose Show contact report.

The report will be displayed in a new tab/window.

 

Viewing the sent mail report

This report details each of the email messages sent to the selected contact.

  • Expand Contacts.
  • Right-click the contact and choose Show sent mail report.

The report will be displayed in a new tab/window.

 

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