You are here: netFORUM Pro Modules > CRM > Individuals > Adding an Individual Record

Adding an Individual Record

Whenever you need to track information for an individual, you can do so by entering the individual's personal information in CRM. This creates an Individual Profile.

Adding an Individual Profile

  1. In the Modules drop-down menu, select CRM.  The CRM/ Overview page will load.
  2. Expand the Individuals group item and click Add Individuals.

  1. The Individual Information form will appear. Enter the individual's information and click Save.

When entering new profile information, the system checks for duplicate entries based on enhanced criteria, including last name and whether any other profile contains part of the first name.

If the system detects that the new record is a duplicate, a pop-up appears asking if you want to continue creating the new record. Click OK to add the new record, or click Cancel to return to the Add Individual form to modify the individual's information.

 

Entering an Individual's Personal Information

  1. On the Individual Information form, in the Personal Information section, select a Prefix from the drop-down menu.
  2. Enter the individual's First Name and Last Name (required). Enter a Middle Name.
  3. Enter a Name Type descriptive of the name you have entered. Unlimited names and name types can be entered via the Contact Info child form tab in the Names child form.
  4. Select a Suffix from the drop-down menu, if applicable.
  5. If the individual does not want to appear in the social community, click the Exclude from Social check box.

  6. If the person uses a Title, complete the Title field.
  7. Enter a Nickname if applicable.
  8. The Designation field is used for certifications. For example, if the individual were certified as a "Project Management Professional (PMP)", that information would appear in this field.
  9. Select a Record Source (to track information) from the drop-down menu. Once a record source has been selected and the form saved, this field becomes read-only.
    The Donor Source selected in this drop-down field appears on the main profile page. When running queries, "donor source" can also be specified as a criterion.
  10. If the individual does not want their name and address available online, click the Do Not Publish Info Online check box.

Entering an Individual's Affiliation Information

  1. In the Affiliation Information—Search Database section, use the lookup button to enter an organization name in thePrimary Org field. (If the organization has a membership that allows benefits flow down, this individual will receive benefits.)

  1. To link the individual to another individual, use the lookup button to enter an individual name in the Linked Individual field. (If the linked individual has a membership that allows benefits flow down, the individual will receive benefits.)
 

Entering an Individual's Address and Contact Information

  1. In the Address & Contact Information section, enter Business and Home Address information.

  1. Select either the Business Information or the Home Information as the primary address by clicking the Primary Address check box. The address set as primary will be the default address used in shipping and billing in the Shopping interface.
    netFORUM Pro Fundraising users have the option to add an unlimited number of addresses to an Individual's Profile.
  2. The Show in Directory check box indicates which address is used to display in the Individual and Organization Member Directories on eWeb. The default Show in Directory check box is set to display the Primary address. Only one address can be displayed in the directory at a time.

Tip: The Do Not Publish Info Online check box must not be checked for individual profile information to appear in the eWeb directory.

  1. If an address is out of date, click the Bad Address check box to indicate that it is no longer valid. This flag serves as a visual aid in identifying incorrect addresses, and does not remove individuals or organizations from mailing lists or change any other functionality. If the address marked as Primary is also marked as a Bad Address, the primary address still appears on profiles, but with the warning "Marked as Bad Address!". For the Bad Address status to appear in query results, the "Bad Address" check box must be checked when selecting query data elements.
  1. Click the Link Address check box to link the individual's business address to their primary organization . Selecting the Link Address check box causes the Business Address to link to the primary address of the Primary Org selected for the individual. If the primary organization's profile is updated, the linked address on the individual's profile is updated as well.

Note: For military addresses, leave the Country field blank.

  1. Both iWeb and eWeb the State/Territory drop-down field will now populate with the appropriate state and/or province based upon the country selected in the Country field drop-down. For example, if Canada is selected in the Country drop-down the State/Territory drop-down will contain Canadian provinces. If the Country field is set to a country where states and/or provinces are not applicable the State/Territory field will be condensed and no options/data will be available.
 

Entering an Individual's Phone and Fax Number

  1. Enter Home, Work, Cell Phone and Fax numbers (and Extension, if applicable).
    Click the Link Phone or Link Fax check boxes to link to the primary organization's phone or fax number. Selecting the Link Phone or Link Fax check boxes causes the Business Phone or Fax to link to the primary phone or fax of the Primary Org selected for the individual. If the primary organization's profile is updated, the linked phone or fax on the individual's profile is updated as well.

  1. Set primary phone and fax numbers by clicking the Primary check box. Only one phone and fax number can be set as primary at a time.

Entering an Individual's E-Mail and Web Login Information

  1. In the E-mail and Web Login Information section, enter a Business and Home E-mail Address. Indicate the primary e-mail by clicking the Primary check box. The primary e-mail is what is used to log-in to eWeb.

  1. Enter a Web Site Password for the individual's eWeb login. Click the Force User to Change Password check box if you want to force the user to create a new Password when they log in to eWeb.

Adding Individual Demographics to a Record

If custom demographics fields have been created and enabled, these will appear at the bottom of the Add Individual Profile form, along with baseline demographics. Custom fields will be different depending on the demographics settings that you choose.

For more information on accessing demographics, see Navigating to the Individual Demographics Setup Window. To enable demographics for Individuals, view Enabling Baseline Demographic Data Fields for Individuals.

Once all of the individual's information has been entered, click Save. The newly created individual profile will appear.

Tip:  Once an individual has been added to CRM, click the Go Shopping hyperlink in the Actions Menu drop-down to purchase a new membership for that person if required. netFORUM will then automatically update their membership dates (join, effective, and expiration) based upon the Member Types you have set up and apply to this person.

Marking an Individual as Deceased

Indicate whether an individual is deceased using the Deceased check box in the demographics section of the Add Individual Information form.

If an individual is marked as deceased, a message indicating the "deceased" status appears in red on the main Individual Profile page. Individuals marked as deceased are excluded from mailings, but users have the ability to query and run reports on deceased individuals.

For additional information on enabling the deceased check box in the Add Individual Profile form, see the help topic Adding a Deceased Flag to an Individual Record.