Types of Organization Contacts
All organization accounts include a Contacts section. Here, you can track organization contacts and link between organization accounts and individual accounts.
There are two types of organization contacts:
1) Individual Accounts: Contacts who have their own Individual accounts in NeonCRM
These are people that have an Individual account in NeonCRM and you want to link them to their employer's Organization account. We recommend that you only create Individual accounts for organization contacts that conduct their own activities with you outside of the work that they do with their company/foundation.
For example, if John Doe works at XYZ Foundation, but he also makes personal donations to your organization, he should have his own individual account in addition to appearing on XYZ Foundation's organization account.
2) Organization Contact Records: Contacts who do not have their own Individual accounts in NeonCRM and exist solely as part of their organization's account
These contacts exist solely as a part of their organization's account and do not have their own Individual account. It is important to remember that:
- An organization contact record is not an individual account. Therefore, they cannot donate, register for events, or purchase store products.
- An organization contact record is not an account. It does not count towards your total number of NeonCRM accounts.
Navigate to the organization's account and select New Contact.
To search for the individual account in NeonCRM, just start typing the contact's first or last name into the appropriate field. If there are any matches, they will display in a dropdown list below the name field. Select the correct name to add the existing individual account as a contact for this organization.
The organization's current address will automatically populate the contact record, provided that the organization account already has an address. This will serve as the Business address for the individual. Conversely, if the contact account already has a business address, the information will automatically populate into the organization account if there is no information there.
Click Submit. If the individual you added does not have a business address on their account, then NeonCRM will prompt you to create one, as shown in the example below. A similar prompt will show up if the business address for the organization conflicts with that of the individual.
You will then be returned to the main Organization account page. The Individual will now be listed as a contact on the Organization account. The primary contact's name will appear as a blue hyperlink to their Individual account page.
Navigate to the organization's account and click New Contact.
Enter the contact's information in the appropriate fields. The organization's current address will automatically populate the contact record.
Click Submit to return to the main Organization account page.
The Individual will now be listed as a contact on the Organization account. Note that Sarah Bailey's name is NOT in blue. This is because we have created her as a contact existing solely within the organization's account.
If later, Sarah becomes more involved with our organization and we want to convert her Organization Contact Records into a full NeonCRM Individual Account, we can do this without losing her connection to Bailey's diner.
Open Sarah Bailey's record by clicking her name. Once her organization contact record opens, click Convert to Individual Account.
This will not affect the organization account, but will turn Sarah's account into a full NeonCRM Individual Account. Her new individual account will include her personal contact information and address as well as the company address. She will maintain her relationship role and connection to the company.
When an Organization has more than one contact, you are given the option to set one contact as a Primary Contact. The contact information for an organization account is tied to the organization primary contact record. When you set the primary contact, the address on that contact record will be set as the organization's address.
The person who is set as the Primary Contact for an organization:
- Will be the only person who receives System Emails, Email Campaign blasts, and mailings on behalf of their organization
- Will display as the User Full Name output for the Organization in Reports
To set a new contact as a Primary Contact, select the Set link. This person will now have Primary to the left of their name and move to the top of the Contacts list.
To remove an individual from the list of organization contacts, click Del in the Action column.
- For contacts that have their own individual accounts, this will simply remove the relationship between the two NeonCRM accounts.
- For organization contacts without NeonCRM accounts, the organization contact record will be deleted.
If you want to remove the relationship between the Organization Account and the person set as the Primary Contact, you have to first set another contact as the Primary Contact.
NeonCRM will prevent you from deleting the relationship for the Primary Contact.
If the contact you wish to remove is a sub-member in the organization's Group Membership, you will see a warning that this contact's membership will be terminated.
If the contact you wish to remove is associated with any of the transactions on the organization's account, you will receive a notice when you try to remove it.
If you click Return, you will return to the organization account without deleting the contact.
If you click Proceed, you will see the following notice:
Clicking "Ok" on this message will remove the contact relationship from the organization's account, transferring any transactions previously associated with that contact to the primary contact.