Adding Household Contacts
Note about Household Contact Records
Converting a Household Contact Record to an Individual Account
Reporting on Households
Mailing to Households
Households are a way of keeping track of the relationships amongst families and those who live together. In NeonCRM, household tracking allows you to:
- See the total involvement of a household with your organization in one place
- Simplify print mailings by sending only one letter per household
Please keep in mind:
- A household is NOT a person. Therefore, it cannot donate, register for events, or purchase store products.
- A household is NOT an account. It does not count towards your total number of NeonCRM accounts.
- A household's email address is tied to the same person as the physical address: the household primary contact (for tax purposes, each individual needs a separate receipt for donations, so households should not be used for this anyway).
- You can have household memberships that apply to every account linked to a household. This is called an Household Group Membership.
- An individual can belong to more than one household. However, an individual cannot be the primary contact (address holder) of more than one household. Primary contacts can be added as a secondary contact in other households.
- If an individual belongs to more than one household, their transactions will be applied to all households. Keep this in mind when running reports with totals.
There are several ways to create households in Neon:
- Clicking the "New Household" button from a Neon account page.
- Importing "Household Name" or "Household Salutation".
- Adding a Household Group Membership.
- Creating an event and choosing the option to track the relationship between the registrant and attendees.
Once a household is created in one of these ways, you can then add family members to that household. This guide walks you through this process of creating households and adding contacts to them.
A household is created from an Individual's account. Once you create a household, you can add additional members to the household. To create a household, go to an Individual's account and select New Household in the Household Contacts section.
Select the Household Address. The Household Address defaults as deselected. An address must be selected if you wish to capture address information when running a Household Report.
Once a household has been created, the Household Contacts section of the individual's account page will change:
Because the household was created on Brandy Grey's Individual account, she has automatically been added as the first member of this household and is thus the household primary contact (address holder).
Now that you have created the household, you can add additional household contacts such as spouses and children. To do this, select New Household Contact.
On the next screen, you are presented with two options for your new household contact: Find an existing account in NEON and Create a new contact.
Find an existing account in NEON allows you to search for an existing record within NeonCRM to connect to the household. Use the magnifying glass icon to search.
Select the name in gray to add it as a Household Contact, then identify the contact's Role and start date/end date, if applicable. Select Submit.
Brad Grey's own Individual account will now be linked as part of the Grey Family household. This link is now visible both on Brandy Grey's account and Brad Grey's account.
Alternatively, the Create a new contact option allows you to add a new account to the system. The Create Account drop-down determines whether you create a new NeonCRM account for this person (if you select Yes) or create an Additional Contact record for them (if you select No).
Additional Household Contact Records:
Household contact records exists solely within a NeonCRM account and do not count toward your account total.
You can only track basic contact information for additional contacts and they cannot register for events, make store purchases, etc.
Typically, Additional Contact is used for spouses who do not have their own interactions with your organization or minor children who do not need to have their own "full" account.
These additional household contact records exist within the household only, so you cannot search on household contact records in Neon reports.
You can view household contact records in the Additional Contact Report I and Additional Contact Report II.
- If you search for an additional household contact record in the account search field, that should pull up the primary household contact's Neon account.
When searching for an individual account, the Contact Name column in the search results will display the name of the account in addition to the name(s) of any of their household contact records.
Select Submit. On the next page, you can define some additional information about the additional contact. Select Next to finish adding the additional contact.
Note that although Samantha Grey's name is hyperlinked, clicking it will take you to her Additional Contact information, not a full account. This is because we added her as an Additional Contact, not a new account.
If Samantha later becomes more involved beyond being Brandy and Brad's daughter, we can update her account to have her own Individual Account in NeonCRM. To do this click Samantha's name in the household list.
This will bring up her Additional Household Contact Record. From here, click Convert to Individual Account to grant her a full account that can be associated with donations, volunteer hours, emails, and other features of a full NeonCRM individual account.
Her new individual account will include her personal contact information and address as well as the household address. She will maintain her relationship role and connection to the household.
This button takes you to the household detail page. From here, you can see the entire activity of a household as a whole. You can also edit the household and add contacts from here. The Household view page lists any transactions and includes household summary data. You can also make changes to the household from this page.
Information available from the household view page:
- Basic Information - edit the Household Name, Household Salutation, and Household Address or delete the household.
- Household Contacts - edit or delete existing household contacts and add new ones.
- Donations, Membership History, Event Registrations, and Purchase History - itemized and summary data for the entire household.
- Activities - lists any activities of household contacts.
A household's address is linked to one of the individuals within it. This individual is referred to as the household primary contact (address holder). When you edit the household, you can select who the address links to. If you change that Individual's address from their account page, the household's address will change as well. When running household reports, this is the address that will be pulled into the results.
When you delete a household, NeonCRM removes the connection between the individuals within the household. It does not remove the accounts or any transaction history. It will, however, delete any Additional Contacts within the household.
Viewing All Households
To see a quick list of all households in your system, navigate to: Account tab > All Accounts and select the All Households link in the top-right corner of the page.
Household totals can be accessed from Reports > New Report > Communication and Mailing > Household Report.
Available Reporting Data Columns
The following household data is available in a household report:
- Household Name
- Household Salutation
- Household Address
- Primary Contact Email
- Primary Contact Phone
- Primary Contact Preferred Name
- Primary Contact Account Custom Fields
You can also access the following totals in a household report:
Quantity of transactions for each year:
- Event Registrations
- Store Purchases
- All transaction types combined
- Event Registrations
- Store Purchases
- All transaction types combined
Total amount ever and the last date/amount:
- Household All Membership Amount
- Household Last Enrollment Date
- Household All Donation Amount
- Household Last Donation Date
- Household Last Donation Amount
- Household All Registration Amount
- Household Last Registration Date
- Household Last Registration Amount.
One of the primary purposes of tracking households is to reduce mailing costs by sending a single letter to a household, as opposed to several. We have added a tab to the Household Report to make creating mailing lists easy. To run a Household Report, go to Reports > New Report > Communication And Mailing > Household Report.
You'll see a summary of the default columns and search criteria. Click Edit under either to narrow down the scope or the columns.
There are also options that allow you to define who you want to be displayed in your report results:
- Display household records only limits the possible search results to household records.
- Display household records AND accounts that do not belong to households gives you a combined mailing list. First, it looks for all household records. Then, it pulls in the remaining individuals who are not associated with households. The purpose behind this is to ensure that you are sending a letter to every constituent in your database, without any duplicate letters sent to the same household. This does not de-duplicate by address. If you have two individuals in your database with the same address, but they are not linked by household, they would both receive a mailing. Also, if you have two households in the database with the same address, they will both receive a mailing.
- Search all household contacts only has an effect when using search criteria to narrow down your results. By default, search criteria will only look at the primary contact (address holder) of a household. If you enable this option, the search will also look at other individuals who are linked to the household.
Once you select the appropriate options, click Run Report.
The households will display using the report output display and the Household options that you selected. You can easily generate a mailing to this list by exporting to Excel or CSV, merging directly to Microsoft Word, and/or generating a Mailing in Neon. To learn more about each type of merge, click here.