When SuperCRM is enabled, a form called 'Organisation Contacts' is automatically added to the Online Registrations area of your database. This is found under Online Registrations. This provides an easy way for contacts to be added and linked to organisations affiliated to you.
The Organisation Contacts form is a system form (this means the form is automatically added to your site once SuperCRM is enabled). There are fields at the top of the form you are unable to change including name, email, phone and address.
There is a section called Job Details. In this section is a question titled Job Function. This section is for you to use to record specific roles of people being added to your organisation contacts.
When the form is applied to your site, there are no Job Function options populated. You can edit the form and add job functions that are relevant to your organisation. Examples of Job Functions for a club that could be used include:
- Secretary
- President
- Treasurer
- Primary Contact
- Registrations Coordinator
- Junior Delegate
Under the Organisations tab within SuperCRM, there is the ability to add organisations. Note: See section below if you are a Regional Sports Organisation.
When an Organisation is created they are added to the Organisations tab and automatically appear as an Organisation to select from the drop down list on the Organisations Contacts form.
You can then display the Organisation Contacts form and request people complete this. When someone completes the Organisation Contacts form they must select which Organisation are part of. They will then get added as a Contact to that Organisation in SuperCRM.
Regional Sports Organisations
If you are a regional sports organisation that uses SuperForms, for example a netball centre or softball association, any of your affiliated clubs & schools will automatically be displayed in the Organisation tab of SuperCRM. You do not have to add these as Organisations.
By displaying the Organisation Contacts form on your website, your club & school contacts can complete the form and automatically be added as a contact to their organisation.
The benefits of utilising your Organisation Contacts form
When using the Organisations Contacts form people are added as a Person under the People tab in SuperCRM, they are also added as a Contact for their Organisation with the specific Job Function they have selected. What this means is you are able to keep a record of all of your key contacts. You can then create a filter and send an email (or eNewsletter) to that specific group. For example, using the suggested club Job Functions above, you can send an email to all Secretaries or Presidents. It is important to send these emails from SuperCRM as records this communication in the Timeline of the Organisation.
For information and help regarding filters, see this support article.
For instructions on how to send an email to your Organisation Contacts see this support article.