Contact Record


This article will aid you in navigating around the contact record. Please see the related articles for further details of specific areas and functionality. In this article you will find:

Introduction & Navigation | Overview | Overview > Details | Overview > Additional | Overview > Statistics | Overview > Information area | Overview > Jobs & Placements |

Overview > Submissions area | Comments | Attachments |

Introduction & Navigation 

Contacts are fundamental for all recruiters, and recording and maintaining accurate data is of great benefit, for example in building rapport, searching for contacts that work in a particular industry, and recording interactions with them. All of which, and more, can be managed via the contacts record in itris.

You have the ability to have multiple contact records open at any one time, and can return to the Contact Record hub using the Hub icon in the top left.


At the top of each contact record is the contacts name banner which will display their name (including a known as if one has been entered), the company they work for, their job title and the company's terms status pill (see related article for further information). The colour the name banner information is displayed in is related to the colour assigned to the status (e.g. Client, Prospect etc, see related article Data | List Items | Company & Contact)


The contacts name can be edited, and/or a known as can be entered by clicking on the contacts name.


In the top right of each record you will also find links to the contacts social media; functions to mark the contact as a favourite; refresh the record; archive the record or delete it (permission based); the contacts record ID number; and who create the record and when.


Each record type in itris has an action bar with actions relevant to the record type. On the contact record this includes creating new appointments and comments, sending emails, actions relating to the submissions process and moving the contact. Please see the relevant related articles for further information.


Occasionally you may come across a contact that is moving to a company already on your database. Selecting Move Contact in the action bar will open up a New Contact form allowing you to enter their new details.

You will need to amend the current contacts end date at their previous company. Once the contact has been moved they will display an icon allowing you to see and navigate to their previous company.

Overview 

In the overview area you are able to add a picture of the contact. If a picture is added it will be displayed in the circle and appear under the attachments, if no picture is added the circle will display with a colour related to their status and the contacts initials.

Below the picture their address(es) will be displayed, allowing you to easily view all locations.


Overview > Details 

Some information in the details area are linked from the company record. For example, terms are taken from the Terms tab and departments are pulled over from the company information area (see related articles).

The contacts job title can be selected from a list created within the itris Management Utility (IMU) or it can be free typed. Please see related article Data | List Items | General for more information.

The contact status can be updated by clicking on the status itself. Assigning a contact with a status will aid in searching, especially if you are searching your database for all key contacts. A colour is associated with each status and will impact how the name banner is displayed. See related article Data | List Items | Company & Contact.

Type will display the contact's type with a colour icon, assigning your contact with a type will be of great benefit for categorising your contacts to assist with business development searches:

 - Key Contact

 - Standard Contact

 - Low Level Contact


The following icons will also display in the name banner according to the contact type selected:

 - Key Contact

 - Standard Contact

 - Low Level Contact


Line manager will display the contacts Line Manager, this can be selected at point of creation or at a later stage.

Departments are created in the itris Management Utility (IMU) or they can be created on the Company Record, you will be able to select from the list to display the department the contact works in (see related article). This can also be selected at point of creation or at a later stage.

You can also record whether the contact is the hiring manager and/or the invoice contact. These are searchable.

Recruits For will show a list of job functions that the contact recruits for. You will be able to select multiple Job Functions. See related article Data | List Items | General for more information on Job Functions.

The Quick note is often used to display a short, but important/relevant note about the contact that is useful or important to know. This is a searchable field.

Under Communications the contacts default telephone number and email address will be displayed. These items and the icons below are quick links, for example clicking on the email address or email icon will open the email form (see related articles).

This area also displays the last contacted date, where you can switch between the last date you contacted the contact, or any user contacted the contacted. This gives you a quick view of communication activity against the contact record. Please refer to the related article Data | List Items | General on how to set comments to update last contacted date.

You can also see the next scheduled contact date which is determined by the date and time of the first appointment where the contact is an attendee and the appointment starts today or in the future. Appointments with the type of "General" are not included. When the "Just Mine" filter is applied, only appointments where you (the current user) are an attendee are displayed.


Overview > Additional 

The Additional tab will display the max number of CVs the contact would like to be sent to them per job and their start and end date. You will also find the contacts birth date here, you can choose whether or not the year of birth shows in the itris Management Utility > Settings | Personal Data. See the related article. In addition to the above information here is where you can set the contacts Marketing Preferences. It is worth noting that if a contact has opted out of a particular marketing preferences, for example email, this will not stop you sending communications via that route on an individual basis, e.g. a direct email just to the contact.


Overview > Statistics 

The contacts statistics tab gives an overview of recruitment activity against the individual record, including feedback on any interviews and placements, giving you an overview and visual representation of actual activity against that record. Please see the related article for further information.


Overview > Information area 

In the bottom left of the overview tab is the information area, where you can add further information to the record. Each tab in the information area has a separate article covering its functionality, please see the list of related articles.


Overview > Jobs & Placements 

In the top right of the overview tab you will find all jobs and placements associated with that contact. From here you can navigate to the relevant records, or create new jobs.

For further information please see the relevant related articles.

Overview > Submissions area 

The submissions area tracks and manages certain stages of an applicant’s submissions associated with that contact (CV submissions, Interviews and Offers). Additionally it will also track when an applicant is marketed to the contact.

This area is essentially a mechanism that allows you to submit an applicant, and move them through the submission levels based on their successes.

Please see the related articles for CV Marketing Hub and Submissions area for further information.


Comments 

Comments are a useful tool for tracking communications with a contact, and recording comments allows for the smooth flow of information and transparency. Depending on your email settings in addition to comments you manually add, you may find emails sent to and received from the contact display here also (with the email additionally visible via the attachments area). Please see the related article for further information.


Attachments 

Attachments are an integral part of any database software, particularly in recruitment. Depending on your email settings you can have emails sent to and received from the contact display here. Please see the related article for further information.