The Contacts page is your central hub for managing all parent/carer and children information.
The Contacts tab is located in the left-hand menu of your dashboard.
Here you can find all previous and current contacts of parents/carers who have registered with your club.
Adding Contacts to Your System
You can manually add contacts to your list by clicking on the blue button in the upper-right corner.
Once on this page, you can either:
add a child quickly on behalf of the parent, in case you have permission from them
You will only need to add in the child's first and last name, their gender and the parent's email address.
add a new parent by typing in their email address
A list of parents already registered in your system will also be displayed:
You can view their children by selecting “Show children,” or add a child on their behalf by clicking “Add a child.”
Please note that adding a child this way requires more detailed information compared to the “Add a child quickly” feature.
Filtering Contacts
You can filter contacts by:
setup fee status - to identify which parents/carers have completed the initial payment and which have outstanding fees
attendance status - to identify whether children are currently enrolled in a programme, attending a class or camp, on a trial, on a waiting list, or no longer in a programme (i.e., they have previously completed a booking)
photo permission status - to identify which children are authorized to have photos taken, which are not, and which have no response recorded from parents
child or parent registration questions - in case you have configured these for new sign-ups
Exporting Contacts
A useful feature is the ability to export all contacts as an Excel file.
This provides a detailed report with fields such as name, address, gender, city, parent name, parent email address, and more.
In case you are using a Mac device and you don't have the Excel app installed, these will be exported to the 'Numbers' app.
Sending a Custom Email
You can send a custom email to multiple contacts at once, but not to all contacts as emailing such a large volume of contacts could cause them to be filtered into spam.
You can learn more about how to send emails to parents and carers here.
You can also learn more about how to add attachments to your emails here.
Instead, sending the emails in two batches to both 'In programme' + 'Not in Programme' filters will add up to your total contacts list.
The custom email format will look like this:
Please note that modifying the subject line may impact the system’s ability to send the email, as certain characters may not be recognized.
You can also send a custom email in which you can include attachments:
FAQs
Can I edit contact information directly?
Yes, you can update contact details (excepting email addresses) by accessing individual contact records through the main contacts list and making necessary changes.
How do I ensure good email deliverability?
Use appropriate subject lines, send to filtered groups rather than all contacts simultaneously, and avoid special characters that might affect delivery rates.
What information is included in contact exports?
Exports include names, addresses, contact details, booking history, registration responses, and payment status.
Can I add attachments to bulk emails?
Yes, the system supports file attachments in bulk emails. Use the attachment option in the email composition interface.
How do registration question filters work?
These filters allow you to segment contacts based on their responses to custom questions you've configured during the registration process.
What's the difference between "Add a child quickly" and full registration? "Add a child quickly" requires minimal information for fast entry, while full registration captures comprehensive details including registration questions and permissions.