The following article describes how you can manage your existing contact records in Arlo.
The following process describes how to edit a single contact record. If you need to update multiple records at once, you can also use the contact importer.
- Find and open the contact you would like to edit.
- From the toolbar, press Edit.
- Edit the details you need to change.
- Press Save and close.
Arlo allows you to record a contact's preferred name for situations where the person likes to be referred to using a name which is different than their real name. The following process describes how to add a contact's preferred name.
In order to add a preferred name, you must have the Preferred name field enabled. Learn how to enable and configure fields in Arlo.
- Find and open the contact you would like to edit.
- From the toolbar, press Edit.
- Click Add preferred name.
- Enter the contact's preferred name.
- Press Save. The preferred name will be displayed on the contacts record and in contact list pages.
You can record a last contacted date and then you can see when each person was last communicated with using a number of methods.
- Find and open the contact you would like to edit.
- From the toolbar, press Edit.
- Expand the Marketing section.
- Enter the Last contacted date.
- Press Save and close.
You can use the last contacted date in three ways:
- Use the Recently contacted view to see who has (and have not) been contacted.
- When adding a prospect to campaigns, you can filter on last contacted date ranges.
- Export all contact information to view a list of your contacts with the last contacted date column.
Contacts that are no longer required as part of the main CRM can be archived. This section explains how to archive contacts in Arlo, how to view them, how to restore them, and the behaviour of archived contact records.
You can archive contacts that you no longer need to have in your active contacts list.
You cannot archive a contact if they are currently registered for or are scheduled to present an upcoming course, or are the billing contact for an active order.
- Open the Contacts menu item.
- Select the contact/s you would like to archive by ticking the checkbox.
- Press Actions and select Archive contact.
- In the Archive contact pop-up, press Archive.
- Open the Contacts menu item.
- Select the Archived view.
- Open the archived contact you would like to restore.
- Click Restore Contact.
When a contact is archived:
- You are not able to register the contact on a course from the management platform (without restoring them).
- The contact will not appear in search results.
- The contact will not appear in the contacts list within the Contacts section, unless you select the Archived contacts view.
- You are not able to include the contact in report filters.
- If the contact had an administrator account (username/password), this will no longer be active.
If an archived contact registers for a course from the website they will still be able to register for a course and the system will automatically reactivate their archived contact.
The following process describes how to view possible duplicates and how to merge contact records. Merging contact records merges all contact details, notes, course registrations, orders, user login details, user roles, and presenter details (if applicable).
- Open the Contacts menu item.
- Select the Possible duplicates view. This view lists the duplicates by date (most recent first).
This process can be completed in any of the contact views.
You do not have to be in the Possible duplicates view to merge contact records.
- Select the two items in the list that you wish to merge by ticking the checkboxes.
- Press Actions and select Merge records.
- Arlo will display both sets of information and ask you which record you would like to retain as the master.
- Press Merge records.
Contact tags are keywords or attributes that you can easily apply to records to help you describe, categorise and find contacts in Arlo.
For example, you can tag important contacts with the term "Key Contact" or "Decision Maker", people who manage the billing for an organisation as "Billing Contact", the person who manages training as "Training Manager".
Learn more about using contact tags.
You can add a flag to a contact so that a special note is displayed when you open that contact or add them to an order.
- Find and open the contact you would like to add a flag to.
- From the toolbar, press Flag.
- Enter the message you would like to be displayed on the orders and press Save.
- The message will appear when you open the contact and will also appear when you view or edit an order where the contact is either a registrant or the order contact.
Arlo allows you to store documents against contacts so you can access relevant files when you need them.
Learn more about storing contact's documents in Arlo.
The following process describes how to add a note to a contact record, and edit or delete an existing note.
- Find and open the contact you would like to add a note against.
- From the toolbar, press Note.
- Enter the content of the note you would like to create.
- Press Save Note.
- The note will be visible on the contact overview and in the notes section.
- Find and open the contact you would like to delete the note from.
- Hover over the note, and click Edit or Delete.
This field is for or admins/managers, it determines what time zone they see everything on the Arlo platform in.
Arlo features a newsletter management feature that allows you to collect registrants' topics of interest and subscriptions for your newsletter. Arlo can also connect to Campaign Monitor account and send across subscriber lists.
Learn more about managing newsletter subscriptions.
If you are in the UK/EU, to help you meet your obligations for GDPR, Arlo provides a consent field that you can include in your registration pages or your lead forms. You should use these to capture marketing preferences instead of the standard newsletter field.
Learn how to capture and report on consent for GDPR.