00:00:06:09 - 00:00:20:47
Today we're diving into the people and organisations feature in Swift Fox. Now let's talk about why this feature matters. We're going to make a bold and obvious statement. Your contacts are at the heart of your organisation.

00:00:21:01 - 00:00:43:42
Whether your contacts are stakeholders, members, clients, or a particularly elaborate extended family. Keeping track of details is crucial. You want to remember things like their name, their email, memorable conversations -that you had that you really should remember - events you've seen them at, and if they pay you, and how much.

00:00:43:46 - 00:01:01:39
In this tutorial, we're going to show you how to create a new contact profile, see custom fields, store interactions, and set permissions. So let's start by creating a new contact. I would like to add Jessica Bridge to my SwiftFox contacts.

00:01:01:43 - 00:01:18:03
I met Jessica yesterday and I do not want to forget to add her and her esteemed law firm, Bridge Lawyers, to my SwiftFox environment. Now let's add this very real person, Jessica, to my SwiftFox tenant.

00:01:18:07 - 00:01:33:26
So I'm logged into SwiftFox and I'm on my home page here. When we click on the plus sign on our top navigation bar, we can see our options for contact creation. You can create a person or you can create an organisation.

00:01:33:30 - 00:01:43:12
This process is different if you are importing a big list of data with contact information. In this case, we want to create a new person in SwiftFox.

00:01:43:16 - 00:02:01:36
So we select Add Person or Scan Business Card. You can also scan a business card and have these details update automatically. How cool. So here you add a person's contact information such as their name, email and phone number.

00:02:01:40 - 00:02:13:45
Bridge lawyers is already in the system, so I'm going to go ahead and link Jessica to this organisation. Now on this toggle, you're asked if you would like to be the stakeholder leader on this record.

00:02:13:48 - 00:02:28:45
If you select yes, this means you're the primary contact for this person at your organisation. Quick interlude data. And should I select yes. As a stakeholder leader, you will be the primary point of contact with this individual.

00:02:28:49 - 00:02:42:42
Understanding this role is crucial for tasks like creating lists or sending invites and emails. This means correspondence from your organisation can be channeled through you, ensuring that communication feels personalized.

00:02:42:46 - 00:02:54:18
So smart. Now I'm going to select yes to being Jessica's stakeholder leader because frankly, we go way back and she says that I'm actually the best member of the client team.

00:02:54:18 - 00:03:10:34
So okay, great. I've selected yes, filled out the details. And now Jessica exists. Great. Jessica Bridges is now a contact in SwiftFox. Let's just give a quick overview of what you can do on a person's profile.

00:03:10:38 - 00:03:23:47
Contacts and roles is where you can record all the contact details, including addresses you have for contact. And this is also where you can see the various roles a contact has to add your contact to a new role.

00:03:23:48 - 00:03:38:01
Simply click Add Role. Select the organization and record their role title. If a contact has more than one role, this little crown indicates which one of the roles you consider to be the main or primary role.

00:03:38:05 - 00:03:54:08
And the details of this role will appear in the business card. You can also change the view of your roles so they appear in a table format rather than a business card if you prefer. We're all about flexibility.

00:03:54:12 - 00:04:07:00
Up top, we have a quick snapshot of the key details of your contacts in business card form. Custom fields live on the main profile page and containing the important information about your contacts you need to store.

00:04:07:04 - 00:04:16:38
SwiftFox comes with existing custom fields, but it's easy to create your own. Simply click Edit, add a field, select the type of custom field you want.

00:04:16:46 - 00:04:31:41
In this case, let's choose a multi-select. Add the details. And click create. Custom fields enable you to track information about your contacts that is unique to your organisation.

00:04:31:47 - 00:04:47:22
All of this information is searchable and enables you to build reports, as well as targeted lists for other Swift Fox features such as emails, events, texts, and calls. Speaking of communication, contact profiles are not just a place to store information.

00:04:47:26 - 00:05:02:31
You can send outbound communications directly from a profile with quick actions. You can also generate a mail merge document for your contact based on saved templates.

00:05:02:35 - 00:05:15:39
Often, the most important part of a contact record is where you store and view your interactions with them. Our posts tab is where you can record all of the interactions, meetings, and notes you have with your contacts.

00:05:15:43 - 00:05:29:41
This works like a social media feed, so every time a post is written, you say it here. I can also create tasks linked to my contact here. Love that.

00:05:29:45 - 00:05:40:30
This leads us to our final step managing roles and permissions for your contacts. Permissions on a contact go like this. If you're an admin, you have superpowers.

00:05:40:34 - 00:05:53:44
You can set a contact to be both viewable and editable by everyone, or you can set more custom roles. With custom roles, you can choose who in your team can see or edit information about your contact.

00:05:53:48 - 00:06:05:11
For example, you might want to limit editing rights but leave view only open to everyone. You can do this here.

00:06:05:15 - 00:06:20:01
Organisation profiles work in a very similar way to contact profiles. In SwiftFox, that is, not in real life. Let's show you how. By clicking on an organisation, you can instantly see all of the key information you want to display.

00:06:20:05 - 00:06:29:36
Custom fields are created in the same way as with people, the contacts and workplace tab shows all the people attached to that organisation who you have already saved.

00:06:29:36 - 00:06:46:30
In SwiftFox, if the organisation is related to another organisation, for example, if there is a subsidiary or parent organisation, these will be displayed here. To add additional organisations, click on add and describe the nature of the connection.

00:06:46:34 - 00:06:54:27
The rest of the tabs are similar. Your organisations can also have interests, insights and activity.

00:06:54:31 - 00:07:02:28
Contact and organisation profiles are a really great way to store information, communicate, and manage all your interactions and relationships.