This article will guide you through using the Contacts feature when working tasks in ClubReady. The Contacts tab allows staff to log phone calls, send emails, send text messages, and record in-person conversations — all from within a task.
Content:
- Before You Begin
- How to Access Tasks and Work It
- Phone Call
- SMS Text Message
- Person to Person
- Frequently Asked Questions
Before You Begin
Make sure you have the following before getting started:
-
Permissions required:
- Prospect Management - Can Access Prospects
How to Access Tasks and Work It
Navigate to the Prospects tab for prospect-related tasks or the Members/Customers tab for member-related tasks. If not already selected, click the Tasks tab to view the task list. Locate the task you wish to work and click the WORK IT button.
The Contacts tab includes four features:
- Phone Call — A log of all phone call notes entered for this task.
- Email — Send an email directly to the client and view all email history for this task.
- SMS (Text Message) — Send a text message to the client and view the full text message history for this task.
- Person to Person — Log the outcome of a face-to-face interaction for this task.
Phone Call
After clicking WORK IT, navigate to Contact > Make A Phone Call. The phone call screen will display the client's contact numbers, last call information, and a chronological list of past call attempts on the right side of the screen.
Click the Send An Email tab. On the left side of the screen, compose and send an email to the client. On the right side, a chronological list of all email correspondence between the client and staff for this task will be displayed.
SMS Text Message
Click the Send An SMS tab. Like the email screen, the SMS screen allows you to send a text message to the client and view a log of both staff and client responses for this task.
Note: To ensure compliance for clients or prospects who have opted out of promotional messaging, a confirmation checkbox — I acknowledge this is a non-promotional message — will appear on screen. The message can only be sent once this box is checked. The Send button will remain greyed out if it is left unchecked.
Note: If staff do not select the checkbox to log the task as complete, a message will appear prompting them to do so before proceeding.
Person to Person
Click Contact > Person to Person. The screen will display the client's contact numbers, the date of their last face-to-face contact, and a chronological list of past in-person interactions on the right side of the screen.
Frequently Asked Questions
Q: Can I view the full communication history for a client from within the Contacts tab?
A: The Contacts tab displays communication history specific to the task being worked. For a full view of all past communications with a client, refer to the All Notes tab or the client's past 30 days history on their Client Summary Page.