Adding an Individual Record

While new users have the option to create an account from the Login Page, staff members can also create new customer records via the Customers App.

To create a new Individual Record:

1. Navigate to the Add New Individual form.
2. Complete the Add New Individual form—fields marked with an asterisk are required.

• Prefix, Name, and Suffix: Specify name data for the individual. First and last name are required fields when adding an individual to the system.
  If the individual has a second surname, indicate this using the Second Last Name field. You may also specify a Preferred Name or nickname, and a Suffix, if applicable.
  

• Title:The individual's job title.

  Note: If an active relationship flagged as "primary" is created between the individual and an organization and a title is created in that relationship type, this primary title field will be overwritten.

• Organization: If the individual being added is related to an organization in the database, indicate that relationship using the Organization field. Begin typing the name of the organization into the quick search field and matching results will be displayed.

  Doing so automatically creates a relationship between the individual being added and the organization already in the system. If the Organization to which the individual is related does not yet exist, click the green Add icon next to the Organization field to add that organization.
  If an organization is selected, staff can also choose to Link the organization's phone and address to the individual record.

• Country and Address: Select the Country in which the Individual is located and enter an Address.

  In the ZIP field, enter the zip code of the address being entered—if the address can be verified, the system will automatically return the city and state associated with that ZIP. If the address cannot be verified, you will be prompted to type in a City and State for the address.

  Note: The available address types—"Home," "Work," and "Other"—are standard and cannot be edited.

• Email: Enter an email address and type for the individual (required). The email entered in this field is automatically flagged as the primary email address for the customer.

  Note: The available email types—"Home," "Work," and "Other"—are standard and cannot be edited.

• Phone: Enter a phone number for the individual. Indicate the type of phone number being entered ("Work," "Home," or "Other") using the drop down field.

  Note: The available phone types—"Fax," "Home," "Main," "Mobile," "Other," "TollFree," and "Work"—are standard and cannot be edited.

• Source: Choose the source by which this Individual became a customer. For example, if the individual was referred to your organization from an online source, the source selected may be "Online." The options that appear under the source field are determined by your association's setup options.

• Create a User Profile: Click this check-box to cause a User Record to be created when the new individual is saved to the system.

• Custom Fields: Any Individual-specific custom fields that have been created in your system are accessible at the bottom of the form.

 

3. Click Save to save the new record. To save the record and add another, click Save & Add New.

If the system detects a possible duplicate, a duplicate warning message will appear. If the new record has a unique email address, click Save Anyway to save the new record.

Including Custom Fields in the Add Individual Form

Custom fields can be set to appear on this form via the Crm.Individual.Deographics.Add form.

Note: For additional information on configuring custom forms and fields, see the help topic: Creating and Managing Custom Fields.