Contacts Guide
Contacts should be added into 1pm for every Person, Supplier, Location and Venue.
That’s right… everything in 1pm that can hold contact information is treated as a ‘Contact’. Anyone associated with the event is entered first as a Contact, and that information can be used for future events, saving you data entry time and reducing errors.
Once a Contact is added, the Contact can be added as a Crew Member and it will inherit all the Contact information.
What’s more, any Contact Tags (Tags associated with that Contact such as ‘Volunteer’ or ‘Photographer’) get added to the Crew Tags automatically!
So the first place to start adding Crew is actually Contacts, because you can only add Crew in 1pm from existing Contacts.
1pm is designed like this so you can reuse Contacts for future Events without having to input all the information everytime.
To start adding a Contact, first think about what type of Contact you are creating.
In 1pm there are FOUR types of Contact, based on the combination of TWO switches (Location & Supplier).
Here are all possible combinations with explanations and examples:
Location Contact Type
Location On / Supplier Off
This classifies the Contact as a Location with physical Areas which were NOT supplied commercially by a supplier (in other words - not a venue or supplier with a location).
The First Name, Surname fields can be used to store the ‘primary’ contact name at that location, or left blank if not relevant.
Examples of the Location Contact Type include a public park or recreation area, outdoor space, beach, car park, friends private house or apartment or other free (non commercial, non paid) physical space or location containing Areas.
Note: Switching Location on for a Contact will allow you to add the physical street address, in addition to multiple Areas on the Areas Tab.
Venue Contact Type
Location On / Supplier On
This classifies the Contact as a Venue with physical locations and Areas, acting as Supplier, where you are the client or customer.
The First Name, Surname fields can be used to store the ‘primary’ contact name at that location, typically the Venue Manager, Event Manager, Store Manager, Event Co-ordinator etc.
Examples of the Venue Contact Type are a restaurant, conference centre, exhibition centre, function centre, hotel etc. but also physical stores, markets, shops, warehouses etc supplying goods or products with physical locations (which you have a commercial relationship with).
So a Venue Contact Type simply defines that this is a commercial supplier - with an address!
Note: Switching Location on for a Contact will allow you to the physical address, in addition to multiple Areas.
Supplier Contact Type
Location Off / Supplier On
This classifies the Contact as a Supplier with no physical locations and Areas, acting as Supplier where you are the client or customer.
The First Name, Surname fields can be used to store the ‘primary’ contact name for that Supplier.
Examples of the Supplier Contact Type are AV Teams, Florists, Performers, Photographer, Videographers, Caterers, Security & Crowd Control etc and this contact type is generally in the business of providing commercial services to your event.
Person Contact Type
Location Off / Supplier Off
This classifies the Contact as a Person. This is the contact type to use for a person that isn’t acting as a Supplier, Location or Venue.
The First Name, Surname fields can be used to store the ‘primary’ contact name, email address and mobile phone number of that person, typically a Crew Member, Staff Member, Guest, Assistant, Performer, Guest Speaker, Volunteer etc.
Contact Fields
Salutation
This is an optional and rarely used field, the official salutation of the Contact e.g. ‘Dr’ or ‘Mr’ etc.
First Name
Surname
Shortcode
The Shotcode is a deliberately short text field of just 8 characters that shows on the runsheet and other areas within 1pm where space is limited (for example for users with narrow mobile phone devices). The Shortcode should be unique for that Contact, and be as descriptive as possible. You may wish to design a naming convention around Contact Shortcodes, for example using the first 7 Characters of the FirstName followed by the first letter of the Surname, or whatever works for your situation.
Supplier Name / Location Name / Venue Name / Company
This field will change depending on the Contact Type e.g. Supplier, Location, Venue or Supplier (in order above).
Job Title
Mobile Phone
This is a very important field because the Crew record does not contain a mobile phone number. So any SMS alerts sent to Crew members are linked to their mobile phone. This is by design, because generally people only have one mobile phone number so it makes sense to store this in the Contact record.
Phone
This is a landline phone number or DDI for the Contact or secondary mobile phone contact number.
Email Address
This field will populate the Crew members Email Address field as the default. You can however, override the Email Address in the Crew record as people often have more than one Email Address (for example a company and personal email address), and this provides that flexibility.
Public Email
This is to store the publicly available email address, rather than the Contact’s personal email address. For a supplier this might be info@suppliername.com for example. This is particularly relevant for Suppliers, Venues or Locations, and not so much for Person Contact Types.
Website
The website URL of the Contact. This may not be used at all for Person Contact Types.
YouTube
X
Rating
You can rate the Contact between 0 and 5 with 0 meaning the Contact has not been given a rating. 1 is the lowest rating, 5 is the highest. This is very useful for planning future events as this is strictly an internal rating and this will not be shown to other Crew Members or in other areas of 1pm not accessible to Admin users.
You may wish to consider creating your own meaning to the rating system. For example 1 might mean - do not use/black listed. 2 -3 fair. 4 recommended and 5 highly recommended. This allows you to maintain a database of reputation if you like for all persons associated with the event.
How you use the Rating field is entirely up to you, but please be aware that that all 1pm Admin users will have access to the information, so discretion may be required.
Notes
This field is for notes on the Contact, but please note it is limited to 200 characters so should be limited to very brief notes or comments, or you may wish to consider using your own shortcode system here.
Contact Creation Options
ADMIN > CONTACTS TAB > ADD/SAVE CONTACT BUTTON
Before saving the Contact record you see some checkboxes that will apply upon saving.
+Crew
Turning this checkbox on (the default) will automatically create a Crew record when you save the Contact (a huge time saver!). Turning this checkbox off will create the Contact but not create a Crew record. You can always add the Crew record from the Contact later (on the Crew tab).
+Assignable
Turning +Crew on and then turning the +Assignable checkbox (the default) will automatically make the Crew record Assignable. The status of Assignable in 1pm means that you can assign Runsheet Activity to that Crew member. If the Crew member will not be assigned Activity on the runsheet, they probably don’t need to be Assignable, and you can always change this status later.
+Enable RSVP
Turning +Crew on then turning on +Enable RSVP will automatically Require RSVP for the Crew Record. Whether or not you use the RSVP feature of 1pm for Crew members will depend on your situation.
If you do not require Crew Members to RSVP (confirm they are attending) then this can be switched off. If +Enable RSVP is unchecked then the new Crew record will get an RSVP Status of ‘NO RSVP’. If +Enable RSVP is on then that Crew member will get the default initial RSVP Status of ‘TO INVITE’.
