Knowledge Base

Manage a Contact


Frequently Asked Questions

#1 How to Search for a Contact?

  1. Click Dashboard
  2. Above the Dashboard menu option, in the Search Contact field, enter part of a contact's Lastname
    • Any matching names will display in a pop-up window, select the matching name
  3. OR Click Contacts Module
  4. Search for the Contact by entering the first few letters of the first or last name in the Search Field
    • If there is a matching record for the person, it will appear in the grid, click the Manage button to open the contact profile
    • If there is no corresponding match, this means the person does not have a contact profile.
      • You may add the contact through the Admin module/Add Contact OR the end user may create a profile in the front end.


#2 How to Grant or Revoke Administrator Access Permissions?

Types of Admin levels of Access:

  1. Admin access to your entire X-CD system by assigning the person "Super Admin Access"
  2. Admin access to a specific module(s) or form(s).

NOTE: When new conferences and modules are added to your X-CD system, if an individual has Super Admin Access, then he/she will be able to access all conferences and modules. If an individual has be granted access at a Module or Form level, access is only valid for the specific module or form.

How to Grant or Revoke Access

  1. Click Dashboard
  2. Click Contacts Module
  3. Search for the Contact by entering the first few letters of the first or last name in the Search Field
  4. Once you locate the individual, click on the Manage button
  5. Click Admin Access located in the horizontal menu
  6. Click the toggle button to Yes (to grant access) or No (to revoke access)
    • NOTE: When the toggle for Assign Super Admin Access has been set to yes, do not toggle any of the other buttons.
    • To Grant/Revoke specific access to specific module or form, toggle the Yes/No for each individual item.
      • E.G. Contacts Module = Yes will only grant access to the Contact Module menu option in the system.

Example of Admin Access Screen


#3 How to Change a Password?

NOTE: End users may click the Reset Password link on the login page which will email them instructions to reset their password. If they did not receive an email, the email may have been filtered into the junk folder or blocked by the mail server. 

A person with super admin access is able to reset any contact's password.

There are several options available for resetting a user's password:

  1. Admin manually changes user's password to something else.
  2. Send a Reset Password Email to the end user. This will send the user an email with instructions on changing their password. This would be the same action as though the end user clicked the Reset Password link on the login screen
  3. Send a Reset Password login link to the end user. This will send an auto-login link to the end user and take the user directly to the Change Password screen. Important Note: The auto-login link is time-sensitive and will expire within 48 hours of the link being generated. Therefore, the end user must take action within 48 hours of receiving the link.

To Change a Password

  1. Click Dashboard
  2. Click Contacts Module
  3. Search for the Contact by enter the first few letters of a first or last name in the Search Field
  4. Once you locate the individual, click on the Manage button
  5. On the right side of the screen, Enter a new password under New Password and Confirm Password
    • NOTE: Click the Checkbox Show Password to see what is being typed in.
  6. Click Update to apply the password changes.

To Send Reset Password Email

  1. Click Dashboard
  2. Click Contacts Module
  3. Search for the Contact by enter the first few letters of a first or last name in the Search Field
  4. Once you locate the individual, click on the Manage button
  5. On the right side of the screen, locate the Send Reset Password Email heading, click Click To Send Now button

To Send Reset Password Login Link

  1. Click Dashboard
  2. Click Contacts Module
  3. Search for the Contact by enter the first few letters of a first or last name in the Search Field
  4. Once you locate the individual, click on the Manage button
  5. On the right side of the screen, locate the Login Link heading, click Password Reset Login Link button
  6. Below, click the Copy button under the link that was automatically created.
    • Note: The link will expire within 48 hours of creation. This means the end user will need to click the link before it expires; otherwise the link will no longer work.
  7. Click Email in horizontal menu
  8. Compose the message and paste the copied url into the email message.
  9. Click Send Email button


#4 How to Edit Contact Profile Information?

Quick Batch Updates:

  1. Click Dashboard
  2. Click Contacts Module in left-side menu
  3. Click Display Columns button to select fields to appear in the grid.
  4. For each field, click inside the cell to open an editable text box, then click your Return/Enter button on your keyboard to save the change.
    • NOTE: Press the 'tab' button will not save your changes.
  5. Repeat step 4 for each field to edit.

Updating an Individual Contact:

  1. Click Dashboard
  2. Click Contacts Module
  3. In the Search field, enter the first few letters of the first or last name to display a list of matches.
  4. Find the name of the person to update
    • Click Display Columns button to select fields to appear in the grid:
      • if the fields you want to edit appear in the grid, click inside the cell to open an editable text box, then click your Return/Enter button on your keyboard to save the change
      • if the fields you want to edit do not appear in the Display columns list, then click on the Manage button in the first column to open the full contact profile and edit
      • Note: you may need to scroll to the right if you do not see all of the columns.
        • Apply the changes to the fields, then click Update Profile to save changes.

#5 How to Add or Remove an Individual from a Group?

You may add a contact to any groups you have created in your system. If you have not created any groups, you may do so from the Contacts Module home screen. Click the Groups button or Manage Groups on the left panel. For more detailed information view the KB article "How to create groups"

To Remove an Individual from a Group:

  1. Click Dashboard
  2. Click Contacts Module
  3. Click View Contacts
  4. Click on the Group Name Or search for the individual's name in the grid
  5. Click on the Manage button for the individual
  6. Click Groups located in the horizontal menu
  7. Click in the checkbox for the group(s) to REMOVE (Unchecked) the individual
  8. Click Update Group button to save changes.

To Add an Individual to a Group:

  1. Click Dashboard
  2. Click Contacts Module
  3. Click View Contacts
  4. Search for the individual's name in the grid
  5. Click on the Manage button for the individual
  6. Click Groups located in the horizontal menu
  7. Click in the checkbox for the group(s) to ADD (Checked) the individual
    • NOTE: if you are using X-CD to manage your membership, if the group is a member group, ensure to enter the corresponding expiration date, if applicable
  8. Click Update Group button to save changes.

#6 How to Email an Individual Contact?

TIP: Customize your email using the integrated [HOT KEYS].

  1. Click Dashboard
  2. Click Contacts Module
  3. Search for the Contact by entering the first few letters of the first or last name in the Search Field
  4. Once you locate the individual, click on the Manage button for the individual
  5. Click Email on the horizontal menu
  6. Update the Email Subject and Message content
  7. Click Preview Email (to send yourself a sample) or Click Send Email (to send immediately)

NOTE: Clicking Preview Email will allow you to Edit your email again before sending


#7 How to Add a Contact to my Conference System?

The email field is the only required field, but the more information - the better!

Once the individual is added as a contact to your system, the user profile will be shared across all of your conference modules.

NOTE: if you have a large list of individuals to be added, consider using the import contacts method. Click HERE.

Adding a Contact:

  1. Click Dashboard
  2. Click Contacts Module
  3. Click Add Contact
  4. Enter as much contact information as possible
  5. Scroll down and click Add Contact


#8 How to Find Duplicate Contacts?

The Duplicate Contact Search feature will search the contact module and flag any contacts that need to be reviewed as potential duplicates. The search will first match on where the combination of the first and last name are the same and then secondly match profiles with the same last name. Then a merge contact may be performed to eliminate the duplicates.

  1. Click Dashboard
  2. Click Contacts Module in left side menu
  3. Click Download button
  4. Click Contacts tab
  5. Click Go for Duplicate Contact Search
    • NOTE: Depending on how many contacts are in the system, this may take several minutes to complete the search and display on-screen
  6. Once the search completes, the screen will refresh displaying a list of contacts with the same first and last names at the top of the lists and will contain a 'Yes' under the High Priority column
  7. Under the column labelled 'List of People', each contact ID number and corresponding first name will appear as a hyperlink, click on a contact ID link to view that contact profile information
    • The contact ID that is clicked on first will appear as the 'Main Contact'
    • In the pop-up screen, other Potential Duplicate(s) listed, click on a name to view the corresponding potential duplicate contact profile information
    • Note: If a contact belongs to any membership groups, the group name will appear beside each contact name
  8. Click Merge Contacts button to perform a merge
    • A Merge Confirmation message will appear, asking for confirmation to continue, click Confirm button
    • Note: If the main contact and any potential duplicate(s) belong to a member group, the merge contacts will not be allowed.  The contact profile of the potential duplicate(s) will need to be reviewed and removed from the member group first. Click here to follow the steps on how to remove an individual from a group and then return to this help article.
  9. The pop-up screen will refresh indicating the merge is processing.
    • Do not close this window. The merge may take several minutes to complete.
    • The Main contact will remain in the system, any items (e.g. submissions, registrations, forms, reviews, etc) associated to the duplicate contact profile(s) will be linked to the main contact and unlinked from the potential contact(s), then the potential contact profile(s) will be deleted from the system.
    • Important Note: Only the Main Contact profile information will be maintained, the contact profile field content on the duplicate contact(s) will not be copied over to the main contact. e.g. address information for the main contact will remain intact and will not be updated or replaced with the address information of the duplicate contact(s).

#9 I have duplicate contacts. How do I Merge Contacts?

NOTE: This will move all items (e.g. author, abstract, review, registrations, member dues, groups, etc.) over to the master contact profile and then delete the duplicate contact profile in the Contacts Module. The information in the Master Contact profile will be maintained. The field values of the duplicate contact profile will not be copied over to the master contact profile. This means, for example, the address field value in the duplicate contact profile will not be copied over to the master contact profile address field. The duplicate contact profile will be deleted from the system after the merge completes.

TIP: You may prevent duplicate contact profiles in the Speaker Submission Module > Settings and set the field 'Prevent Duplicate Names' to YES

  1. Click Dashboard
  2. Click Contacts Module
  3. Search from the duplicate contact records and identify the one to KEEP as the master
  4. Click on the Manage button for the individual to use as the master
  5. Locate on the right side of the screen and click on Go To Merge Contacts
  6. Search for the duplicate contact profile record(s)
  7. Click on the box(es) located next to the duplicate contact profile(s) and place a check mark in the box. This will mark this contact profile record as the duplicate and it will be DELETED after the merge.
  8. Click Merge Contacts
  9. Click Merge
    NOTE: At this point, the system is finding all of the items matched against the duplicate(s) and assigning them to the master. Then it will delete the duplicate contact profile record(s) from the system. Please be patient, this may take a few minutes for the system to update.
  10. A message will appear indicating when the merge has completed.
  11. Confirm the duplicate contact profile has been removed, by going back into Contacts Module and search for the person. Only 1 row should now appear.
  12. You may also go back into the system and check the submissions and identified authors.

Screen to Search For the Contact, then click the checkbox beside the duplicates to be merged with the Master


#10 How to look up an individual's submission(s) and registration information?

The best place to find information relevant to an individual is to view the Contact History.

  1. Click Dashboard
  2. Click Contacts Module in left side menu
  3. Search for the individual, then click on the Manage button for the individual
  4. Click Contact History in the horizontal menu
  5. On the far right-side of the screen, under Other Modules, will display linkages to any other parts of the X-CD system, the person has e.g. Registrations, Abstracts. Membership, etc.

#11 How to login as a user?

  1. Click Dashboard
  2. Click your Speakers Module
  3. Click Manage Participants
  4. Search for the individual you want to login as
  5. Click on the Manage button for the individual
  6. Click Login as button that appears under the person's name near the top of the screen
  7. There may be several Login options depending the individual's access to the system, click the Login button to be logged in as the individual
    • Note: You will be logged out of your admin account and logged into the user's account.


#12 How to add more than 1 email address in the CC field?

You may enter multiple email addresses in the CC field by separating the emails with a semi-colon ';' and no spaces.

E.g. email1@address.com;email2@address2.com


#13 How to see who has admin access and level of access?

  1. Click Dashboard
  2. Click Contacts Module in the left side menu
  3. Click the < symbol next to View Contacts in the left side menu
  4. Click on >> Admins
  5. The grid will show all individuals with admin access
  6. Click on the Manage button for the individual to open the user profile
  7. Click Admin Access in the horizontal menu
  8. The screen will provide the details of the level of access and areas of access this user profile has to your X-CD system

Example of an Admin Access screen showing level and area of access:


#14 Can a person delete their own contact profile?

An end-user cannot delete their own contact profile. Only an admin is able to delete an individual's contact profile.


#15 How to Delete a Contact?

  1. Click Dashboard
  2. Click Contacts Module
  3. Search for the individual's name in the grid
  4. Click on the Manage button for the individual
  5. Click Delete from top menu


#16 What is the Contact UUID?

Contact UUID (universal unique identifier) is an identifier for contacts in your system.
  • X-CD uses this field internally for tracking and matching purposes.
  • You will see this field displayed near the top of a contact profile. In addition, this field is included in some of the contact module reports/download files.
  • A contact's UUID is useful when using the update contacts option on the import Contacts screen.
  • If you export contact data from the contacts module, you will see the contact UUID in the file.
  • You can then copy/paste some of the data in to the "contact import" template used by the system.
  • If you include the contact UUID value in the import file, then the system will know that you are actually trying to update an existing contact.
  • Using the contact UUID with the contact import function, allows you to batch edit your contacts safely.

#17 How to delete a contact profile picture?

The contact profile picture can be replaced with any other image.

To revert back to the default image, right-click this image and download it and then upload it as the contact profile picture.

The easiest way to upload the photo is to perform a 'login as' the end user, click the photo and upload the new image.


#18 How to set display preferences in the View Contacts screen?

  1. Click Dashboard
  2. Click Contacts module
  3. To set how may rows are shown on the screen by setting the 'Show X Entries' setting
    • Click the number drop down list, to set the default number of rows to display
      • e.g. Show '50' Entries will always display 50 rows on the screen
  4. To set what columns are being displayed on screen by clicking Display Columns button
    • Click on a column name in the list to highlight (i.e. display) or
    • Click on a highlighted column name in the list to unhighlight (i.e. not display)


#19 How to Send a User a Login Link?

  1. Click Dashboard
  2. Click Contacts Module
  3. In the Search field, enter the first few letters of the first or last name to display a list of matches.
  4. Click the Manage button for the individual
  5. On the far right-side of the screen, locate and click the Create Public Login Link button
  6. Copy the generated URL
  7. Click Email in the horizontal menu
  8. Compose message to the end user and paste the generate URL into the message informing the end user to click the login link to access the site, and to also access their profile to reset their password
    • NOTE: The generated login link has a set expiration time.
  9. Send the Email

#20 How to Unlink or Edit a Person's Company?

  1. Click Dashboard
  2. Click Contacts Module
  3. In the Search field, enter the first few letters of the first or last name to display a list of matches.
  4. Click Manage button for the name of the person to update
  5. Scroll down and locate on the far right side of the screen the Company Affliation section
    • Click Remove Affiliation to unlink a person to a company
    • Click Make Admin to add the person as a company admin
    • Click Change Company dropdown and select a new company to link the person to
      • If you wish to make the person an admin, click Make Admin checkbox
      • Click Add Affiliation
  6. Click Update Profile button

#21 Additional Contact Related Articles

Overview

You can manage individual contact records by clicking into a contact profile from the contacts module. This is the most general management of an individual in your system.

Functions:

  • Manage individuals registration records (from the registration module)
  • Manage individual submissions (from the submission module)
  • Manage an individual membership record (from the membership module)

Editing an individual contact record adjusts their highest form of personal information, such as profile information, passwords, groups they are associated with, administrative access and their entire contact history and more. 

X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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