Contacts

Add one person

1. Press Add a contact.
2. Type their Name and Email.
3. Fill in any of your own contact fields shown below them.
4. Check the Lists they join.
5. Under How do they know to expect your emails?, choose “We report to them”, “They asked us, in person or by email”, or “Not sure: ask them first”.
6. Press the button that carries their first name: Add, or Ask if you chose to ask them first.

Then: “We report to them” and “They asked us” add them at once, with your name and today's date kept as how they agreed. “Not sure: ask them first” sends them one email with a “Yes, keep me posted” button: they read Waiting to confirm, and join your lists when they press it, within 7 days.

Rather not? To change somebody's lists later, open them and press Change lists. To take them off altogether, press Delete, then Delete again: their name and address go, they come off every list, and every link sent to them ends.

A funder's program officer asks for the quarterly report. Daniel adds them with “We report to them”, on the Funders list: their record says Daniel added them, and when, and they can still stop the reports whenever they like.

Import a spreadsheet of people

1. Press Import.
2. Press Download the Excel template, or CSV template: Name, Email, then your own contact fields, with a dropdown wherever a column has choices.
3. Fill it in, one person a row.
4. Press Choose file, or drag the spreadsheet onto the box.
5. Read the counts: who is ready to add, who is a contact already, who stopped your emails before, what is not an email address, and any column left out.
6. Check the lists under Add them to.
7. Under Did these people agree to hear from you?, choose “Ask each of them first”, or “Yes, they all agreed, and I can show how”.
8. Press the button that counts them: Ask, or Add.

Then: Asked, each gets one email with a “Yes, keep me posted” button, and only those who press it within 7 days join your lists. Added, your name and today's date are kept with each of them as the record of how they agreed.

Rather not? Press Change file to choose another spreadsheet before you import.

After a fair, Grace has a sign-up sheet of 120 names typed into a spreadsheet. Grace imports it onto the Newsletter list with “Ask each of them first”: each gets one email, and only those who press “Yes, keep me posted” join the list.

See who gets your emails, and download them

1. Press a list above the search box, or Everyone.
2. Read the Emails column: Getting them, Waiting to confirm, Stopped them or Address bounced.
3. To find somebody, type a name or an email address in Find and press Find.
4. Press a name to open their record: their lists, how they agreed to each, and the last email they were sent.
5. Press Download contacts and choose Excel (.xlsx) or CSV (.csv) for the list you are looking at.

Then: The file holds each name, email address and list, how and when they agreed, whether the emails reach them, and every contact field. People who stopped your emails aren't in it, and every download is kept on the organization's record.

Rather not? On somebody's record, press Edit to correct their name, or Edit fields to change their answers to your contact fields.

Make, rename or archive a list

1. Press New list.
2. Type its Name, such as Funders.
3. Choose what it is For: a newsletter, for people who asked for news, or reports, for people you report to.
4. Choose the unit it is Kept at.
5. Press Make the list.
6. To change a list later, press it above the search box, then Rename or Archive.

Then: The new list opens, empty and ready to add people to. Archived, a list reaches nobody and is offered nowhere; its people stay contacts.

Rather not? Press Keep it instead of confirming Archive to leave the list as it is.

Who: Whoever keeps contacts at the unit a list is kept at, or above it, sees it and adds to it.

Ask your own questions of your contacts

1. Press Contact fields.
2. Press Add a field.
3. Type its Name: the column's heading in the template and the download.
4. Choose its Kind of answer.
5. For a choice, type the choices under Choices, one a line.
6. Add a Hint (optional) if it helps.
7. Press Add the field.

Then: Each field is a box on Add a contact and on every contact's record, and a column in the import template and the download. Fill in one contact's answers from their record with Edit fields.

Rather not? Press Archive beside a field to stop asking it: its answers stay, and Bring back returns it. The arrows beside a field move it up or down.

Who: Fields are set up by whoever keeps contacts at the top of your organization: Owners, Admins, and anybody who manages contacts there. Everybody else who keeps contacts sees them and fills them in.

Mary Ann adds Organization (Text), Interested in (Choice, many: Volunteering, Giving, Events) and Met on (Date). The next template Dara downloads has those three columns after Name and Email, with a dropdown under Interested in.