- How to Add & edit a Contact
- How to Set up Activity Accounts
- How to make an Obligation Template
- Applying Obligation Templates to Contacts
1. How to Add & edit a Contact
Click the Contacts icon on the toolbar.
Add a contact:
Click Add Contact to add an individual or organization.
Fill out the pertinent information. You must enter at least a last name or company name.
To edit a contact, click the Edit button to the right of the contact name.
Make changes or add information to the contact record, then click Save.
To delete a contact, click the Edit button to the right of the contact.
Click the Delete button.
Add Contact Tags to individual contacts
A useful tool when applying obligations or creating statements is the ability to “filter” your Contacts using Tags.
Add tags to individual contacts by clicking +Add in the Contact Tags section.
Click Save when you are done adding a contact.
Bulk Add Contact Tags
Contact Tags can be added to multiple contacts at once using the Bulk Add Contact Tags… tool.
In Contacts, click the Tools drop-down and choose Bulk Add Contact Tags…
Click Select all (deselect any contacts you don’t want to include or hold shift to select a range)
Select the contact tag(s) to be added or click +Add to create a new tag.
Click the Add Contact Tags button. (The number that appears in the Add Contact Tags button refers to the number of contacts that tags are being added to.)
NOTE: Tags can be added to a maximum of 900 contacts at a time. Repeat the process to add tags to any remaining contacts.
Note: Do you have a list of contacts that you would like MoneyMinder to import for you? Click here: Guidelines for importing your Contact list – MoneyMinder
2. How to Set up Activity Accounts
You can track how much you’ve paid people and/or how much they’ve paid you using Activity Accounts. These smart accounts help you gain a clear picture of the financial status of each individual based on the different ways they interact with your organization.
After adding a Contact, choose Add Activity Account:
This will open an Activity Account Template screen where you can choose which type of Activity Account you want to add to the contact.
Once you’ve made your choice, click Save.
To add additional Activity Accounts to a Contact, click the “hamburger” under the Edit button and choose Add Activity Account from the dropdown. Go through the steps above for each Activity Account you’d like to add to a Contact.
Note: You can also use the Wizard to walk you through the process by choosing Help me set up activity accounts…
Add Activity Accounts in bulk
Activity Accounts can be added to multiple contacts at once using the Bulk Activity Account Setup…
In Contacts, click the Tools dropdown and choose Bulk Activity Account Setup…
If tags have been added to your contacts, you can filter by tag to set up Activity Accounts for different groups of contacts. Click on Show Contact Filters. Under Filter by Contact Tag, click the box next to the tag(s) for the group you want to set up Activity Accounts for.
Click Select All (you can deselect any contacts you don’t want to include or hold shift to select a range)
Next, select the Activity Account(s) you wish to add by clicking the box(es).
Click the Create Activity Accounts button. (The number that appears in the Create Activity Accounts button refers to the number of contacts that Activity Accounts are being created for.)
NOTE: Activity Accounts can be added to a maximum of 150 contacts at a time. Repeat the process to add Activity Accounts to the remaining contacts.
How to Add Activity Account starting balances
If contacts have existing balances at the time they’re set up in MoneyMinder, a starting balance can be entered in their Activity Account.
Click the Contacts icon in the toolbar.
Click on the name of the Activity Account for a contact.
Click the Edit button within the Activity Account.
Scroll to the bottom of the screen and enter the starting balance into either the Paid in Advance/Credit box or the Owed By Contact box.
Click Save.
3. How to make an Obligation Template
Click on the Contacts icon in the toolbar.
Select the Obligation Templates tab.
Click the Add Obligation Template button.
Select the activity account type from the drop down menu.
Enter the name of the obligation as you would want it to show on a Contact’s statement. For example, “Annual Dues”.
Next, enter how much is Owed by Contact (there are scenarios where you would use the Owed to Contact, we will cover some examples of these in another article).
The Due Date is the date you want this obligation to start. Note: your obligation will not show on the statement until the start date.
Determine whether you want this obligation to be repeated. The default is set to “None”.
Click Save.
Tips for Obligation Templates:
If you have made an error in your Obligation Template and need to change it, go to Obligation Template
Click Edit next to the Template you want to change.
Make any changes and click Save. It will then ask you if you want to Update Obligations using this template. If you choose to do this, MoneyMinder will update ALL Contacts you’ve assigned this obligation to.
While in the Edit area of the Obligation Template you can also click Delete to delete the template entirely. If you choose to do this, it will ask you if you want to delete all of the obligations that use this template. Note that this cannot be undone.
4. Apply Obligation Templates to individual Contacts and in bulk
After an Obligation Template has been set up, it can be applied to an individual contact.
Click the Contacts icon in the toolbar.
Search for the individual contact in the Contact List.
Click Member Activity in the contact’s record to open it. If one is not already set up, an Activity Account will need to be added before an obligation can be applied.
Click Add Obligation.
Using the Obligation Template drop-down menu, select the obligation template.
Click the Use Template button. The fields will auto populate with that template’s details.
Click Save.
Apply Obligation Templates in bulk
Obligation Templates can be applied to multiple contacts at once using the Bulk Apply Obligations… tool.
In Contacts, click the Tools dropdown and choose Bulk Apply Obligations…
Select an activity account template.
If tags have been added to your contacts, you can filter by tag to add Obligation Templates to different groups of contacts. Click Show Contact Filters. Under Filter by Contact Tag, click the box next to the tag(s) for the group you want to apply Obligation Templates to.
Click Select all (deselect any contacts you don’t want to include or hold shift to select a range)
From the dropdown menu next to Obligation Template, choose the template.
When the details of the Obligation Template appear, click Apply. (The number that appears in the Apply button refers to the number of contacts the obligation will be applied to.)
NOTE: Obligations can be added to a maximum of 150 contacts at a time. Repeat the process to add Obligations to the remaining contacts.
Would you like to send statements to your contacts?
Click here to learn how to Create and email statements.
Click here to learn how to Create and download statements.
Would you like to send Donation Acknowledgement letters?
Click here to learn how to Create and send Donation Acknowledgement letters individually.
Click here to learn how to Create and send Donation Acknowledgement letters in bulk.
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2 Comments
This is a great article and provides a lot of information. Is there any documentation on how to make a member inactive? Thank you!
Hi Mary,
I’m glad you liked the article. There isn’t a way to make a contact inactive, but you can delete a contact if the member is no longer part of the organization. The nice thing is when you delete a contact, it only deletes them from the current financial year so you still have their contact record in previous financial years. I added instructions on how to delete a contact to this article in the top section.