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Fiona Hardy

Fiona Hardy

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This guide has been reviewed against our global client base and classed as relevant to the following regions: UK, APAC, UAE

A contact record provides the ability to store client details such as property interests, business sector and social/sporting interests - this can be done individually or in bulk

Once this information is stored, a list of contacts can be generated according to the category and/or events/mailings they are subscribed to - and subsequently letters/e-mails can be created for them or the list can be exported to Microsoft Excel

Subscribing an individual contact to mailings/events (& opting out)

1. Access contact record

  • Search for and open the required contact record

  • Click Categories & Mailings (top right)

    See next step


Info

For more information on contacts, click here


2. Categories & Mailings screen

The content of this screen is dependent on configuration
Changes to it can be requested by a Reapit key contact by clicking here

  • Tick the Categories the contact falls into

    For Mailing & Event Subscriptions, see steps 3 & 4


3. Mailings

From the Mailing Subscriptions panel:

  • Tick options to subscribe the contact to relevant mailings

    After selecting an option, a prompt is displayed

  • Click Yes

    Hovering over any subscription shows when/who subscribed the contact


4. Events

From the Event Subscriptions panel:

  • Tick options to subscribe the contact to relevant events

    After selecting an option, a prompt is displayed, as shown in step 3

  • Click Address to choose which of the contact addresses to send to, including E-mail

5. Opting a contact out

Opting a contact out of a mailing or event should be done as follows

Hover over the relevant mailing/event:  

  • Click Opt out

    A prompt is displayed

  • Click Yes

    The date the contact was opted out is displayed on screen, hovering over it shows when/who did this action




Subscribing contacts to mailings/events in bulk

1. Accessing Advanced Search

Subscribing contacts in bulk is done from the Advanced Search screen

From the main menu

  • Click
Contacts
  • Contact and carry out a search (e.g. enter surname)

    This is purely to force the Advanced Search button to show at the bottom of the menu bar

  • Click Advanced Search


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2. Clear search text & create list of contacts

Filter options at the bottom of the screen can be used to get the list of contacts required

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  • Clear any search text

  • Use the filter options at the bottom of the screen to generate list of contacts
    e.g. filter by Manager to get a list of contacts registered to a particular user
    OR filter by Categories to generate a list according to the contact category 

  • Click Mailing Options (bottom right) and select Subscribe to mailings / events
    The list of mailings/events is shown - see step 3
Info

The Mailing Options menu also offers the option to Unsubscribe contacts


3. Select mailings / events

  • Tick the required mailings or events

  • Click Accept

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4. Contacts subscribed

  • Click OK

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Creating a mailing list

Once contacts have been categorised or subscribed to mailings/events, mailing lists can be created

1. Access Advanced Search, clear search text and filter list

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  • Access Advanced Search and clear search text
    As outlined in steps 1-2 above

  • Use the options at the bottom of the screen to filter the list for your mailing or event
    In this example, all contacts subscribed to the London Business Seminar are displayed 


2. Export the list

You can use the print options to generate letters/emails for the selected contacts or to export the list to Microsoft Excel

  • Click Print

  • Select required option
    e.g. Letters, E-mail

  • Click Proceed


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To export to Excel:

  • Click Export, select Microsoft Excel Spreadsheet
  • Click Accept


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