Constituent Profiles
How do I edit a constituent’s profile?To edit a constituent’s profile, you can click on their last name while on the grid or you can click anywhere on that row and then the View/Editbutton at the top of the grid. Select Profileto open their profile page. You can make changes in any of the fields. Click on the Savebu…1 min readHow do I add a new address?Proceed to the constituent's profile page and locate the Addresses section. To add a new address, click on +New. A new window will open allowing you to enter the address information. The software features a lookup feature when you start typing the address to help locate a simila…2 min readCan I edit or delete an address?To edit an address, go to the constituent’s profile and click on the Pencil icon in the upper right corner of the saved address. Once the address has been edited, click Updateto save the changes. To delete an address, click on the Trash Can icon in the lower right corner of the…1 min readWhat does default address mean?The default address is the primary address for a constituent. It will always be listed first in their profile and will be highlighted and outlined in blue. This is also the address that will be shown on the constituent grid and the address used in the merge fields. To identify o…1 min readHow do I add a new phone number?Proceed to the constituent's profile page and proceed to the Phones section. Click on +Newto add a new number. In the new window enter the phone number and select the Phone Type. You can edit the list of phone type options using the option in the list. If you would like this to…1 min readCan I edit or delete a phone number?To edit a phone number, go to the constituent’s profile and click on the Pencil icon in the upper right corner of the saved phone number. Once the phone number has been edited, click Updateto save the changes. To delete a phone number, click on the Trash Can icon in the lower ri…1 min readWhat is the difference between primary email and other emails?The primary email is the email shown at the top of the constituent's profile page. This email will show up on the constituent grid, is used for email marketing, and is the email address the constituent uses to validate memberships or log in to their portal account.1 min readHow do I add a new email address?Begin by determining whether if this is the primary email address for the constituent. If it is the primary email address, and you would like to save this old email as an additional email, you can copy the old email address and click +New in the Emails area. If you simply need t…1 min readCan I edit or delete an email address?Begin by determining whether if this is the primary email address for the constituent. If it is the primary email address, and you would like to save this old email as an additional email, you can copy the old email address and click +New in the Emails area. If you simply need t…1 min readHow do I add a profile picture?Before adding a profile picture, the profile must be saved with some basic information such as First and Last Name. Once a profile is created, you can click on Add Profile Picture on under the profile picture icon on the left contact card. A new window will open to allow you to…1 min readHow do I add a new choice in a dropdown box?From any of the dropdown lists (also known as a picklist) click on the arrow in the drop down box and click on . At the top of the new window, type in the new choice you want to add and click on the Disk(save) icon to the right of the field. You can edit any of the existing choi…1 min readCan I edit or delete a choice in a dropdown box?From any of the dropdown lists (also known as a picklist) click on the arrow in the drop down box and click on . You can edit any of the existing choices by clicking on the Pencil & Paper (edit) icon to the right of the item. If an item is not in use, you can delete it by clicki…1 min readCan I change the order that values appear in a dropdown box?Yes, click on the up and down arrows of the drop down box and click on to open the list editor. Find the value that you want to re-order and hover over the icon with 3 vertical lines that is to the left of the value. Drag the value to the new location in the dropdown and drop it…1 min readWhat are categories on the Profile screen?Categories are classifications that you can assign to any constituent. These categories can include things like board members, committee members, special constituents or any other grouping that applies. Categories are helpful to allow you to identify different groups for communi…1 min readCan I add, edit or delete Constituent Categories?Yes. To modify the categories list, click on the Pencil & Paper (edit) icon next to the Categories label from any constituent profile page. In the new window you can: - Reorder the list in alphabetical order - Search for existing values in the search box - Click on +Add New to c…2 min readWhat are email lists?Email lists are lists of constituents and their email addresses that are used to send emails using the Email Marketing module. An email list is typically a segmented group of constituents that will receive a specific type of communication from you (such as recent donors, volunte…1 min readCan I add, edit or delete email lists?You can add and edit email lists from a constituent's profile page, but it is recommended to manage lists from the Email Marketing Contacts page since there are more options and features available in that module. You can learn more about email marketing lists here:1 min readHow do I add or remove constituents to an email list?You can edit the email lists a constituent is subscribed to from the profile page by clicking the the white space and choosing an email list to subscribe to. You can also remove a constituent from an email list by clicking on the 'X" next to the list name. Be sure to click on Sa…1 min readCan I see who works for a certain company?Yes, on a company profile will be a grid titled “Company Contacts” with a list of all employees of that company.1 min readHow do I add an employee to a company?If the constituent is not already in the database, you can go to the company's profile page and add a new employee by clicking on the "+" located under Company Contacts. This will open a quick add window to add the new constituent's name, email, address and phone number informat…1 min readWhat are the Primary 1, Primary 2, and Invoice Contacts on a Company Profile?On a Company Profile page, near the bottom of the page you will find a list of all the company contacts. These constituents are linked to the company via an employer-employee relationship. You can add new company contacts from this page by clicking on the + button located under…2 min readWhat is company type?The company type field allows you to classify the industry that the company is in. Examples are banks, churches, schools, healthcare, etc.1 min readHow are salutation fields populated and used?In the constituent profile there are salutation fields that can be used in letters, emails, and texts. In an individual "Contact" constituent's profile, there are three fields: - Formal Salutation - auto-populated from the Prefix, Last Name/Constituent, and Suffix fields - Infor…1 min readWhat does primary & secondary relationship mean?The primary & secondary relationships are the people at your organization who typically handle contact and communications with the constituent, such as membership directors, benefits coordinators, or volunteer managers. The primary and secondary relationship contacts need to be…1 min readWhat is the tickler/special notes field for?The tickler/special notes allows you to have an important message about a constituent that you want to be sure any AssociationSphere user will see. The text in this field will scroll across the screen in red text when someone is in their record or has selected their row on one o…1 min readHow does a constituent Opt-in/Opt-out of text messaging?Some cellular service providers have put new rules in place to allow for better text messaging deliverability. They are now requiring recipients to opt-in to text messaging by sending ‘start’ to the phone number that is assigned to your account. Your constituents can text ‘start…1 min readSelecting a Default Mobile Text NumberFor constituent’s with multiple mobile phone numbers listed on their record you can select which of those mobile numbers should be used for text messaging that constituent. To mark a mobile phone number as the texting default, go into a constituent’s profile and scroll down to t…1 min readHow can I add a non-binary option to the gender selections?The default values for the Gender Field picklist are, Male, Female and Not Provided. However, if you wish to also have “non-binary” as a picklist option you can turn on a setting under your Account Settings. Mouse over your Organization’s name in the upper right corner of the so…1 min readIs there an option to add pronoun preferences to the constituent's profile?Yes. You can add this feature by turning on “non-binary” as a picklist option for gender under your Account Settings. Mouse over your Organization’s name in the upper right corner of the software and click on Account. Once on your Account Settings select the “Options” tab and lo…1 min readWhat is the Family field used for?On the constituent's profile page, the Family field is used to identify the family the constituent is a member of. You can also link constituents together in family relationships via the Relationships tab. The benefit of the family field is that you can find the data on the Cons…1 min readHow do I add or update constituent payment information?Go to the payments options tab on the constituent record. This will show payment methods that this constituent has saved. You can add or delete payment methods, but you cannot edit any methods due to for security and encryption requirements. If you have Google Pay, PayPal, and V…2 min readUpdating a Constituent Credit CardFor any Constituent who you need updated credit card information for you can now direct them to a secure online form to capture that information. Within a Constituent’s profile navigate to their Payment Options tab. Just under the “Credit Cards” title you will find two green but…2 min readHow do I see if someone has a gift card balance?Go to the constituent's record and navigate to their Payment Options Tab. Under Gift Card Balance you can see: - Gift Card Number - Date Purchased - Ticket Level - Amount (value) of the card - Amount Used - Remaining Balance1 min readHow do I add a constituent to a category?You can add a constituent to a constituent category by opening their record and selecting the category in the white space under Category. If you need to add multiple constituents to a category, if you can identify them on a grid you can use the Actions menu Batch Update feature…1 min readWhat happens when a constituent is marked as deceased?If the Is Deceased box is checked in a constituent's profile record, the following updates will happen when you click Save on the profile. (Note that entering the Date of Death is optional) 1\. The Mailing Status will automatically be assigned "Do Not Mail." 2\. If the constitue…1 min read