All existing customer contact data can be found and edited under Customers. New contacts can also be added here. Groups and families can be displayed under Edit; they can also be created or deleted. All the customers are loaded and displayed by using Quick search (F5) and clicking on OK without Entry.
The Adjust doublets function is important for keeping the customer master data clean. Duplicates are searched for using Search double entries and merged to one customer via Clear double entries. Clear double entries groups together all those customers, whose contact data contain the most similar information (name, date of birth, etc.).
The various search functions make it possible to display only that customer, who satisfies certain criteria. This function is especially useful for data exports, analyses and communication (e-mails or SMS) with the customer.
The Data menu contains already familiar functions, such as Add, Delete and the Import and Export of data. The Allocate ticket function allocates an existing ticket to a selected customer by entering the ticket number.
The interface to Rapidmail is located in Export of data. If this has been installed by Waldhart Software the addresses of the contacts displayed can be carried over to Rapidmail to despatch a newsletter or similar.
The following functions are available in the Edit menu:
Set status: This is where an edit status can be set for all the contacts shown. This is selected from the Status list (can be changed under Basic Configuration). The status can be allocated directly in the Customer list sheet tab, Detail in Edit status.
Set Status at selection: Sets the edit status to be selected only for highlighted contacts.
On race list: Sets all the participants displayed into the race list for the Guest race.
Search doublet, Search next doublets and Adjust doublets: Is required to search for and merge or clean customer entries, which have been double entered.
Merge as group/family: For all highlighted customers records whether they are members of the same group. If one member of the group is now accessed in Sales, all the other members are also displayed (depends on the Setting).
Show group/family: Lists all the customers, who are members of the selected group/family.
Dissolve group/family: Removes the group/family recorded for all the highlighted customers and all those associated with them.
Remove participants from group/family: Affects only the selected participants. The group/family remains as a group, but the selected customer is removed from the group.
Select all: Selects all customers displayed.
Select – Full address available / e-mail address available / Mobile Phone no. available: Using the Select function ensures that the customers, whose data sets have been selected, will have a complete address, e-mail address or mobile telephone number.
There are various ways of searching for participants. The simplest and quickest is Quick search F5 . This can be triggered via the symbol in the list of symbols or via the Search menu.
This can be used to find names or part of a name. All the participants, who contain the text sought in their surname or first name, are listed. If the search is unsuccessful, an empty list is displayed. If search criteria are not entered, all customers are loaded.
Detailed search F6 performs specific searches. This is where a targeted search can be made according to personal criteria or marketing criteria (age limits, date of birth in a given month, courses allocated within a given period, etc.).
External search F7 allows the search to be continued by means of a made-to-order database command. This data base command is usually generated by Waldhart Software Support and made to order for a specific search. A possible query in a file with file ending .sql would be: Select first name, surname, post code, city, address from participant where date of birth > ‘01.01.1980‘
Advanced search F8 allows you to make a detailed customer search according to specific customer details, such as name, address, gender, accommodation, weight, comments or Z number for rental, etc. The lightning icon starts the search based on the details entered.
The Course history is similar to the detailed search in the Journal. This can be used to search for tickets, sales periods, voucher partners, etc.; the result is always displayed as a list of the associated customers. OK starts the search for participants/customers, who have the same characteristics as those entered in the search.
Customer code: This code is the customer ID, which is visible only in the customer base. This search can be used to find a customer by means of the customer ID.
Show foreign key: Opens an information window with all the ID numbers for the selected participants.
Restrict to main contact: Only the main contact for the family/group is shown.
Show History in Journal: Opens the Journal and shows which tickets can be found for the highlighted participants in the Journal.
The Restrict search function makes a search within the lists already displayed possible. Customer entries, which are not displayed, are ignored.
The Extend search function makes it possible to perform more than one search and the results can be combined. To do this, first of all start the first search, then click on the Extend search icon and then it is possible to start another search. If a further search criterion is added, Extend search must be clicked again.
Restrict F10: Restricts the number of contacts displayed to the selected contacts.
Count F9: Shows the number of contacts/data sets displayed.
Print – List creates a list of all the customers displayed with name, address, telephone number and date of birth.
Labels can be used to print out such lists with names and addresses of the selected customers.
A Client Card is printed for all the selected customers. As well as name and ID, a barcode is printed on it.
Course history prints the customer history (Journal entries) of the highlighted customer for a freely definable period of time. All the course print-outs show the course start and finish, as well as the lesson times, the ski instructor and the meeting place.
The Print menu can also be used to generate mail merges for the highlighted customers.
The Communication menu is used to send e-mails and SMS to customers and to allow customers to be telephoned. Correspondence writes all the correspondence and can be accessed for the highlighted customers.
E-mail communication is used for example, to send an information e-mail to all customers displayed. To do this, select Communication – Send e-mail to call up the e-mail window. If a tick is placed against All, the e-mail goes to all the contacts displayed. The salutation recorded is automatically added at the start of the e-mail by Individual salutation. Activating Copy to ski school sends a copy of the e-mail to the e-mail address stored for the ski school. Once the subject and the text have been input, the e-mails can be sent using the lightning icon. If Insert file is used, an attachment can be sent with the e-mail.
SMS are always sent to all contacts displayed. Therefore, the search functions must always be used to restrict the customers to the intended recipients of the SMS message. The SMS – Message window is accessed by using Communication – Send SMS or the blue mobile phone icon. Free text is input into this. The number of characters and SMS thus generated can be seen below the text input. OK brings up a confirmation window and by clicking on Yes or No, confirmation as to whether the messages have been sent successfully is shown.