To see contact records for people, click View>People from the menu.
Contact records for people are show in a familiar business-card format. Around the outside of the business card are a number of icons. These icons provide access to important functions to do with the person; for example sending them an email, making a note of a phone call and so on.
The image below shows and example of a person card.
The full list of operations is as follows:
When editing, or creating a new contact record for a person, a substantial number of fields are available. The number and type of these fields will vary from system to system depending on your configuration. But most contact records for People will be as show below.
The contact record is split into a number of tabbed sections:
The Name tab.
This tab contains the primary contact details for a person.
Most fields are self-explanatory but the Sync, New Business and Status fields have more functionality than might seem obvious.
|Synch to My Mobile:||Clicking this checkbox allow HQ to synchronise this person’s record to a Google account and from there to a mobile device (phone, PDA, etc).|
|Create new Business:||If this box is checked then, when the contact is saved, a new Business will be created with the name shown in the Business Name field. The new (or edited) contact will also be created and new Business and the new Person will be linked together.|
|Status:||The options in the status drop-down can be edited by your HQ administrator. Choosing certain options may add an extra tab to the contact record, which contains extra fields. In addition, some options (notably ‘ceasing’ and ‘gone’) cause a ‘rubber stamp’ to be rendered across a business card to make sure the person’s status is clearly known to all.|
The Phone and Email tab.
Most field are self-explanatory but the autolinking checkbox is a useful feature to understand.
Checking the ‘autolink incoming emails’ box tells HQ to automatically associate appropriate incoming emails with this person. This happens if an incoming email and this person have an identical email address. Once this association has been made, then subsequent emails are added to the history for this person, the same can also be done with emails that are sent from HQ to this person by checking the ‘autolink outgoing email’ box.
More details about autolinking can be found here.
The Address tab
The Address fields are used elsewhere in HQ to create labels, address letters and provide mapping information so their accuracy is important.
Like all textual information is HQ, address field are text-indexed making searches for any word in the address extremely fast.
The Categories tab
Categories are used extensively in HQ and are an extremely powerful way of subdividing People into groups.
Any Person can have none, one or many categories associated with them. You can find out more about categories in HQ here.
To add a new category to the categories list, type the new category name and click “Add Category”.
Categories can only be removed by the Administrator.
To associate a person with one or many categories, simply click the checkboxes alongside the relevant category names.
Similarly to remove a category from a Person, simply uncheck the relevant category and click “Save”.
The Businesses tab
Each Person in HQ can be associated with any number of businesses.
To associate a person with a business, simply type-in part of the name of the business into the Find box. HQ will look for all possible matches and put them in the “Possible Links” box. If any of these is appropriate then click the right arrow alongside the business to move it into the “Selected Links” box.
This operation can be repeated as many times as you wish to associate any number of businesses with this Person.
To remove an association, click the X icon alongside the relevant business.
The associations between this Person and the selected businesses will be saved when the Person’s record is saved (i.e. when you click the “Save” button”).
The Notes and Files tab
Notes: This is simply a convenient location to store extra notes about this Person – remembering that these notes will be text-indexed, making them very easy and fast to search for.
Location: This can either be a convenient place to remember where files are stored on your PC or server or, after installing an optional extra program called “HQI extensions” is a way of popping-up a Windows File Manager window already opened at the location where these files are stored.
Accountancy Extensions for People
If the Accountancy module is enabled and the status is set to customer a number of extra tabs will be displayed.
The Services tab.
The services that you provide for this person.
The services displayed is dependant on what modules you have installed on your system.
The following services must be checked in order to run their respective automated jobs:
- Personal Tax
The Tax & NI tab
This contains the details relating to Tax and National Insurance.