Contact groups maintenance overview
A contact group may contain any number of contacts (members) that are related to it. For example, a household, a neighbourhood watch committee or a contracting business would all merit the creation of a contact group. Group memberships help the end user to manage interactions with contacts at group level in the most efficient way. For example, communicating with contacts on the status of a repair for a shared asset is made easy using a distribution list that is compiled directly from their group membership. Similarly, notifying tradesmen on the requirements for an upcoming repair can best be achieved via the contact group. There is no limit to the number of contacts that can be assigned membership to a contact group; the only requirements are that at least one member is allocated Head of group status and the same or alternative member allocated Responsible status. There are numerous fields that can be stored against each contact group and these are combined into logical data tabs. A summary of these data tabs is outlined below:
Field |
Description |
Details |
The group name, group type (e.g. a household, a committee, a contractor, etc.), cultural diversity and contextual comments are all stored in this tab. |
Addresses |
This tab holds a list of addresses that are associated with the group along with the categorisation of these addresses. Any number of addresses can be maintained on the system such as the 'main' or 'forwarding' address, along with the type of property and the tenure (i.e. the financial arrangements under which contacts have the right to live there). |
Members |
This tab lists all group members, and denotes which member is the head of the group plus those that have group responsibility status. In addition, the relationship between each group member is also captured (e.g. Husband, Wife, etc.). |
Security |
For certain interactions with groups it may be necessary or prudent to assign a password. For example, a password may be issued to a group in order to support routine visits from contractors, specifically to authenticate their credentials. |
Hierarchy |
A group can be established as a parent or child of another. This tab stores the relationship of the group relative to others. |
Alerts |
Any number of alerts can be set to notify the end user about information pertinent to the group. |
See related topics...