Contact Management

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Contacts refer to each person that has been stored in your aXcelerate system. Each person in aXcelerate will have a Contact Record that will contain all of their personal and enrolment information. A Contact Record must be created for each person that you wish to interact with in aXcelerate.

Create a contact

When creating a contact, you will be shown a form to fill out all of the student's relevant personal details. You can update a contact profile at any point after creation.

Contacts

 

Add New Contact

  1. Set the contact's Given Name or Surname
  2. Assign the contact an Email address
  3. Fill out any further relevant information relating to the student
  4. Click Submit
 

Tip: Contacts can be created from a multitude of areas in the system when performing tasks that may require the creation of a new contact.

 

Note: At a minimum, a contact must contain a given name OR surname.

Search contacts

You can search and filter contacts in your system by a range of personal and enrolment related parameters. By default, you will be searching based off of personal information.

Once you have conducted your search, you can view a Contact Record by clicking the contact's name or selecting the Update icon.

Contact search requires a minimum of 2 characters to search. For performance reasons, the search will only display the first 200 relevant results. 

Contacts

 

Search Contacts

  1. Select the type of contact information you would like to Search By
  2. Enter the parameters of your search
  3. Set which fields you would like to display in your search results
  4. Click Submit
 

Tip: There is a search tool in the main menu which allows you to quickly search for contacts in the system from any page.

 

Note: To search inactive contacts deselect "Exclude inactive contacts" from the display filter options.

Update contact details

A contact's details can be updated from their Contact Record.

  1. View a Contact Record
  2. Select the Update tab
  3. Edit the contact's personal information
  4. Click Submit
 

Tip: Contact Records are accessible by using the Contact Search function or clicking on a contact's name when a hyperlink is present.

Deactivate a Contact

If you would like to remove a Contact from the system you can deactivate them. This will stop the Contact from appearing in any searches within the system. The record will still exist in the system and will still be linked to enrolment and finance records, but the Contact should not affect any new data entered in your account.

  1. View a Contact Profile
  2. Hover over Actions
  3. Click Deactivate Contact
 

Tip: You cannot delete Contacts that are linked to an active administrator User. Linked administrator User accounts must be deactivated or deleted before the linked Contact can be deactivated. If a contact linked to a Student User role is deactivated, the User record will also be deactivated.

 

Note: Once a Contact has been deactivated, the contact can be deleted from the Contact Action Menu if they are not linked to any existing enrolment, user or finance records in your account. You can search for deactivated contacts in your account by going to the Search Contacts page and disabling the option to 'Exclude inactive contacts' which is enabled by default.

 

Warning: Deactivating a Contact will not affect any existing training or finance records of the contact. You will need to individually update any records linked to the contact as required.

Delete a Contact

Once a Contact has been deactivated, it can be deleted and removed from the system completely if they are not linked to any other records in the system. Contacts that have enrolments, finance data, submitted assessments, uploaded documents or contact notes cannot be deleted. You may wish to instead Merge the contact with another, or leave the contact as deactivated.

  1. Deactivate a Contact or Search for a Deactivated Contact
  2. Hover over Actions
  3. Click Delete Contact
  4. Click OK to confirm deletion
 

Tip: If you have deleted a contact accidentally and this contact was in your system prior to our Staging refresh (1st of every month) this record will still exist in your staging account. This will allow you to manually copy the data back into your live account from the data in your staging environment.

 

Note: If the contact is linked to any Enrolment, User or Finance records in your account, they will be unable to be deleted.

 

Warning: This action will permanently remove the Contact from the system and cannot be undone.

Reactivate a Contact

Once a Contact has been deactivated, they can be reactivated. this

  1. View the Contact Profile of a deactivated Contact
  2. Hover over Actions
  3. Click Reactivate Contact
 

Tip: You can search for deactivated contacts in your account by going to the Search Contacts page and disabling the option to 'Exclude inactive contacts' which is enabled by default.

 

Note: Reactivating a Contact will not activate the linked user record if one exists. No other records in the system besides the Contact should be affected by reactivating a Contact.

Merge duplicate contacts

The Merge Duplicates function allows users to combine duplicate Contact Records that exist in aXcelerate. The contacts shown on the Merge Duplicates page will be those who share a given name and surname with at least one other contact in the system.

Contacts

 

Merge Duplicates

  1. Click the Checkbox next to the contacts that you would like to merge
  2. Click Merge Selected
  3. Choose the details you wish to keep
  4. Click Merge Contacts
 

Tip: The fields at the top of the list allow control over which contacts are shown as duplicates. You can select whether duplicates need to be active and require a matching email address, USI and date of birth. The Active Contacts Only, Match DOB and Match Email Address settings will be selected by default.

Create a contact note

Notes are able to be created against a contact record containing a message and attachments. The note can also be emailed to the contact.

  1. View a Contact Record
  2. Click Add Note
  3. Select the Note Type
  4. Enter the content of the note
  5. Click Add Note
 

Tip: A follow-up task can be created for the note by ticking the corresponding checkbox when creating the note.

Update a contact note

  1. View a Contact Record
  2. Click the Update icon next to a contact note
  3. Edit the note as required
  4. Click Submit
 

Note: System generated notes are not able to be edited or deleted.

Delete a contact note

  1. View a Contact Record
  2. Click the Delete icon next to a contact note
  3. Click Ok when prompted to confirm the deletion
 

Note: System generated notes are not able to be edited or deleted.

Create a contact category

Contact Categories allow contacts in your system to be grouped. Reports, Workflows and other actions can then be triggered for all contacts of a particular category.

Settings

 

Contact Categories

  1. Input a Category Code
  2. Set a Category Descriptor
  3. Set whether the category will be Active
  4. Click Submit

Update a contact category

Settings

 

Contact Categories

  1. Search for a Contact Category
  2. Click the Update icon
  3. Make changes to the category as needed
  4. Click Submit

Delete a contact category

Settings

 

Contact Categories

  1. Search for a Contact Category
  2. Click the Delete icon
  3. Click Ok when prompted to confirm the deletion
 

Tip: Click the Deactivate icon to set a contact as inactive. A category can be re-enabled by selecting the Reactivate icon from the list of inactive categories.

Assign a contact category

  1. View a Contact Record
  2. Under the Important Information area, click Categories.
  3. Assign categories as desired
  4. Click Save
 

Tip: Contact categories can also be updated from the contact add/update form.

Contact actions

The Actions tab on a contact profile allows you to enrol, communicate with or view additional information about the selected contact.

View a Contact Profile

 

Actions

Merge Doc

Send a Merge Document to the selected contact or to a particular merge group.

Enrol in Workshop

Use a booking form to select a Workshop to enrol the contact into.

Enrol in Qualification

Use a booking form to select a Class to enrol the contact into.

Enrol in E-Learning

Enrol a contact in a standalone e-learning course.

Enrol in an Assessment

Enrol a student in a standalone assessment. The Assessment Engine will need to be enabled in your account before this option will be available.

Finance

View a summary of all financial information for the selected contact. Invoices and payments are also able to be created from the Finance Summary.

Template

Send a template to the selected contact.

Academic Record

View and print the Academic Record of the selected contact.

Calendar

Navigate to the calendar and show all events the selected contact is linked to.

Update Contact Message

Set the Contact Message that appears as a banner at the top of the contact profile. This message is useful for any important notes admin users need to be aware of in relation to the contact. You can enable the Show as Pop-up option to set the Contact Message to appear in a modal each time the Contact's profile is viewed.

Create as User/Update User Profile

Create the contact as a user in the system. If the contact already exists as a user in the system the option will instead allow you to update the user profile.

Launch as Learner

Launch as Learner allows Administrator and Trainer users to impersonate Learner users in the Learner Portal. This can be useful for troubleshooting potential issues, and helping to guide the Learner by seeing the same thing they are. For more information on this action, click here.

Update USI Creation Data

Generate a USI for the contact. You will need to supply basic personal information for the contact before USI creation can occur.

Delete

Delete the contact. This will only be possible if the student does not have associated enrolments, contact notes or financial information against their profile.

 

Note: If any of the actions are greyed-out you may not have the correct User Permissions to be able to perform the action.

Add a contact photo

  1. View a Contact Record
  2. Click the Contact Photo icon next to the contact's name
  3. Click Choose File
  4. Use the file browser to select an image
  5. Click Upload Photo
 

Tip: Contact Photos can be displayed in issued certificates and statement of attainments. Please refer to our Certificate Builder help article for further information.

 

Note: The 'Contact Record Photos' setting must be enabled from the Additional Options tab of your System Settings before Contact Photos can be added. The image that is used must be in the selected format and be no greater than 30KB.

Contact Management Webinar

This webinar demonstrates:

  • Adding a Contact
  • Updating a Contact
  • Recording VET information
  • Adding an Organisation
  • Updating an Organisation
  • Finance & RTO Contact
  • General Settings

Contact Categories Webinar

This webinar demonstrates:

  • Uses of Contact Categories
  • Creating Contact Categories
  • Applying Contact Categories to a Contact
  • Updating Contact Categories

Contact Management FAQs

Q.

Can I recover information from a merged contact?

A.

Unfortunately once a contact has been merged, all redundant data is removed from the database

Q.

How can I delete a contact from my aXcelerate system?

A.

Instead of deleting contacts, we recommend deactivating them. You can read how to do this here: Deactivate a Contact. Contacts can be deleted once they are deactivated, provided they do not have any associated records which must be retained for data integrity reasons. These records include Financial, Enrolment, User or Log entry records. 

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