Layout Guide Of Your BridalTrack Database
BridalTrack is a comprehensive system for managing all of your wedding's correspondence. Save The Date Notices, Invitations, RSVP Responses, Thank You Notes and Announcements, are all simplified by using BridalTrack.
This guide describes how each page and section of your BridalTrack Database functions. Page by page, section by section it breaks down and demonstrates all the features. It is an overview and blueprint of how BridalTrack is laid out. For instructions on using it accomplish a specific task, please see the BridalTrack User's Manual which describes how the entire system works together to assist you.
If you do not have a BridalTrack database set up for your wedding, you can Sign up for an account and see how simple it is to use. Then, you can sign in and follow along with this guide. Because you are not currently signed, you will not be able to view the pages and sections detailed below.
This guide breaks down the BridalTrack Database into 9 sections:
| 1. BridalTrack Header | 6. Contact's Data Page |
All of the above listed sections of BridalTrack are easily and intuitively accessible while working with your database. In fact, when you sign in to your database and view the Control Center Page, you will see that BridalTrack is set up to guide you through the entire process.
Again, this guide is just a map for how your BridalTrack Database is laid out. For complete instructions of how to accomplish each step and task involved with your wedding's correspondence, please view the BridalTrack User's Manual. That guide will show you how all the parts work seamlessly together.
BridalTrack Header
Atop every BridalTrack page is the header which is comprised of the logo, the page title, a set of orange database links and below those, a toolbar. The main function of the header is to act as a menu system, allowing easy access to all the pages and functions of your BridalTrack Database.
Example of The BridalTrack Header
Click To View Full Size
Because you are not currently signed on to your BridalTrack Database, the header that is explained below is not the one being displayed atop this page. You can use the 'Sign On' link in the current header to log in to your database to have the full BridalTrack header loaded. If you do not have a BridalTrack Database set up for your wedding, you can Sign up for an account and see how simple it is to use.
The BridalTrack Header that appears when you are signed onto your BridalTrack Database is comprised of 4 main elements, each with its own function. Together, all the elements of the header allow you to be within one click of accomplishing anything you need to with your BridalTrack Database. Those elements are:
|
1. BridalTrack Logo
2. Page Title |
3. Database Links |
BridalTrack Logo
The logo is displayed in the upper left-hand corner of every page. It acts as a reminder as to which site you are on, as well as a link to the main page of the site.
BridalTrack Header, Logo
While the main page contains no specific information about your database, it can be a handy way to find the main entrance to BridalTrack.
Page Title
Just below the logo is the title of the page that is being displayed. On this page it says "Layout Guide". This allows you to know exactly where you are within BridalTrack.
BridalTrack Header, Page Title
Also, when you are viewing a page within your database that is detailed in this guide, it acts as a link to help for that page. For example, if you are on the Search Results Page of your database and need help with how it operates, you would simply click on the page title (which would say "Search Results") and a browser window would open and show you page 7 of this guide.
Database Links
Along the top of the header, in an orange font, are links to the key pages of your BridalTrack Database. These allow you to quickly open any page of your database you might need to accomplish whatever task you are working on.
BridalTrack Header, Database Links
The first link takes you to the main page of the guide section. From there you can research every aspect of managing your wedding's correspondence. The other three links that appear when you are signed on to your BridalTrack Database are pages that are detailed within this guide. They all enable you to perform key functions of your database. For more information on a specific Database link that appears in the BridalTrack header, see the page of this guide that details it.
BridalTrack Toolbar
Beneath the Database links, comprised of two blue boxes each accompanied by a button, is the database toolbar. This section of the header allows you to search your database, view your account details, and log off from it.
BridalTrack Header, Toolbar
The dark blue area furthest to the left is an input box where you can enter contact data and search your database. Here you can type in either part of a contact's last name or the reference number BridalTrack assigned them. When you click the "Find Contact" button beside it, BridalTrack searches through all your contacts to find the ones that match your criteria.
If only 1 match is found, you are taken to their Contact's Data Page. If no matches or multiple matches are found, you will be taken to the Search Results Page that will allow you to search again or pick the exact contact you want from a list. For more information on how either of those pages work, click on the previous links to be taken to the page of this guide that details them.
The item just to the right of the "Find Contact" button is a blue area that displays the name on the account to which you are logged. That blue box also acts as a link to the My Account Data Page. There you can update and change information about your account like the wedding date, contact information or any data gathered when you first set up your database.
The last item of the toolbar, is the "Log Off" button which ends your database session. It works by essentially removing the log in information from both the BridalTrack Server and your browser. The same effect can be accomplished by simply closing the browser window completely. Once logged off, to view your database you will need to re-enter your account name and password.
Control Center Page
Every task and step you need to accomplish with your BridalTrack Database can be accessed from your Database Control Center. In fact, not only is every function accessible from here, it breaks down and walks you through the entire process of managing your wedding correspondence step by step.
Example of Database Control Center Page
Click To View Full Size
There are 8 distinct sections on the Database Control Center: the Menu Column on the page's left , the System Message area atop the page when necessary and the six step sections in the main section of the page. The System Message area is an orange box that spans the main section of the page and appears when needed. It notifies you about issues with your database like nearing expiration dates, maintenance issues, and any other important messages that deal with the system itself.
The first System Message you will see is displayed immediately after registering your account and being directed to the Database Control Center for the first time. It simply welcomes you to the site and gives you advice on where to find specific help for using your database. After that initial sign on, you will no longer see that System Message and will only see those messages that notify you about issues with your account or the site.
Menu Column
Along the left side of Database Control Center page is a dark blue column that provides many useful features that will assist you in using your database effeciently. The top of that column is a section titled "Database Steps". It lists each of the six steps involved with using BridalTrack to manage your wedding's correspondence. Each one also acts as a link to its related step section in the main section of the Database Control Center page. Those sections and how they operate are explained in greater detail below.
Control Center Menu Column, Database Steps
At the bottom of the "Database Steps" section is a link that will open up the BridalTrack User's Manual. Each page of that guide is dedicated to one of those six steps that are listed in that area. Using it will tell you everything you need to know about using your BridalTrack Database for the particular step you are on.
"Account Information" is the title of the second section of the Menu Column and it provides an overview of the limits of your BridalTrack Database. The first item listed is the maximum amount of contacts your database can hold. Beneath that is the date when your account will become inactive. Together, this information allows you to stay apprised of the status of your BridalTrack Database.
Control Center Menu Column, Account Information
When and if you need to extend the activation period or the amount of contacts your database can hold, simply click the link labeled "Upgrade Account". This will take you to the Upgrade Account Page page where you can extend both the size and activation period of your BridalTrack Database. For further information about how that page functions view the previous link.
Also in the "Account Information" section is a link to all of your account information. Clicking this will take you to the My Account Data Page page where you can update and edit the information on your account. It holds your contact data, information about the wedding and all the other data sumbitted when you registered your account.
The last item in the Menu Column is a button that lets you download all of your contact's data. When clicked, the "Export All Contacts" button prompts you to select a location on your computer to save the file that will be created. Simply select a location and a comma delimited text file will be saved to your computer that contains all of the information you have entered into your BridalTrack Database.
Control Center Menu Column, Export All Contacts
For more information about this extraction method please see the Data Extraction Guide. It details how to use this file and gives an example of what it looks like. If you prefer to extract your data in a different format, see the View List Page page which enables you to do that as well as filter your entire list based on criteria you input.
Step Sections
In the main, white area of the Database Control Center are the six step sections that walk you through every step involved with managing your wedding's correspondence. Each step is formatted similarly:
General layout of a step section on the Database Control Center
- Above each box is the name and number of the step. It also acts as a link to the page of theBridalTrack User's Manual that details how to accomplish that step.
- In the dark blue section just underneath the step number and name is the timeframe for when the step should be completed. The dates listed are completely dependent on the date you entered for the wedding. So if the wedding date is incorrect, then all those dates will reflect that error as well.
- In the blue section below the timeframe, is a summary of what needs to be accomplished in that step and a quick explanation of how to do it.
- Within that main blue section, below the summary, is a dark blue box that contains a button or link that is integral to completing the step.
- Off to the right of the box are any totals of your database that are relevant to that step. This allows you to know exactly how many contacts you will be working with in that section.
- The number of the total also acts as a link to the View List Page showing just those contacts. For example, when you click on the number to the right of "Invited Guests:" in Step 3: Send Invitations, you will be taken to everyone who you designated to send an invitation
Again, the above example demonstrates the general layout of the step sections of the My Account Page. For specific instructions and a step by step guide for each of those sections, please see the BridalTrack User's Manual. It will explain each and every one of those in great detail and walk you through the entire process of managing your wedding's correspondence.
Add Contacts Page
As with building a house, the most important part of managing your wedding's correspondence is to lay a good foundation. That foundation is built by properly entering your contacts. The Add Contacts Page not only allows you to quickly enter your data, it ensures that you do it properly and efficiently.
Example of Add Contacts Page
Click To View Full Size
To streamline data entry, the Add Contacts Page is set up to handle the entry of up to 8 similar contacts at once. What that means is that up to 8 contacts who will receive the same materials (i.e Invitation, Announcement) and have similar affiliations (i.e. know the bride, know the groom) can be entered as a batch. If however, you prefer to enter one contact at a time you can use the View List Page.
For more information on grouping your data into batches and complete instructions on adding contacts to your BridalTrack Database, please see that section of the BridalTrack User's Manual. This guide's focus is on how the Add Contacts Page is set up and functions. The other guide would be a better source for comprehensive data entry instructions.
To maximize the amount of contacts that can be entered at once and minimize the amount of data entry necessary, the Add Contacts Page is divided into 3 sections. These sections work together, allowing you to group your contacts into batches and process all the batches together. This method simplifies the work you have to do and ensures that your data is entered properly.
Add Contacts Page, Section 1
At the top left of the Add Contacts Page is a blue box labeled "Section 1". This is where you will set all the overriding information about the batch of contacts you are entering. If you are entering all the people who know the groom and will receive an invitation and Save The Date Notice you will select "Invitation" in the "Will Receive:" field, check the "Save The Date:" box, and select "Groom" in the "Affiliation:" field.
This allows you to avoid re-entering all that data each time for each contact. By batching your contact's together by what the data in Section 1 will say, you are able to eliminate needless data entry and make the process of adding contacts to your database more effecient.
Add Contacts Page, Section 2
To the right of Section 1 is a similar blue box titled "Section 2". This area requires no input from you and is simply a check against errors. It works by putting into words how your contacts will be entered into your database based on the data you input in Section 1. All you need to do is verify that the statement is accurate.
If the statement generated in Section 2 does not accurately reflect the way you would like your batch of contacts entered, you can manipulate it by editing the inputs of Section 1. The statement is generated based on the data in Section 1, so all you have to do to change it is change the data in Section 1. As you make your changes, the statement will automatically update to reflect the new data.
Add Contacts Page, Section 3
Click To View Full Size
Immediately below the first two sections, taking up the bulk of the of the Add Contacts Page, is Section 3. The actual data entry of your contact's information is done here. This section itself can be further broken down into its three areas: "1st Person's Data", "2nd Person's Data", and "Mailing Data". Every column of data in each section is labeled and the data each field contains is very straight forward.
The area labeled "1st Person's Data" holds the name of the main person on the contact record. For contacts that do not have a significant other, this will be the only name on the record. Simply select the correct title for the person, enter their first and last name and this area is complete.
The next area, "2nd Person's Data" is optional and can be left blank if there is only one name associated with the contact. The fields of this section are identical to the "1st Person's Data" area: title, first name and last name.
"Mailing Data" denotes the area that will hold the complete mailing address of the contact. It contains fields for the contact's street address, city, state and zip code. Because BridalTrack is a correspondence database all the fields in the "Mailing Data" area are required.
Submitting The Contacts
Beneath the three sections of the form is a button labeled "Add Contacts" that will save the contacts information to your database. After you have entered all the data and Section 2 accurately denotes how you want your data saved to your database, click the "Add Contacts" button. The page will validate your data, save all valid contacts, reload itself, denote what actions occured and reset the form to accept more of your contacts.
Add Contacts Button
If some of the contacts you submitted had invalid data then a message will be displayed atop the reloaded page. It will tell you that not all of the contacts you submitted were saved to your database. When this occurs the data you submitted will be loaded back into Section 3 for you to correct and resubmit.
The entire row will be highlighted in orange and the specific field holding the invalid data will have a blue input area. To correct the data, simply type in the correct information. Once corrected, you can click the "Add Contacts" button, and your data will be processed. The most common errors when submitting data is omitting fields that are required (i.e. 1st person's last name, zip code, etc.).
Everytime the page reloads it is ready to accept new data. Even when errors have be reloaded to correct, you can still fill in the blank rows with contact's data. The key though, is to make sure that any rows you want added to your database are added correctly with the data in Section 1. Do this by always verifying that the statement in Section 2 accurately reflects how you want your contacts entered.
Contact Entry Page
This page is laid out very similarly to the Contact's Data Page which displays data for contacts you have already entered. The Contact Entry Page however, has no data in its fields. This allows you to enter a contact's data, click the "Add Contact" button and add them to your database.If at a later time you need to edit the information for a contact, then the Contact's Data Page would be where you could accomplish that. For instructions on how that page works, click one of the previous links to be taken to the page of this guide that details it.
Example of Contact Entry Page
Click To View Full Size
The Contact Entry Page allows you to accomplish the same thing as the Add Contacts Page, but only one contact at a time. While it is less effecient, it does allow you more flexibility about the data you enter for your contacts. This page allows you to access and enter more of the data that BridalTrack is capable of holding for a contact. These additional fields will be explained later on this page.
This page of BridalTrack is divided into four sections, each one holding different data about the contact you are entering. Those sections are:
| 1. Name(s) Section | 3. Designations Section |
Name(s) Section
This area is where you will enter the names and title for the people who are on this contact record. There are two identical areas within the Name(s) Section to hold 2 different contact names. This allows you to enter a couple's data on the same record and treat them as one unique contact.
Contact Entry Page, Name(s) Section
This does not mean that data is required in both of those areas. Only the top name fields are required. So, when you are inputting a single contact, simply enter that name in the top input fields and leave the bottom fields blank. BridalTrack will recognize this and save your contact appropriately.
If you do not put a first and last name in the top name area, then the contact will not be entered. Instead the Contact Entry Page will reload, display a message notifying you of the failure, and highlight in orange the required field that you left blank. This is true for any required fields or invalid data submitted anywhere on the Contact Entry Page: The page will reload and a orange label will denote the field that caused it to fail.
Address Section
Here is where every element of a contact's address is entered. Because your BridalTrack Database is focused on managing correspondence, every field in this section is required. This ensures that you have a valid way of corresponding with the contact.
Contact Entry Page, Address Section
Every field in this section is very straight-forward. Be sure to enter the street address of your contact, their city, select their state's postal abbreviation from the list and then enter their zip code. If any fields are left blank, then the page will reload, notify you that the insertion into your database failed, and highlight the offending fields in orange.
Designations Section
This section is where you will set all the information that describes what type of contact they are. You select what pieces of wedding correspondence they will receive, how they are known to the bridal party and any other relevant information that might be helpful to know about them.
Contact Entry Page, Designations Section
First select what they should receive from you to notify them about your wedding in the "Will Receive:" field. If they are to be invited to the wedding you would select "Invitation", if they are just to receive an announcement then you would select that option. If you are unsure about what you want them to receive then you can choose "Undecided" and return to this item at a later time.
Beneath that field is the "Save The Date:" check box. Marking this box will designate the contact to receive a Save The Date Notice. For additional information on all those pieces (Invitation, Announcement and Save The Date Notices) see the BridalTrack Overview Of Pieces. To learn more about how making these designations now will allow your BridalTrack Database to help you perform the actions necessary to manage your wedding's correspondence, see the BridalTrack User's Manual.
The "Affiliation" field assists you by keeping track of how the contacts are known to the bridal party. The two options for this field are "Bride" and "Groom". Be sure to select the one with which the contact is affiliated. Then, if any questions arise about this guest later on, you will know who to ask.
The last field of this section is a catch-all area called "Notes:". It simply is a space for you to enter any additional information that you think is important to associate with the contact. This allows you to further customize your BridalTrack Database by storing any data with your contacts that BridalTrack has not specifically set up.
Elements To Track Section
If you have yet to send any correspondence to your contacts notifying them about your wedding, then most likely, you will not need to enter any data into this section. All of the fields here are used in an on-going manner, capturing information about your contacts when they communicate back to you. Therefore, most likely, this data will not be entered with the contact, but edited on the Contact's Data Page later on.
Contact Entry Page, Elements To Track Section
The first field is "RSVP Status:" which holds how the contact responded to their invitation. Now, if you did not send them an invitation then this field will not apply and you should leave the default value of "No Response" in it. Also, since BridalTrack is the source you will be using to send out your invitations, then logically, any contact you enter via this page probably hasn't even had an invitation sent to them yet. Therefore, "No Response" should be the value in that field even when you do designate the contact to receive one.
If a situation does arise where you have to change the data in this field here are the other values that are applicable to it. "Accepted" denotes that the contact returned their RSVP card from their invitation and said they would be attending. "Declined" means that the guest responded and said that they were unable to attend your wedding.
When invitations are returned you will have a better idea of exactly how many people will be attending with them, this information goes in the "Party Size:" field. Most likely it will reflect the number of names in the Name(s) Section of the page. If the RSVP card is returned and the guests' will be bring their 3 children, then this increase should be noted in the "Party Size:" field by putting "5" in it.
"Gift Given:" holds the information about what the contact gave you as a wedding gift and "Sent Thank You:" lets you know if you sent the contact a Thank You Note for it. Together, these fields allow you to effeciently stay on top of the gifts you receive and the Thank You Notes you need to send for them. For specific instructions on using BridalTrack to keep on top of your gifts and Thank You Notes, see the BridalTrack User's Manual.
Submitting The Data
After entering all your contact's information into the sections of the Contact Entry Page, click the "Add Contacts" button and your BridalTrack Database will process the data. It first validates all your data checking to make sure nothing is in error and all the required fields have data.
Contact Entry Page, Add Contact Button
If all the data is valid it saves the contact to your database and reloads the page. A message will appear atop it telling you that the contact was added and that the form is ready to accept another set of data. To enter another contact in this manner simply repeat the process described above.
Again, if you submit a contact with invalid data or missing certain required fields, they will not be added. Instead their information will reappear in the page with orange labels highlighting the fields that caused the failure. In these instances all you have to do is correct the data and resubmit it.
View List Page
Whenever you need to work with your list as a whole, or just parts of it that meet certain criteria, this page makes getting to that data very easy. It is laid out in a very straight-forward manner that allows you to accomplish complex tasks very simply.The View List Page's main purpose is to allow you to retreive the data of specific contacts who share similar characteristics. Once a list is being shown you can easily view the Contact's Data Page of each individual contact on the list or you can export that entire list in one of the manners detailed in the Data Extraction Guide.
Example of View List Page
Click To View Full Size
All of the features and functions of the View List Page are detailed below. Because it has so many capabilities, the best way to explain it is to break the page down into its five main areas:
| 1. List Summary Area | 4. Export List Area |
List Summary Area
This area appears at the top of the page and generally explains what list you are viewing. It is essentially a paragraph that tells you how many contacts are appearing on the page and if your list is being filtered with criteria. This quickly lets you know if you are viewing your entire list or a sub-list.
Its purpose is to act as a reminder of what you are viewing. As will be explained below, when you apply criteria in the Set Criteria Area and click the "Generate List" button, the View List Page will reload and show just the contacts that met the criteria you entered. The List Summary Area will provide you with the total size of that sub-list.
Current Criteria Area
This lets you know the exact criteria that is being applied to your list to generate all the rows of contacts that appear in the Contact Listing Area. Whenever you filter your list to create a sub-list of all contacts who meet certain criteria, this area will display the criteria that is currently being used to generate the list shown.
View List Page, Current Criteria Area
In a dark blue box just under the List Summary Area there are 6 criteria. Underneath each of those are the values that are being applied to each field. Each criterion has its own ranges of values, but when it is not being used, the value it will have is "All" and appear in a gray box beneath the criterion label. This simply means all values are being shown for that field and not a particular one.
When the value of a criterion is being used, its value will be highlighted in an orange box. This helps you quickly identify which fields are being used to filter your data and what the exact values are. This way you know specifically what sub-list of your BridalTrack Database you are viewing.
For more information on the values each criterion can have please see the Set Criteria Area. Not only will that area better explain the values, it will walk you through actually setting the criteria and generating sub-lists using the View List Page.
Contact Listing Area
Most likely, the bulk of the View List Page will consist of rows of your contacts. Alternating between blue and white, each row holds key pieces of data from one of your contacts. At the far left of each row is a link to view their Contact's Data Page where you can view all of their data.
View List Page, Contact Listing Area
Atop each column of data is a heading that describes the data beneath it. Additionally, each column heading acts as a sorting link. For example, the fourth field is a listing of the contact's city and state and has two corresponding column headings. If you were to click on the one labeled "State" the page would reload with the same list or sub-list you are viewing and alphabetize the list in ascending order by the state the contacts lived in. Which means all the Alaska contacts would be listed first, followed by those in Alabama, all the way to the contacts in Wyoming.
Clicking on any of the column headings will reload the View List Page and put the column you clicked on in ascending order. This makes searching through your list a little easier and helps you organize your data in the way that is most helpful to you. By default, the page will load and put the "Ref #" field in ascending order.
Export List Area
Besides just viewing, filtering and ordering your list, the View List Page provides many ways for you to get your data out of your BridalTrack Database. Once you are viewing a list or sub-list you can create mailing labels, reports, and data files with one click of your mouse.
View List Page, Export List Area
Beneath all of the rows of contacts is a blue box that allows you to select an extraction method for the list and a button to click to extract it. For more information on the specifics of each extraction option please see the Data Extraction Guide.
When you do extract your data, it will be extracted with the parameters you have set up to view it. That is, all the criteria you have filtered it with will be passed on to the extraction option as well as the sort order you chose. So, if you are looking at the list of all your contacts who received a Save The Date Notice ordered by the City they live in, then the extraction option you choose would hold those parameters for your data as well.
Set Criteria Area
At the bottom of the page is where you can filter your list and generate a sub-list of only the contacts that meet the criteria you input. All that you need to do is select values for the critera fields, verify that the list to be returned is the list you desire and click a button.
View List Page, Set Criteria Area
The input portion of this area is almost identical to the Current Criteria Area. Here though, instead of the values appearing in a gray or orange box, they are white select boxes that you can set the value in. Each box has all the values the criterion listed above it can be. To set the value, simply select it from the drop-down. If you do not want to specify an exact value for that criterion, make sure its value is "All".
Listed below are descriptions of each criterion and all the values to which each can be set:
As you set the criteria in the dark blue box, the statement in the light blue box below it will automatically update to reflect the values you select. This part of the Set Criteria Area puts into words the sub-list you will be viewing when you submit your criteria to be applied against your database. This lets you verify that you will be getting exactly the contacts you want.
All you need to do is read the sentence created and make sure it reflects the list you want to view. If it doesn't, change the criteria above until the statement is correct. When it does, click the "Generate List" button and the View List Page will apply the criteria you submitted to your database and reload itself to show just those contacts.
To reset the values in all the criteria boxes to "All", click the orange link in the bottom right corner of the light blue box that says "Reset Criteria". This will clear out any values you have set. If you were to click the "Generate List" button after reseting the criteria you would not apply any criteria to your list so when the page reloaded you would view your entire list.
Contact's Data Page
This page of your BridalTrack Database shows all the data you have entered for a specific contact. It can be reached in a variety of ways and is where you will come when you need to update and track information with your contacts.
Example of Contact's Data Page
Click To View Full Size
The Contact's Data Page is laid out in an easy to use manner and contains a wealth of information for each contact. With it you can look up a contact's address, view the proper spelling of their names, track RSVP responses and gifts, add notes to their record and perform a variety of other functions.
It is made up of these sections:
| 1. Name(s) Section | 5. Mailing Periods Section |
In the first four sections, each piece of data you have entered is displayed in an input box. This allows you to easily change, update and remove data for each contact. When data is omitted or entered incorrectly the Contact's Data Page will highlight that incorrect data with an orange label. This helps draw your attention to pieces of information that you may need to enter for the contact.
Name(s) Section
This area holds the names and titles for the people who are on the contact record . There are two identical areas within the Name(s) Section to hold 2 different contact names. This allows you to treat a couple as one unique contact.
Contact's Data Page, Name(s) Section
The very first piece of data in the Name(s) Section is the "Reference #:". The sole purpose of that number is to uniquely identify that contact within your database. This piece of data is set by BridalTrack and cannot be changed. It is simply a tool to use to reference contacts quickly.
Next are two identical name areas. Each has a drop down to select a title from, an input field for the first name and an input field for the last name. Only the first set of fields are required. So, when you are viewing a contact with a single name associated to it, the bottom set of fields will be blank.
The first and last name fields of the top area cannot be blank. If they are, then the labels for those inputs will appear in orange and the data you tried to delete will be reloaded into them. You will not be able to remove the names in the top area by simplying removing them from the input areas. If you want to delete the record entirely, please see the Contact Deletion Section.
Address Section
Here is where every element of a contact's address is displayed. Because your BridalTrack Database is focused on managing correspondence, every field in this section is required. This ensures that you have a valid way of corresponding with the contact.
Contact's Data Page, Address Section
Every field in this section is very straight-forward and represents a piece of data that will appear on an envelope to the contact. If any fields are blank or a zip code is improperly formated, then the page will highlight that field's label in orange for you to correct.
Elements To Track Section
All of the fields here are used in an on-going manner, capturing information about your contacts when they communicate back to you. Therefore, this section is the one you will most frequently work with on the Contact's Data Page.
Contact's Data Page, Elements To Track Section
The first field is "RSVP Status:" which holds how the contact responded to their invitation. If you did not designate them to receive an invitation in the Designations Section then this field will not appear on the screen.
By default the value of this field is set to "No Response" which means you have not heard back from them regarding their invitation. When you do, change this field to reflect their response. "Declined" means that the guest responded and said that they will not attend your wedding. "Accepted" means they will be attending.
The "Party Size:" field holds the number of people who will be attending your wedding with your contact. Like the "RSVP Status:" field, it will not appear unless the contact was sent an invitation. Further, it will not be counted in the "Confirmed Attendees Total" on your Control Center Page unless the RSVP Status is "Accepted"
Most likely the "Party Size" will be correct. BridalTrack automatically sets it by determining how many people you have entered for the contact. If the RSVP response card is returned and the guests' will be bring their 3 children, then this increase should be noted in the "Party Size:" field by putting "5" in it.
"Gift Given:" holds the information about what the contact gave you as a wedding gift and "Sent Thank You:" lets you know if you sent the contact a Thank You Note for it. Together, these fields allow you to effeciently stay on top of the gifts you receive and the Thank You Notes you need to send for them. For specific instructions on using BridalTrack to keep on top of your gifts and Thank You Notes, see the BridalTrack User's Manual.
Designations Section
This section holds all the information about how the contact is know to the bridal party and what they are to recieve to notify them about the wedding. Data that is in this section allows your Control Center Page to generate all its totals and provide the lists you need when you need them.
Contact's Data Page, Designations Section
The first field is labeled "Will Recieve:" and holds the main correspondence piece you will send to the contact to notify them of your wedding. "Invitation" or "Announcement" are the main values and correspond to which piece you have designated for the contact to receive. Another possible value for this field is "Undecided" which means you have elected to wait, or place on hold, the decision about what to send the contact.
Beneath that field is the "Save The Date:" check box. A mark in this box designates the contact to receive a Save The Date Notice. For additional information on all those pieces (Invitation, Announcement and Save The Date Notices) see the BridalTrack Overview Of Pieces. To learn more about how these designations allow your BridalTrack Database to help you perform the actions necessary to manage your wedding's correspondence, see the BridalTrack User's Manual.
The "Affiliation" field assists you by keeping track of how the contacts are known to the bridal party. The two options for this field are "Bride" and "Groom". Be sure to select the one with which the contact is affiliated. Then, if any questions arise about this guest later on, you will know who to ask.
The last field of this section is a catch-all area called "Notes:". It simply is a space for you to enter any additional information that you think is important to associate with the contact. This allows you to further customize your BridalTrack Database by storing any data with your contacts that BridalTrack has not specifically set up.
Mailing Periods Section
To help you stay on top of all the steps you must complete to succesfully manage your wedding's correspondence, the Contact's Data Page has a section to tell you when you need to mail certain items for your contacts. Based on what you have designated the contact to receive for your wedding, this section tells you when you should send it to them.
Contact's Data Page, Mailing Periods Section
When the contact's "Will Recieve:" filed is set to "Inivtation" or "Announcement" or the "Save The Date:" box is marked, the Mailing Periods Section will be populated. It calculates and displays when each piece for this contact should be sent based on the wedding date you set up on your account in the My Account Data Page.
This section has no inputs and simply lets you know when you will be sending items to this contact. To learn more about the timeframes recommended for the sending correspondence pieces, see the BridalTrack Overview Of Pieces.
Update Data Button
When you change any data on the page to save it, click the "Update Data" button. The page will validate all the data in all of the fields, make any necessary changes to your database, reload itself and notify you about the success or failure of the operation.
Contact's Data Page, Update Data Button
As described before, when you submit invalid data or omit data from required fields, those fields will not be updated. Instead the form will reload with orange labels highlighting the fields that caused the failure. In these instances all you have to do is correct the data and resubmit it.
When you submit data the top of the page will report the success or failure of the action. If all the data that you submitted was able to be added to your database a blue box atop the page with the words "Update Successful" will appear. Otherwise the words "Update Attempted" will show. When this occurs it means that errors were encountered and not all your changes were succesful.
Contact Deletion Section
If you need to completely remove the contact from your database this section will allow you to perform that operation. While it is possible to delete a contact, it is not recommended. Because BridalTrack has such robust filtering options, it is usually not necessary to completely delete information you have typed in to your database.
Contact's Data Page, Contact Deletion Section
Prior to deleting the contact, make sure that removing them entirely is what you want to do. Determine the reason you think you need to delete them. If you actually intend to send them nothing in regards to your wedding then deletion is acceptable. If you are uncertain about sending them correspondence, what you can do is select "Undecided" in the "Will Receive:" field of the Designations Section.
Marking a contact as "Undecided" allows you to retain their information and put on hold the decision about what to send them. This way, you avoid having to retype all their data if you decide at a later time to send them a piece of wedding correspondence. Also, if you decide at a later time that you do in fact want to delete their information then you can use this section then.
Invitation Addressing Section
When a contact is designated to receive an invitation, this section will appear at the bottom of the page and it helps you in addressing their wedding invitation envelopes. Based on the name and address information on this contact's record, BridalTrack calculates how the inner and outer envelopes of their invitation should be written.
Contact's Data Page, Invitation Addressing Section
For a complete listing of the rules of addressing wedding invitation envelopes, please see the BridalTrack Invitation Addressing Guide. The rules that BridalTrack applies to determine how the envelopes in this section of the Contact's Data Page can be found there. Also available there are exceptions to the rules that you should use to double check the generated envelopes.
These envelope suggestions will not appear on everyone of your Contact's Data Pages. Only those contacts that have been designated to receive an invitation will have this section.
Search Results Page
When you use the BridalTrack Header to search for a contact and there are zero or multiple matches in your database you will be shown this page. Here you can broaden your search to find more results, or choose the exact contact you were searching for from a list of contacts.
Example of Search Results Page
Click To View Full Size
When you are signed onto your BridalTrack Database, at the top center of the BridalTrack Header is a blue input box with a button beside it that says "Find Contact". If you enter a last name or reference number that belongs to one and only one contact in your database, you will immediately be taken to their Contact's Data Page and bypass this page altogether.
Multiple Matches
When your search results in multiple matches you will be taken to this page which will list all those matches. Atop the page, in a blue box, the search criteria you used will be displayed. This acts as a way for you to reference the exact criteria you entered for the search. Below that is a paragraph that quickly describes how to use the page and how to refine your search if the contact you wanted is not listed.
Search Results Page, Multiple Matches
The contacts that match your criteria are laid out very similarly to the way the View List Page displays contacts. In alternating blue and white rows, a summary of your contacts data is displayed. Using this information you should be able to easily find the exact contact for whom you were searching.
Once you have determined the exact contact you wanted, click on the orange link labeled "View" that appears at the left of their row of data. You will be taken to their Contact's Data Page where you can view and edit all of their data.
No Matches
If no contacts meet the search value you submitted, then this page will show you the options you have. It will assist you in preparing a broader search, entering contacts into your database, or allowing you to view your entire list so that you can manually sort through it to find the contact you want.
Search Results Page, Broaden Search
Above are the options you will see when BridalTrack cannot find a specific match, but thinks that a broader search will be more fruitful. It then provides links to two searches that are more broad than the initial one you submitted. Essentially, it cuts off the last few letters of the name you entered and submits a new search for that text.
To perform either of those new searches, just click on the link in the blue box. BridalTrack will submit the new criteria to itself and treat it as a new search.
If your search is already pretty broad or you are looking for a reference number that can't be found, then you will be shown the below options:
Search Results Page, No Matches
When the search function fails to find a contact, you will either have to manually search through your entire list or enter the contact into your database. Clicking the "View Entire List" link will take you to the View List Page which will open to all of the contacts you have in your database. There you can use the filtering and sorting methods described in these instructions to facilitate your manual search.
If you believe that your contact is not in your database, you can add them. Click on the "Add Contact" link in the blue box and you will be taken to the Contact Entry Page where you can enter their data.
My Account Data Page
This is the page that will let you view, edit and update the information that you entered when you set up your account. It holds the data about the wedding, the information the account is under and all the other information about the BridalTrack account itself.
Example of My Account Data Page
Click To View Full Size
Everything you entered in the Account Registration Page to set up your BridalTrack Database is accessible in the My Data Page. When you are signed onto your database you can get to this page by clicking on your email address in blue box of the BridalTrack Header.
The My Data Page is laid out very similar to the Account Registration Page, but holds a couple more pieces of data. This page of your BridalTrack Database can be broken down into this sections:
| 1. Wedding Information Section | 4. Change Password Section |
This page works very similar to the way the Contact's Data Page handles updating data. You are able to change your data directly on the screen and submit those changes by clicking the button at the bottom-center of the page. The form then validates all the data, updates the database as necessary and reloads itself to tell you of the status of your updates.
Like the Contact's Data Page some fields are required. So, when you omit or delete data in required fields they will be reloaded and highlighted in orange to denote a failed update. Likewise for any data that is invalid. The below sections will detail which fields are required and any specific data validations that are done on the fields.
Wedding Information Section
The top left section contains information about the wedding itself. The first input contains the name of the bride, the second holds the name of the groom, and the last input is made of 3 select boxes and holds the wedding date.
My Account Data Page, Wedding Information Section
All three of these fields in this section are required. Further, the wedding date must be a valid date or it will be highlighted with an orange label to denote an error. For example, February 30 would be a date you could enter, but would not be valid.
Especially important in this section is the wedding date. Because the Control Center Page is broken down into steps and each step has a specific timeframe, it is important that the wedding date listed in this section is as accurate as possible. This is because the wedding date you enter serves as the basis for the calculation of all those dates.
For example, on Step 2: Save The Date Notices, four months are subtracted from the wedding date to calculate the beginning date and six months are subtracted for the ending date. If the actual wedding date is different, then those timeframes will be off as well.
Contact Information Section
Beneath the Wedding Information is the Contact Information Section of your BridalTrack Account. The data displayed here is that of the the person who set up and is in charge of the database.
My Account Data Page, Contact Information Section
All the data held here is straightforward. It contains the name, phone number and address of the person in charge of this account. Like the Wedding Information Section, every field here is required. While you can change the data in the fields, you cannot make them blank.
Additionally, none of the phone number inputs nor the zip code input can contain letters. Inputting anything other than numbers into those input fields and submitting the change will fail.
Database Information Section
This section holds information about the database itself. It tells you the status of your database and the limits on it.
My Account Data Page, Database Information Section
The first field of this section is labeled "Current Contacts:" and lets you know how many contacts you have entered into your database. The second field is "Maximum Contacts:" and lets you know how many contacts you can enter into your database. Together, these fields let you know exactly how many more contacts you can enter into your database.
The "Expiration Date:" field lets you know when your account will no longer be accessible. None of the first three links of your database can be directly edited. Instead, to change the values of how many contacts your account can hold and the date it is to expire, you would need to visit the Upgrade Account Page. Just to the right of the value of the maximum contacts and the expiration date are links to that page.
The last field of this section is the "E-mail:" field. On BridalTrack, this acts as both the username you use to sign on to your database as well as a method for contacting you. Therefore, it is extremly important that this is correct and goes to an email account that is easily accessible by you.
Most likely you will not need to change this on your database, but if you do, it is possible. Simply type in the new address you would like to use and click the "Update Data" button. As long as the new address is a valid email and not used by another account, then you will be allowed to use it.
Change Password Section
This section allows you to change your password. Most likely you will never need to change it. For whatever reason, though, if you do, it is as simple as typing the new password twice and clicking the "Update Data" button.
My Account Data Page, Change Password Section
Because you have to be signed onto your account to view this page, you do not need to enter the old one anywhere. All you must do to change your password is type it in the exact same way two times. First enter it into the field labeled "New Password:" and then tab down and enter it in the field labeled "Confirm Password:"
The only requirement is that the password is between five and ten characters long and you typed it correctly twice. As long as that is true then your password will be changed immediately. If not, the page will reload and highlight the labels on both of these fields.
Update Data Button
When you have finished making changes to your data, click this button and BridalTrack will process the changes. First it validates all your input. Next it inserts all the changes you made into the database. Then it reloads the My Account Data Page and notifies you of the status of the update.
My Account Data Page, Update Data Button
BridalTrack tests all the input data. It makes sure that all the required fields have data, the data is appropriate for the field it is in, and that the data is accurate. All data that is valid will be saved and will be reflected when the My Account Data Page reloads.
When the page does reload a message will appear in a color box atop the page. If all the changes were made, then "Update Successful" will appear in a light blue box. Otherwise, "Update Attempted" will appear and the data that was invalid will have an orange label. This denotes that the data you entered for this field was invalid. Simply correct it and resubmit.
Upgrade Account Page
To lengthen the activation period of your BridalTrack Database or to increase the number of contacts it can hold, use the form on the Upgrade Page. It will assist you in customizing your account to handle your specific needs. When finished, click the submit button to be taken to the checkout.
Example of The Upgrade Page
Click To View Full Size
The left column of the Upgrade Page shows the status of your account; its current expiration date, the maximum contacts it can hold and how many contacts you currently have in it. This will help give you an idea of the criteria you need to process your upgrade. With that information you can determine how much longer you need to make your BridalTrack Database active as well as how many contacts it will need to accomodate.
Example of Left Column of the Upgrade Page
Click To View Full Size
To process your upgrade you will need to enter two pieces of information into the upgrade form and click the 'Submit Upgrade' Button. Upon changing any data on the form, it will automatically update itself to show updated totals. Simply select the number of months and contacts you need in your BridalTrack Database and the form will present you with the total cost associated with your selections.
Example of The Upgrade Form
Click To View Full Size
When you submit your upgrade you will be taken to our payment processor where you can complete the transaction. Once completed, you will return to BridalTrack and your new account settings will appear and you can continue using your database.
| Return To Top | Single Page View |