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
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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.
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