Managing Multiple Contacts

13 October 28, 2024

Learn how to add and maintain multiple people (contacts) on the Candidate record.

(3 mins)

Add and Manage Multiple Contacts for a Candidate in franchizemanager

In franchizemanager, you may need to record multiple contacts for a single Candidate.

This guide will show you how to add additional contacts, manage existing ones, and send communications to all relevant contacts linked to a candidate.

Benefits of Using Multiple Contacts

Adding and managing multiple contacts for a single candidate provides several advantages:

  • Streamlined communication: Easily manage outreach with all relevant people (e.g., business partners, advisors) in one place.
  • Document sharing: Send important documents to all associated contacts at once.
  • Collaboration: Ensure everyone involved in the candidate’s process has the correct information at the right time.

Edit Contact Details

Each Candidate has a Primary Contact—the main individual whose details are linked to the candidate record.
  • Auto-loaded Candidates: If a Candidate is created from an auto-loader (e.g., a website inquiry), their details will automatically appear as the primary contact.
  • Manually Created Candidates: You’ll enter the primary contact details when making the record.
  1. On the left, click Candidates.
  2. By default, you’ll see candidates who are currently active in your pipeline.
    • Tip: To look for Candidates faster, click the text boxes at the top.
  3. Open the Candidate’s profile.
  4. Go to the “Contact Details” section.
  5. Click Edit Contact Details.
  6. A window will appear where you can edit information such as name, address, phone number, LinkedIn, and other details.
  7. Fill in the contact details that you want to edit.
  8. Click Continue.

Add Contacts

To add more contacts (e.g., business partners or advisors) to a Candidate record:
  1. Open the Candidate’s profile.
  2. Go to the “Other Contacts” section.
  3. Click New Contact.
  4. A window will pop up where you can edit information such as name, address, phone number, LinkedIn, and other details.
  5. Fill in the new contact details (e.g., name, phone number, role).
  6. At the bottom, click Continue.
  7. The contact you added will appear in the “Other Contacts” section.
  8. To save your changes, click Save at the top.

Add Existing Contacts

Suppose the additional contact exists in the system (for example, an attorney working with multiple candidates). In that case, you can link them to the current candidate record instead of creating a duplicate:
  1. Open the Candidate’s profile.
  2. Go to the “Other Contacts” section.
  3. On the right, click Add Existing Contact.
  4. Search for the existing contact in the system.
  5. Select the contact from the list to link them to the candidate.
    • Tip: To select all contacts, click the check box on the top left.
  6. At the bottom, click OK.
  7. The contacts you added will appear in the “Other Contacts” section.
  8. To save your changes, click Save at the top.

Send Communications to Multiple Contacts

Once multiple contacts are added, you can send emails, SMS, invoices, and important documents to one or more contacts.

  1. Open the Candidate’s record.
  2. At the top right, click Send.
  3. In the dropdown menu, click on the option to send.
  4. If you want to send:
    • Email
      1. A window will pop up where you can choose the email template you want. 
        • You may have different templates or forms for various stages of the recruitment process.
        • You can also find the template using the search box at the top.
      2. Click on the email template that you want to use. 
      3. At the bottom, click Continue.
      4. A window will pop up where you can construct your email.
      5. When you’re done editing your email, click Send Email.
      6. If you want to cancel the email, click Cancel Send.
      7. If you want to delete the email, click Delete.
    • Template SMS
      1. A window will pop up where you can choose the SMS template.
      2. Click on the SMS template that you want to use.
      3. Click Continue.
      4. Another window will pop up where you can construct your SMS. The SMS already has the template.
      5. Click Send.
    • Blank SMS
      1. A window will pop up where you can construct your SMS.
      2. In the text box, input the SMS that you want to send.
      3. Click Send.
  5. When prompted, select the contact(s) to whom you want to send the email. The list will include all contacts associated with the Candidate.

Conclusion

In franchizemanager, adding multiple contacts to a Candidate’s profile ensures everyone is kept in the loop. You can easily send communications and documents to all relevant parties, helping you stay organised and maintain clear communication throughout recruitment.