Contacts & Organisations

The Contacts module is the central directory for all individuals and organisations associated with your museum. Contact records are used across all other modules — including Accessions (as sources), Entries (as depositors), Loans (as borrowers), and Membership.

Key Features

• Centralised Directory: Search and manage all contacts in one place.
• Relational Data: Link contacts to accessions, entries, items, and loans.
• Organisation Support: Toggle between individual and organisation display modes for flexible naming on receipts and correspondence.
• Duplicate Detection: The system automatically flags likely duplicate contacts so you can review and merge them.

Adding a New Contact

1. Navigate to People & Organisations > Contacts in the sidebar.
2. Click New Contact.
3. Select the Display Mode:
   • Individual: Shows First Name + Last Name.
   • Organisation: Shows the Organisation Name with optional individual names.
4. Fill in the details: name(s), email, phone, and address.
5. Click Save.

Managing Contacts

• Search: Use the search bar to find contacts by name, email, or organisation.
• Filter: Filter by contact type (e.g., show only ‘Donors’).
• Edit: Click a contact row to open the full record for editing.

Merging Duplicate Contacts

When the system detects likely duplicates, a notification appears in the Contacts list:

1. Navigate to People & Organisations > Contacts > Duplicates.
2. Review the suggested pairs.
3. Select the Primary Record (the one to keep) and the Duplicate (to be merged in).
4. Click Merge. All links from the duplicate are transferred to the primary record and the duplicate is removed.

Exporting Contacts

Export the full contact list (or a filtered subset) for use in external systems:

1. From the Contacts list, apply any desired filters.
2. Click Export (in the Actions dropdown).
3. Download as CSV.

Permissions Required

• View Contacts (contacts_read): View the contacts list and individual records.
• Manage Contacts (contacts_create, contacts_update): Add new contacts or edit existing ones.
• Delete Contacts (contacts_delete): Remove contact records.