Highrise manual by Lax Kw'alaams

User Manual

Table of Contents Step 1 - Log in to Your Account

Step 2 - Add a Single Contact

Step 3 - Add Multiple Contacts

Step 4 - Merge or Delete Duplicates

Step 5 - Search by Field

Step 6 - Tagging Contacts

Step 7 - Browse by Tag

Step 8 - Customize Your Fields

Step 9 - Modify Custom Fields

Step 10 - Keeping Email Records

Step 11 - Adding New Users

Step 12 - Setting Permissions

Highrise Member Contact List User Manual Highrise is a Customer Relationship Management (CRM) database. It allows for people and companies to be entered as contacts. The contact entry form comes pre-‐populated with standard fields (Name, Title, Company, Phone Number, Email, etc). Custom fields can then be added to accommodate specific needs. For instance, adding custom fields allows the customer to track and import data such as birth dates, on-‐ or off-‐reserve status, and alias/nickname. There is a monthly fee associated with the account. The small group option provides good value and function for most of our clients. It costs $24 per month for a maximum of six users, 5 GB of storage, and 10 deals. In addition to being useful for combining, storing and easily updating member information, Highrise also connects to other programs, including the online form builder Wufoo and the automated email tool MailChimp. The following is a guide for those responsible for maintaining, adding to or extracting information from, a database built using Highrise.

Step 1 - Log in to Your Account ‣ Go to your log in: https://yourdomain.highrisehq.com/login

‣ Enter your username or email address and your password

Step 2 - Add a Single Contact ‣ Visit the login https://yourdomain.highrisehq.com/login ‣ Click Add Contact at the top of the page.

‣ Select Add a New Person (or add a new company) ‣ Fill out the form as below.

Step 3 - Add Multiple Contacts ‣ To add multiple contacts at once, go to “Contacts”, and “Other ways to add people”. ‣ Select which type of ﬁle you would like to import.

‣ Common ﬁle types are CSV or Excel but you can also use VCards (electronic business cards). ‣ You can customize who can view these contacts (in case there’s a list that only you should see).

‣ Once you have selected your ﬁle, Highrise tries to match the headings to the ﬁelds in

Highrise. ‣ If you have a field that is not linkable to a custom field you can choose “Ignore this selection”. ‣ If you have a header row in your spreadsheet (e.g. Name, Address), always select “ignore first row when importing”). ‣ Note: It is easiest to transfer later if the addresses are separated such as: • Street • City • Province • Postal Code ‣ If they are all in one column, Highrise may not separate the different parts of the address.

Step 4 - Merge or Delete Duplicates ‣ If you have created a duplicate person, click “edit”, then select “delete” or “merge” as shown below.

Once you have selected the “merge” option, it will ask you to choose the “loser” of the merge.

‣ The “winner” of the merge will remain but all the (non-‐duplicate) information from the loser will join the winner’s page. ‣ All notes, addresses and phone numbers will be combined ‣ Note: Only combine duplicates if you know that they are the same person. This requires a unique identiﬁer, such as a birth date, to be checked.

Step 5 - Search by Field ‣ Each time you add a contact, you are ﬁlling in their “search ﬁelds” such as their city or phone

number. ‣ You can search, or filter, your contacts by these fields. This allows you, for example, to search for all contacts in a particular city. ‣ To do this: • Click the field you would like to filter contacts by (in this case, “City”). • Type in the city name. • All contacts in this city will show up. • You can then sort this list by adding a tag.

Step 6 - Tagging Contacts ‣ Tags are like sticky notes. They allow people to be sorted easily by certain attributes, e.g. “member”, “broken email address”.

‣ You can export a list of all those contacts with a speciﬁc tag,

e.g. those contacts with a “phone” tag (who prefer to be contacted by phone). ‣ To add a tag, click below a person’s name where it says “add tags”.

‣ To edit tags, click below the name again. ‣ You can add new or existing tags by typing them in the box (see above). ‣ To delete existing tags, simply click the “x”. ‣

‣ Tags can be added to individual people and to groups. ‣ To add a tag to a group, search for them in contacts. ‣ E.g: search by city -‐> Vancouver. ‣ Click “select all”. ‣ Click “add tag”. ‣ Type the word “Vancouver” ‣ All of the contacts from that search will receive the tag.

Step 7 - Browse by Tag ‣ Go to “Contacts”. ‣ On the right hand side, there is a list of all the tags you have assigned to your list that says “Browse by Tag”. ‣ Click on the tag you want to view -‐e.g. “Email”.

‣ All contacts with that tag will show up. ‣ If you would like to view contacts with multiple tags, e.g. those contacts who live on reserve and wish to receive emails: ‣ Click on the ﬁrst tag. ‣ Click “Multiple tags” (See above). ‣ Select multiple tags.

All contacts that have all the tags selected will show up.

Step 8 - Customize Your Fields To modify custom ﬁelds:

‣ Go to “Accounts and Settings”. ‣ Click “Custom Fields”. ‣ Add or delete any custom ﬁelds you want to see in the form, e.g. “Maiden Name”, “Date of Birth”, “Date of Death”.

These will now appear in the form for new contacts.

Step 9 - Modify Custom Fields Custom fields allow you to keep track of extra information beyond standard contact information (phone, email, address, etc). For example, you can add a “Spouse’s name” field. To set up a custom field:

‣ Go to any contact and click the red “Edit this person” link in the upper right corner of the person’s page. ‣ Next scroll down below the standard contact info fields. You’ll then see a block called “Custom fields”. This is where the custom fields are listed.

Step 10 - Keeping Email Records ‣ Go to “Accounts and Settings” then “My info” ‣ This is where you can change your password and username ‣ To link emails associated with a speciﬁc contact, copy the “personal email dropbox” link

(above) into the BCC ﬁeld of your reply email to that contact. This is helpful for keeping a record of your communications with them. PLEASE NOTE LAX KW’ALAAMS’ policy regarding blind copy emails. ‣ Emails will then show up in the contact’s main proﬁle.

To use the “Dropbox email” feature, the address you send messages from has to be one of the recognized addresses associated with the account. To add another email, go to “Accounts and Settings”, “My Info”. Scroll down to “Enter any other email addresses you use”. You can now forward or BCC emails to the Database from any of those accounts.

Step 11 - Adding New Users The ﬁrst step is to decide what level of user your new user needs to be:

‣ Account owners: Can do everything, including assign administrators. ‣ Administrators: Can do everything an owner can do except for cancelling, upgrading, or

viewing/changing billing details. However, private data cannot be seen by admins on your account unless you speciﬁcally allow them permission to view those items.

‣ To add a new user, go to “Accounts and Settings”. ‣ Then click “users”. ‣ Click “Invite a new user”, and add their name and email address.

Step 12 - Setting Permissions ‣ Permissions let you restrict who can view your account data, and Highrise lets you set

permissions on contacts. ‣ There are four levels of permissions for each item. ‣ “Everyone” means every user that has access to your Highrise account can see this item. ‣ “Only I can” means only you can see this item. ‣ “Select a group…” allows you to select a pre-‐formed group of people who can see this item (more on groups here). ‣ “Select people…” allows you to select which people can see this item. ‣ You can set permissions when you create a contact, note, case, etc. ‣ You can update permissions later in the ‘Edit’ screen. ‣ To set permissions, go to the Contacts tab and choose the contacts you want to set permissions to. Then choose which users can see those contacts.