Contacts

A contact represents a person who is on a spiritual journey. It is someone we pray will discover, share, and obey Christ, start churches, and multiply themselves generationally.

The Contacts Page is made up of two layers: The Contacts List Page and the Contact Record Page.

You can create new contacts and edit existing ones. If you need to do a mass CSV import for contacts, click here to check out the step by step guide.

Contacts List Page

Contacts List Page Numbers

  1. Website Menu Bar
  2. Contacts List Toolbar
  3. Contacts Filters Tile
  4. Contacts List Tile

1. Website Menu Bar (Contacts)

The Website Menu Bar will remain at the top of every page of Disciple.Tools. Website Menu Bar

Disciple.Tools Beta Logo

Disciple.Tools has not been publicly released. Beta means that this software is still in development and is rapidly evolving. Expect to see changes. We ask for your grace and patience as you utilize this software.

Contacts

By clicking this, you will arrive to the Contacts List Page.

Groups

This will take you to the Groups List Page.

Metrics

This will take you to the Metrics Page.

User User

Your name or username will show up here so you will know that you are correctly logged into your account.

Notification Bell

Anytime you receive a notification, a small red number will display here Notifications to inform you of the number of new notifications you have. You can edit the type of notifications you want to receive under Settings.

Settings Gear

By clicking on the settings gear Gear, you will be able to:

Settings

  • Settings: Change your personal profile information, your notification preferences, and your availability.
  • Admin: This option is only available to select Roles (i.e. DT Admin, Dispatcher). It will give them access to wp-admin backend of the Disciple.Tools instance. From here, the DT Admin can modify locations, people groups, custom lists, extensions, users, etc.
  • Help: View the Disciple.Tools’ Documentation Help Guide
  • Add Demo Content: If you are using Disciple.Tools’ Demo option, you will see this. Click this to add fake demo data that you can use to practice using Disciple.Tools, take our interactive demo tutorial, or train others on how to use the software.
  • Log Off: Log out of Disciple.Tools completely. If you click on this you will have to log in again using your email and password.

2. Contacts List Toolbar

Contact list toolbar

Create New Contact

The Create button is located at the top of the Contacts List page. This button allows you to add a new contact record to Disciple.Tools. Other multipliers can’t see contacts you add, but those with the roles of of Admin and Dispatcher (the one responsible for assigning new contacts to be coached) can see them. Learn more about the Disciple.Tools Roles and their varying permission levels.

Note

Disciple.Tools values the security and safety of all users and contacts.

Clicking this button will open up a modal. Within this modal you will be presented with options for creating a new contact.

  • Name of contact: A required field that is the name of the contact.
  • Phone number: A phone number to reach the contact.
  • Email: An email to reach the contact.
  • Source: Where this contact came from. Clicking this will bring up a list of the current options:
    • Web
    • Phone
    • Facebook
    • Twitter
    • Linkedin
    • Referral
    • Advertisment

Note

These options can be modified by those with the Admin, DT Admin, and Dispatcher Roles.

  • Location: This is where the contact lives. Clicking this will bring up a list of locations that were previously created in the wp-admin backend by the DT Admin Role. You cannot add a new location here. You will have to add new locations in the wp-admin backend of your Disciple.Tools instance first.
  • Initial comment: This is for any other info you need to put about the contact. It will be saved under the Activity and Comments Tile in the Contact’s Record.

After filling out the options click on Save

Filter Contacts

After a while, you may end up with a pretty long list of contacts all progressing at different points. You will want to be able to filter and search for who you need quickly. Click Filter button to begin. On the left hand side are the Filter Options. You can select multiple options for one filter (i.e. baptized contacts in XYZ location). Click Cancel to stop the filtering process. Click Filter Contacts to apply the filter.

Note

You can only have one filter active at a time.

Contacts Filter Options

New filter

Assigned To

  • This option will allow you to add names of people who have been assigned a contact.
  • You can add names by searching for them and then clicking on the name in the search field.

Sub Assigned

  • This option will allow you to add names of people who have been sub-assigned a contact.
  • You can add names by searching for them and then clicking on the name in the search field.

Locations

  • This option will allow you to add locations of contacts to filter for.
  • You can add a location by searching for it and then clicking on the location in the search field.

Overall Status

  • This tab will allow you to filter based on a contact’s overall status.
  • To add a filter option click on the checkbox next to the filter options you want to add.
  • Default status filters are as follows:
    • Unassigned
    • Assigned
    • Active
    • Paused
    • Closed
    • Unassignable

Seeker Path

  • This tab will allow you to filter based on a contact’s seeker path.
  • To add a filter option click on the checkbox next to the filter options you want to add.
  • Default seeker path filters are as follows:
    • Contact Attempt Needed
    • Contact Attempted
    • Contact Established
    • First Meeting Scheduled
    • First Meeting Complete
    • Ongoing Meetings
    • Being Coached

Faith milestones

  • This tab will allow you to filter based on a contact’s faith milestones.
  • To add a filter option click on the checkbox next to the filter options you want to add.
  • Default faith milestone filters are as follows:
    • Has Bible
    • Reading Bible
    • States Belief
    • Can Share Gospel/Testimony
    • Sharing Gospel/Testimony
    • Baptized
    • Baptizing
    • In Church/Group
    • Starting Churches

Requires Update

  • This tab will allow you to filter based on if a contact requires an update.
  • To add a filter option click on the checkbox next to the filter options you want to add.
  • There are two default options:
    • Yes
    • No

Tags

  • This tab will allow you to filter based on custom tags you have created. (e.g. hostile)
  • To add a filter option click on the checkbox next to the filter options you want to add.
  • The options will be varied based on your tags.

Sources

  • This tab will allow you to filter based on if a contact requires an update.
  • You can add a Source by searching for it and then clicking on the Source in the search field.
  • There are eight default options:
    • Advertisement
    • Facebook
    • LinkedIn
    • Personal
    • Phone
    • Referral
    • Twitter
    • Web

Gender

  • This tab will allow you to filter based on the source the contact came from
  • To add a filter option click on the checkbox next to the filter options you want to add.
  • There are two default options:
    • Male
    • Female

Age

  • This tab will allow you to filter based on a contact’s age range
  • To add a filter option click on the checkbox next to the filter options you want to add.
  • There are four default options:
    • Under 18 years old
    • 18-25 years old
    • 26-40 years old
    • Over 40 years old

Reason Unassignable

  • This tab will allow you to filter based on why a contact is labeled as Unassignable
  • To add a filter option click on the checkbox next to the filter options you want to add.
  • There are six default options:
  • Insufficient Contact Information
  • Unknown Location
  • Only wants media
  • Outside Area
  • Needs Review
  • Waiting for Confirmation

Reason Paused

  • This tab will allow you to filter based on why a contact is labeled as Paused
  • To add a filter option click on the checkbox next to the filter options you want to add.
  • There are two default options:
  • On Vacation
  • Not Responding

Reason Closed

  • This tab will allow you to filter based on why a contact is labeled as Closed
  • To add a filter option click on the checkbox next to the filter options you want to add.
  • There are 12 default options:
  • Duplicate
  • Hostile
  • Playing games
  • Only wants to argue or debate
  • Insufficient contact info
  • Already in church or connected with Others
  • No longer interested
  • No longer responding
  • Just wanted media or book
  • Denies submitting contact request
  • Unknown
  • Closed from Facebook

Accepted

  • This tab will allow you to filter based on whether or not contacts have been accepted by a multiplier
  • To add a filter option click on the checkbox next to the filter options you want to add.
  • There are two default options:
  • No
  • Yes

Contact Type

  • This tab will allow you to filter based on the type of contact
  • To add a filter option click on the checkbox next to the filter options you want to add.
  • There are four default options:
  • Media
  • Next Generation
  • User
  • Partner

Search Contacts

Type a contact’s name to quickly search for him or her. This will search all the contacts you have access to. If there is a name that matches, it will show in the list. Search


3. Contacts Filters Tile

The default filter options are located on the left of the page under the heading Filters. By clicking these, your list of contacts will change.

Filters

The Default Filters are:

  • All contacts: Certain roles, such as Admin and Dispatcher, in Disciple.Tools allow you to view all contacts in your Disciple.Tools system. Other roles such as Multipliers will only see their contacts and contacts shared with them under All contacts.
  • My Contacts: All contacts you personal create or have been assigned to you, can be found under My Contacts.
    • Newly Assigned: These are contacts who have been assigned to you but you have not accepted yet
    • Assignment Needed: These are contacts that the Dispatcher still needs to assign to a Multiplier
    • Update Needed: These are contacts in need of an update about their progress so none fall through the cracks. This can be manually requested by a Dispatcher or automatically set based on time (e.g. No activity after 2 months).
    • Meeting Scheduled: These are all contacts with whom you have scheduled a meeting but have not yet met.
    • Contact Attempt Needed: These are contacts who you have accepted but have not yet made the first attempt to contact them.
  • Contacts shared with me: These are all contacts who other users have shared with you. You do not have responsibility for these contacts but you can access them and comment if needed.

Adding Custom Filters (Contacts)

Add

If the default filters do not fit your needs, you can create your own Custom Filter. As mentioned above, you can click Filter button or Add filter to begin. They will both take you to the New Filter modal. After clicking Filter Contacts, that Custom Filter option will appear with the word Save next to it.

Note

To cancel these Custom Filters, refresh the page.

Save

To save a filter, click on the Save button next to the filter name. This will bring up a popup asking for you to name it. Type in the name of your filter and click Save Filter and refresh the page.

Edit

To edit a filter, click on the pencil icon next to a saved filter. This will bring up the filter options tab. The process for editing the filter options tab is the same as adding new filters.

Delete

To delete a filter, click on the trashcan icon next to a saved filter. It will ask for confirmation, click Delete Filter to confirm.


4. Contacts List Tile

Example contacts

Contacts List

Your list of contacts will show up here. Whenever you filter contacts, the list will also be changed in this section too. Below are fake contacts to give you an idea of what it will look like.

Sort:

You can sort your contacts by newest, oldest, most recently modified, and least recently modified.

Load more contacts:

If you have a long list of contacts they will not all load at once, so clicking this button will allow you to load more. This button will always be there even if you do not have any more contacts to load.

Help Desk:

If you have an issue with the Disciple.Tools system, first try to find your answer in the Documentation How to Guide (found by clicking Help under Settings).

Question mark

If you can’t find your answer there, click this question mark to submit a ticket about your issue. Please explain your issue with as much detail as possible.


Contacts Record Page

Contact record

  1. Contact Record Toolbar
  2. Status and Assignment Tile
  3. Details Tiles
  4. Comments and Activity Tile
  5. Connections Tile
  6. Progress Tile

Additional: Other Tile


1. Contact Record Toolbar

Contact record toolbar

Update Needed

This option only shows up for certain roles (i.e. DT Admin, Dispatcher). Usually a Dispatcher will toggle this on Update needed toggle when they are wanting an update on a specific contact.

After toggling this on, the user who is assigned to this contact will see this message:

Update needed alert

Dispatcher actions

This option only shows up for certain roles (i.e. DT Admin, Dispatcher).

Dispatcher actions

  • Make a user from this contact: This option will take a regular contact and make them into a Disciple.Tools user. (E.g.A contact becomes a local partner and Multiplier.)
  • Link to an existing user: If a Contact Record matches an already existing Disciple.Tools users, you can use this option to link them together.
  • Merge with another contact: If there are multiple Contact Records for the same contact, you can use this option to merge them together.

Follow Contact

Following a contact means that you are actively receiving notifications about activity in their contact record. If you are assigned to a user, you must follow them. If you are sub-assigned or have been shared the contact, you can choose to follow or not follow the contact by toggling on or off the follow button

Following: Follow on vs. Not Following: Follow off

Share Contact

Click Share to share a contact record with another user. This user will be able to view, edit, and comment on your contact’s record. Clicking on this button will show you with whom it is currently shared.


2. Status and Assignment Tile

Status-Assignment-Tile

Contact Name

The name of the contact will show up here. You can edit that in the Details section.

Contact Status

This describes the status of the contact in relationship to the Disciple.Tools system and Multiplier.

  • New Contact - The contact is new in the system.
  • Not Ready - There is not enough information to move forward with the contact at this time.
  • Dispatch Needed - This contact needs to be assigned to a multiplier.
  • Waiting to be accepted - The contact has been assigned to someone, but has not yet been accepted by that person.
  • Active - The contact is progressing and/or continually being updated.
  • Paused - This contact is currently on hold (i.e. on vacation or not responding).
  • Closed - This contact has made it known that they no longer want to continue or you have decided not to continue with him/her.

Assigned to

This is the user assigned to the contact. They are the ones responsible for the contact and updating the contact’s profile. When the Dispatcher assigns you a new contact, you will see this message pop up within the Contact Record:

Assignment needed

To assign a user to this contact, begin typing the name of the user and when it appears, select it.

Assigned to

Sub-assigned to

This is someone working alongside of the main person assigned to the contact. You may find that you are partnering with others in your discipleship relationships. Only one person can be assigned while multiple people can be sub-assigned.


3. Contact Details Tile

Details

These are the details about a contact. You can change the information here by clicking edit. The information you add here, will also be used to help you filter your contacts in the Contacts List Page.


4. Comments and Activity Tile

Comments activity type

Making a Comment (Contact)

This tile is where you will want to record important notes from meetings and conversations with a contact.

At mention

Type @ and the name of a user to mention them in a comment. This user will then receive a notification.

Use the comment type field to assign a comment to be a particular type.

Quick actions (Contact)

These are designed to help multipliers record their activity quickly when they are interacting with several contacts.

Quick action

Comments and Activity Feed (Contact)

Below the comment box, there is a feed of information. Recorded here are timestamps of every action that has taken place within this Contact Record and conversations between users about the contact.

You can filter the feed by clicking on one or more of the following:

Comments: This shows all of the comments made by users about the contact

Activity: This is running list of all of the activity changes made to a Contact Record

Facebook If you have the Facebook plugin installed, private messages from Facebook will automatically added here.


5. Connections Tile

This tile give you the ability to quickly navigate between groups and other contacts connected to this specific contact.

Connections tile

Groups: Quickly navigate to contact’s group or church record

To add a new group or church, click Add group

Baptized By: Add the individual(s) who were involved with baptizing the contact.

Baptized: Add the individual(s) who the contact has personally baptized.

Coached: Add the individual(s) who is providing ongoing coaching for this contact

Coaching: Add the individual(s) who the contact is personally coaching.


6. Progress Tile

This tile helps a multiplier to keep track of a contact’s spiritual journey.

Progress tile

Seeker Path: These are the steps that happen in a specific order to help a contact move forward.

File Milestones: These are points in a contact’s spiritual journey worth celebrating but can happen in any order.

Baptism Date: For metrics reporting, it is important to always note the day a person is baptized.


Other Tile

As Disciple.Tools develops, tiles will change and new ones will become accessible. If you have a need or request, contact your Zúme Disciple.Tools Admin who has the ability to edit and create custom tiles.

Other tile

Tags: Add tags to contacts to help yourself quickly find contacts associated with noteworthy characteristics.