Manage people in the community

Purpose

The community CRM is the central record of every person in your community. This guide shows you how to create a person record, keep it accurate, and add notes over time. A good record makes it easy to find someone, understand their needs, and coordinate support.

Who this is for

This guide is for administrators, coordinators, and support workers who add or update people records. You need permission to view and edit the people list.

What you need

• Access to the Community OS app with the People menu.
• The person's name and the details they agree to share.
• The person's consent before you store personal details.
• Contact details such as a phone number or email address.

What you will do

1. Open the people list.
2. Create a new person record.
3. Fill in the person's details.
4. Add tags to help find them later.
5. Add a note when the situation changes.
6. Check the record for accuracy.

Instructions

1. Open the People menu from the main navigation.
2. Select New person to start a record.
3. Enter the person's preferred name in the Preferred name field.
4. Enter the person's legal name in the Legal name field.
5. Add contact methods, such as a phone number or email address.
6. Record accessibility preferences so you can plan accessible support.
7. Select Save.

To tag a person:

1. Open the person's record.
2. Select Edit.
3. Type a tag, such as "Volunteer" or "Whanau support", in the Tags field.
4. Select Save.

To add a note:

1. Open the person's record.
2. Select Add note.
3. Write the note in plain language.
4. Include the date and what changed.
5. Select Save note.

What happens next

The person appears in the people list and the community directory search. Tags make the record easier to find. Notes build a history of support. Updates are visible to other people with access to the CRM.

Troubleshooting

Related guides

• What is the community CRM?
• Use the community directory
• What is an event?