Contacts
This section deals with the creation and management of Contacts:
We recommend that Contacts are created in the Adapt CRM. Once created, a corresponding Contact record will be created in TempBuddy if the Contact has a linked Adapt Client record that has a status of Active.
Updates to the Contact records can be done in either Adapt or TempBuddy and the changes will be reflected in the other (see the Contact Updates – Adapt and Contact Updates – TempBuddy sections for details on what fields will be updated).
Creating New Contacts / Adding Additional Contacts – Adapt
When a new Contact is created or added to a Client record in Adapt using Create Contact, we recommend the following information is added if available:
Once confirmed, the Contact will be created in Adapt with a status of Active and immediately created in TempBuddy.
Note: The Contact can only be created in TempBuddy if the corresponding Client record exists. Remember, the linked Client record in Adapt has to have a status of Active to be created in TempBuddy.
The activities that create Contacts in Adapt are as follows:
Create Contact
Switch to Contact
Fields Mapped
The following fields will be updated in TempBuddy from Adapt when the Contact is created/updated using one of the listed activities:
Important Note: *Mandatory field* – Where these fields are empty on the Adapt Contact database, the record will NOT be created in TempBuddy as they are considered mandatory.
Adding Additional Contacts -TempBuddy
When an additional Contact is added to a Client record in TempBuddy it will be created in Adapt.
From the Client record, Contacts & Locations tab, use Add New in the Contacts section:
When Adapt receives the Contact record details from TempBuddy, it will be created and linked to the corresponding Client record in Adapt. Where Adapt cannot establish the corresponding Client record, it will be created, along with the Contact record. All records created will have a status of Active in Adapt.
Fields Mapped
The following fields will be created/updated in Adapt from TempBuddy when the Contact is created:
Important Note: *Mandatory field* – Where these fields are empty on the Adapt Client database, the record will NOT be created in TempBuddy as they are considered mandatory.
Duplicates
A Contact can be identified as a potential duplicate in Adapt. In this case a new record is not created but the existing Contact is updated.
The Duplicate check rules are currently as follows:
If a Contact with the same TempBuddy reference already exists in the system, it is defined as a duplicate.
If a Contact with the same Full name and Phone (Mobile/Home/Work) already exists in the system, it is defined as a duplicate.
If a duplicate is found, a new record is not created, and the system updates the existing one. If there is more than one potential duplicate, a new Contract/Client record is created.
Contact Updates – Adapt
When a Contact record is updated in Adapt, changes may be reflected in the corresponding TempBuddy record. Activities that can update Adapt fields are as follows:
Fields updated when using Edit mode then Save on the Contact Summary page
Fields updated when using Edit mode then Save on the Contact Contact page
Running the Change Address activity from the Summary page of the Contact record
Changing a Candidate to a Contact by using the Switch To Contact activity
When running the Log a phone call activity the corresponding Contact and Client records will now be created or updated in TempBuddy.
Running the Change Job Title activity from the Summary page of the Contact record
Note: The Contact can only be updated/created in TempBuddy if the corresponding Client record exists. Remember, the Client record in Adapt has to have a status of Active to be created in TempBuddy.
The following fields will be updated in TempBuddy from Adapt when the Contact is updated using one of the listed activities:
Contact Updates - TempBuddy
When a Contact record is updated in TempBuddy, changes made by a recruiter editing the Contact record may be reflected in the corresponding Adapt record:
Note: TempBuddy Clients using their portal can update a Contact record which would be reflected in Adapt. Also, a Contact's email can be updated in Settings by an Administrator user.
When Adapt receives the Contact record details from TempBuddy, it will be linked to the corresponding Client record in Adapt. Where Adapt cannot establish the corresponding Client record, it will be created, along with the Contact record. Both records will be created in Adapt with a status of Active.
Fields Mapped
The following fields will be updated in Adapt from TempBuddy when the Contact is updated:
Important Note: *Mandatory field* – Where these fields are empty on the Adapt Contact database, the record will NOT be created in TempBuddy as they are considered mandatory.
Contacts Removed or Moved in Adapt
When a Contact is removed from a Client in Adapt, the same Contact is removed in TempBuddy from the corresponding Client.
Note: If the Contact removed is the last Contact in the corresponding TempBuddy Client record, it will not be removed and a warning message displayed to the user:
If a Contact is moved to another Client in Adapt, the same will be reflected in TempBuddy. Note: As above, the user is prevented if it is the last Contact on the TempBuddy Client.