Managing Partnership Contacts and Notes

Keep track of key contacts and communication history for each partnership. This helps you maintain relationships and ensures important information is always accessible.

Managing Contacts #

Viewing Partnership Contacts #

To see contacts for a partnership:

1. Open the partnership detail view
2. Click the Contacts tab
3. View all associated contacts

Adding Contacts #

To add a new contact:

1. Go to the Contacts tab
2. Click Add Contact
3. Enter contact information:
   • Name
   • Email address
   • Phone number
   • Role/title
4. Save the contact

Editing Contacts #

To update contact information:

• Click on the contact
• Edit the details
• Save changes

Contact Actions #

From the contacts list, you can:

• Send email – Click the email address to open your email client
• Make call – Click the phone number to initiate a call
• Copy info – Quickly copy contact details

Managing Notes #

Viewing Notes #

To see notes for a partnership:

1. Open the partnership detail view
2. Click the Notes tab
3. View all notes in chronological order

Adding Notes #

To add a new note:

1. Go to the Notes tab
2. Click Add Note
3. Enter your note text
4. Save the note

Notes are automatically timestamped with your name and the date/time.

What to Document #

Good things to record in notes:

• Call summaries – What was discussed, next steps
• Email highlights – Key points from important emails
• Meeting notes – Outcomes from in-person meetings
• Preferences – What the venue/planner prefers
• Important dates – Busy seasons, renewal dates
• Decision makers – Who makes booking decisions
• Budget info – Typical event budgets

Editing and Deleting Notes #

To edit a note:

• Click on the note
• Make your changes
• Save

To delete a note:

• Click the delete icon
• Confirm deletion

Team Visibility #

Contacts and notes are visible to all group members who have access to the Gig Vault. This ensures:

• Everyone has the same information
• No duplicate outreach efforts
• Smooth handoffs between team members
• Institutional knowledge is preserved

Best Practices #

• Add notes promptly – Document conversations right after they happen
• Be specific – Include names, dates, and action items
• Keep contacts updated – People change roles; update when you learn of changes
• Note multiple contacts – Add everyone relevant, not just your main contact
• Include context – Future you (or teammates) will thank you