Contacts Guide
Contacts should be added into WorkZerk for every Person (Contractor, Staff, Volunteer, Visitor) and Location (Worksite, Venue etc).
Everything in WorkZerk that can hold typical contact information is treated as a Contact. Anyone using the portal is entered first as a Contact, and that information can be used for future portals (as you may use multiple portals) saving you data entry time and reducing data entry mistakes.
Once a Contact is added, the Contact can be added as a Worker to any Portal and will inherit all the Contact information.
What’s more, any Contact Tags (Tags associated with that Contact) get added to the Worker Tags automatically!
So the first place to start adding Workers is actually Contacts, because you can only add Workers in WorkZerk from existing Contacts.
Workers can also self register by using a QR Code located physically at your worksite or workplace. In this situation, WorkZerk will try to match the workers email address to an existing contact, or failing that create a new Contact and Worker record transparently during the process.
WorkZerk is designed like this so you can reuse Contacts for other portals without having to input all the information everytime.
To start adding a Contact, first think about what type of Contact you are creating.
In WorkZerk there are FOUR types of Contact, based on the combination of TWO switches (Location & Supplier).
Location
Location On / Contractor Off
This classifies the Contact as a Location with physical Areas which were NOT supplied by a contractor (in other words - not a venue).
Worksites, workplaces, building sites, roadwork sites, project sites, jobsites, constructions sites all come under this category (Location on, Contractor off).
The First Name, Surname fields can be used to store the ‘primary’ contact name at that location such as the Site Supervisor of Foreman.
Note: Switching Location on for a Contact will allow you to add the physical street address, in addition to multiple Areas on the Areas Tab.
Venue
Location On / Contractor On
This classifies the Contact as a Venue with physical locations and Areas, acting as contractor, where you are the client or customer.
The First Name, Surname fields can be used to store the ‘primary’ contact name at that location, typically the Venue Manager, Event Manager, Store Manager, Event Co-ordinator etc.
Examples of the Venue Contact Type are a restaurant, conference centre, exhibition centre, function centre, hotel etc. but also physical stores, markets, shops, warehouses etc supplying goods or products with physical locations (which you have a commercial relationship with).
So a Venue Contact Type simply defines that this is a contractor with a location.
Note: Switching Location on for a Contact will allow you to the physical address, in addition to multiple Areas.
Contractor
Location Off / Supplier On
This classifies the Contact as a Contractor with no physical locations or Areas.
The First Name, Surname fields can be used to store the ‘primary’ contact name for that contractor.
This is very commonly used to classify all of your contractors or sub-contractors where their physical location is not relevant (because they are coming to your site - and you are not going to theirs).
Person
Location Off / Supplier Off
This classifies the Contact as a Person. This is the contact type to use for a person that isn’t a Contractor, Location or Venue.
The First Name, Surname fields can be used to store the ‘primary’ contact name, email address and mobile phone number of that person, typically a Guest, Staff Member, Visitor, Assistant, Performer, Guest Speaker, Volunteer etc.
Contact Fields
Salutation
This is an optional and rarely used field, the official salutation of the Contact e.g. ‘Dr’ or ‘Mr’ etc.
First Name
Surname
Shortcode
The Shortcode is a deliberately short text field of just 8 characters that shows on the portal and other areas within WorkZerk where space is limited (for example for users with narrow mobile phone devices). The Shortcode should be unique for that Contact, and be as descriptive as possible. You may wish to design a naming convention around Contact Shortcodes, for example using the first 7 Characters of the FirstName followed by the first letter of the Surname, or whatever works for your situation.
Contractor Name / Location Name / Venue Name / Company
This field will change depending on the Contact Type e.g. Supplier, Location, Venue or Supplier (in order above).
Job Title
Mobile Phone
This is an important field because the Worker record does not contain a mobile phone number. So any SMS alerts or updates sent to Workers are linked to their mobile phone contained in their Contact record.
Phone
This is a landline phone number or DDI for the Contact or secondary mobile phone contact number.
Email Address
This field will populate the Worker Email Address as the default. You can however override the Email Address in the Worker record as people often have more than one Email Address (for example a company and personal email address).
Public Email
This is to store the publicly available email address, rather than the Contact’s personal email address. For a contractor this might be info@bobsbuilding.com for example. This is particularly relevant for Contractors, Venues or Locations, and not so much for Person Contact Types where they wouldn’t normally have a separate ‘public facing’ email address.
Website
The website URL of the Contact. This may not be used at all for Person Contact Types.
YouTube
X
Rating
You can rate the Contact between 0 and 5 with 0 meaning the Contact has not been given a rating. 1 is the lowest rating, 5 is the highest. This is very useful for planning future events as this is strictly an internal rating and this will not be shown to other Guests in other areas of WorkZerk not accessible to Admin users.
You may wish to consider creating your own meaning to the rating system. For example 1 might mean - ‘do not use/black listed’, 2 -3 ‘fair’, 4 ‘recommended’ and 5 ‘highly recommended’. This allows you to maintain a database of reputation if you like for all persons associated with the portal.
How you use the Rating field is entirely up to you, but please be aware that that all WorkZerk Admin users will have access to the information, so discretion may be required.
Notes
This field is for notes on the Contact, but please note it is limited to 200 characters so should be limited to very brief notes or comments, or you may wish to consider using your own shortcode system here.
Contact Creation Options
Before saving the Contact record you see some checkboxes that will apply upon saving.
+Worker
Turning this checkbox on (the default) will automatically create a Worker record when you save the Contact (a huge time saver!). Turning this checkbox off will create the Contact but not create a Worker record. You can always add the Worker record from the Contact later (on the Worker tab).
+Assignable
Turning +Worker on and then turning the +Assignable checkbox (the default) will automatically make the Worker Assignable. The status of Assignable in WorkZerk means that you can assign Onboarding to just that Worker.
