While some actions for updating the most commonly changed data for a contact can be done in the summary modal actions button, every bit of data sheepCRM has related to the contact record can be viewed, added, and updated in the contact record's detailed side-panel view.

Find the contact you wish to edit, bring up the summary modal, and click on the view contact button to open up the side-panel> select Admin>Record Data.

Record Information within a contact record on the Metadata tab shows miscellaneous information such as type of record, when the record was made, when it was last updated and the URI. Any external IDs made through linking with third parties will be displayed.

sheepApp User Information within a contact record on the Metadata tab shows information such as the date the member registered, last logged in, account status and email being used on their sheepApp account. If a member is pending account activation or has requested a password reset an activation code will also be displayed here.

We know that sometimes activation emails can get blocked by spam settings or similar, so to assist in obtaining and providing the activation code for your new member, navigate to the contact's record. Select the Admin>Record Data tab and scroll down to the sheepApp User Information card.

If the contact has requested a password reset email, or is trying to activate their account, a 6 digit verification code it will be displayed, along with a button to get the reset link.

From here you can either use the code and the link yourself to reset the password manually, or send the link to the contact via email and provide the code - for security reasons we strongly recommend providing the code over the phone rather than including the code in an email.

External IDs are unique numbers or codes generated by third-party services that can be added to the matching contact record in sheepCRM for reporting and logging purposes. These records are usually created automatically through integrations but can be manually added.

To add a new external ID to the contact, click on the add external ID button located in the top right of the External Identifiers panel.

This will bring up a window with two fields:

Once entered, click on the save button to create the new external ID record.

Occasionally, you may find that a contact has a second record inside sheepCRM. This can be created for a number of reasons, such as mistakes in imported data or your contacts using their home and work email addresses interchangeably.

If sheepCRM detects enough similarities to suspect a duplicate record, this duplicate will be listed in the possible duplicates panel.

Possible Duplicates within a contact record on the Admin>Record Data tab shows each potential duplicate and provides a 'score' based on how much data is similar or matching to the current contact record (higher number meaning more likely to be a match). A text summary will also be next to the score that provides some context - however we recommend viewing the record to confirm before merging.

To view the full record of the potential duplicate, click on the actions button and select the view possible duplicate record option.

Once confirmed that the record is a duplicate, click on the actions button and select the merge duplicate into current record option. This will pull together all personal data, as well as memberships, donations, tickets and payments, into one record.

The system applies an algorithm to compare the similarity of records but sometimes you will know that two very different records are in fact duplicates. If you want to merge these records you will need to trick the system into thinking they are duplicates. Do this by changing either the name fields or email fields to be an exact match. (Note the duplicate may take time to be recognised after making your change.)