Overview

This module explains how TBN’s contact management system separates people (contacts) from the organizations they belong to. This setup enables better organization, clearer billing structures, and faster access to relevant booking history.

1. Contact Structure in TBN

TBN separates contact records into two levels:

• Organizations: The business or entity (e.g., a university)

• Contacts: The individuals associated with the organization

This allows you to:

• Track quotes/bookings by department or team

• Manage payment terms at the organization level

• See all associated contacts under one umbrella

2. Viewing an Organization

To view an organization:

1. Navigate to Sales > Contacts

2. Search for and click on the organization name (e.g., a university)

You’ll see:

• Contact list organized by departments (e.g., Athletics, Administration)

• Associated quotes and bookings

• A summary of billing preferences and contact roles

3. Viewing a Contact’s Details

Click on a contact within an organization to:

• See their personal info

• View quotes and bookings they are tied to

• Edit their details (email, phone, title, department, etc.)

When finished, click Back to Organization to return to the full org view.

4. Using Departments and Teams

Within an organization, you can assign contacts to:

• Departments (e.g., Athletics, HR, Transportation)

• Teams (e.g., Men’s Soccer, Women’s Volleyball)

This makes it easy to:

• Route quotes to the right person

• Track which trips belong to which group

• Streamline reporting and follow-up

5. Setting Payment Terms

From the organization view, you can set:

• Invoice due dates

• Deposit requirements

• Credit limits (optional)

These settings apply across all bookings created for contacts within that organization—ensuring consistent billing behavior.

Best Practices

• Always create an organization first before adding contacts

• Assign contacts to specific departments to improve quote targeting

• Keep organizational billing settings up to date for smooth invoicing

• Use the organization view to understand the full relationship at a glance