Monday.com Contact Management

Wix is valuable for collecting addresses from multiple routes (events, contact-us, newsletter signup), tracking when people unsubscribe (super important!), and automatic notification of blog posts. We send announcements and newsletters from Wix. Marketing communications are through Wix.

Monday.com is valuable for integration with gmail, contacting leads, and communicating with our clients/volunteers/collaborators. Program communications are through Monday.com. Monday.com can track emails sent to a person, and also makes it easy to send bulk emails.

We record donations in Donorbox.com, which can track donations over years and send out acknowledgement emails that are important for donors' tax filings.

The Contacts Board in Monday.com

We keep track of contacts in the Contacts board.

Several automations are set up to run from Contacts:

• When an activity/email is created in Emails & Activities, set Last Contact to today.

• When incoming email received from Email, set Last Contact to today

• When new email is sent to this Email, set Last Contact to today

• When an item is created in this board, connect (Accounts column) the item where Account Name (column in this board) matches Name (column) in Accounts (board) by overwriting new matched item (i.e., Accounts).

• When Any is created in Emails & Activities in current board, create an item in Activities and connect boards with column. This creates an item in the Activities board that points back to this item.

Creating a New Contact

1. If they are with an organization, create the organization first in Accounts.

2. Fill in the fields, taking note of whether it is free-form text, or a choice. Do try to fill in the following fields, in addition to the obvious ones:

   1. NG Relationship - can have multiple answers here; eg "Conference Attendee" or "Conference Speaker"

   2. Source: how we first learned of this person. If at a conference, put the name and year of the conference.

   3. Email, phone, state

   4. Type

3. Do not put anything for "Account Name" (that triggers matching to an Account of the same name and you'll do that manually with Accounts.

Importing Conference Attendees using a Spreadsheet

With our new online form for conference attendees, you should be able to obtain the spreadsheet from the google form results; you may need to copy it into a new spreadsheet and make edits as well as adding the people who filled out the paper version of the waiver and sign-in form.

1. Fill out a spreadsheet with columns Name, Type, Staff Details, Role, Title (free form), Phone, Email, Comments, Source, State and Country. You can start from this spreadsheet.

2. Export it as csv. (Ideally you avoid commas in the entries in the spreadsheet, to avoid confusion)

3. In Monday.com go to the Contacts board, then import (go to the ... three dots in the top right; choose More Actions > import to Contacts). Upload the csv file that you exported. Check that the columns are correctly matched. 

4. After it uploads, it creates a separate group in the Contacts board. This is convenient, as you can fix some things, often by selecting all the items and then making a change for one will change it for all selected.

   1. Type will be "Client or Partner"

   2. NG Relationship will be "Conference Attendee"

   3. The Account is determined automatically from the domain in the email address. You'll need to edit the Account so that it is correct.

5. Use Monday.com's bulk email capability to send the follow-up email to attendees.

6. Once you're done, you can merge the contacts into the main group of contacts by selecting every contact in the group (with one click at the top) and then choosing to Move to a different group.

Importing from Wix, Donorbox.com and elsewhere

The Contacts table in Monday.com is the best place for us to keep our full list of contacts, along with information about how they have interacted with Navigation Games. Therefore, we need to import contacts from elsewhere into Monday.com

• People who sign up for our newsletters or events on our Wix website are stored in Wix; they are sent emails when we post a blog post. We do not currently automatically connect them into Monday.com. We can export and pull into Monday.com. 

• 12/28/24: importing from Donorbox: some are already in Monday.com and some are not.

  • Identifying those already in Monday.com: Identify these outside of Monday.com (by exporting and doing vlookup, and you can even filter by those who are not already identified as donors). Then import only the ones already in Monday.com into a new board, and do our hacky vlookup (see below) to eventually annotate them as donors. If there are few, you can just do it manually. 

  • Those that are new to Monday.com: Identify these outside of Monday.com, and then import them. Generally, they will be "Community" type and have "Donor" as NG relationship. 

Example use cases for Monday.com contacts

• Send bulk email to all active volunteers about upcoming volunteering opportunities

• Get a list of all donors.

Volunteer and paid staff tracking

All staff (paid or volunteer) should be items in the Contacts board with Type "Staff" and the relevant "Staff Details".

Use the Staff view in the Contacts board to see our staff. 

Currently we are keeping track of our staff certifications and so on elsewhere, but a future project could move onboarding information into a new board or boards linked to contacts, with automations to warn when certifications are out of date for current staff.

Contacts Clean-up 1/20/25

• In settings for Site Members, I changed to "Only people I manuall approve" and asked everyone to confirm their email. We aren't really using Site Members right now anyway.

• In Site Members, we have 160. I am removing folks who have weird names and email addresses, including sivegi1107@wireps.com, discdeflimpsitviepil@yahoo.co.jp, jahyxas at mailinator.com. Removing barrahrozmunday (email bounced).