The contact configuration tool in Aplos allows you to manage and customize contact-related data you are looking to collect.

To Navigate to Contact configuration select the People tab -> Contact Configuration

From this screen, you will see multiple tabs that you can toggle between. The tabs that allow for adding or editing include:

• Custom Fields
• Dates
• Tags
• Relationship Types
  
  

Below we will discuss the process of creating a new field and recording data in that field, as well as other benefits of using Custom Fields.

Custom Fields

If you have collected data for your contacts but don't have that field available within the default Aplos fields, you can utilize Custom Fields to create and track that information (allergies, membership ID, t-shirt size, etc.).

Once on the Contact Configuration screen follow the below steps to create your custom field:

1. Select the Custom Fields tab
2. click the green plus (+) button to the right
   
3. Name the custom field
4. Choose the type of field you want to use.
   • text
   • decimal number
   • whole number
   • date
   • dropdown list: select the "add new" option to create multiple options in your dropdown list
5. Click "create" once completed

Date Fields

For custom fields that are date types, we recommend utilizing the Dates tab to track and manage any custom dates that you create. This will help organize your field types by category. Date types that are already built-in to Aplos include:

• Anniversary: Used for wedding anniversary typically, but could be used for any anniversary type
• Birthday: utilizing this field will populate the age of the contact on their contact card
• Deceased: Utilizing this field will remove the contact from any communications sent through Aplos

Once on the contact configuration screen follow the below steps to create a new date field:

1. Select the Dates tab
2. Click the green plus (+) button to the right
   
3. Name the custom date field
4. Click “Create.”
   

Contact Tags

Contact tags are labels you create to help organize your contacts. You can track additional details for contacts within your database. Tags are completely customizable, and you can create your own tag structure that applies a parent/child relationship between tags. For example, you can add a tag to track information such as children within a certain school grade or those who have attended a particular event for your organization.

To begin:

1. Select the Tags tab and
2. Click the green plus (+) button.
   
3. Name the tag field and click "Create."
   • To make it a sub-tag, check the sub-tag box and select a parent tag.
     

Contact tags can be used in the Check-In tool to manage contacts and events. For more information about Tags and Check-In, view our Check-In resource.

Relationship Types

In Aplos, you can track relationships between contacts and even assign contacts in households. This allows you to connect contacts together and build a stronger contact database. Aplos provides built-in relationship fields. However, you can create additional fields for further field management.

To begin:

1. Select the Relationship Types tab and
2. Click the green plus (+) button.
   
3. Name the custom Relationship field
4. Click "Create."
   

The new custom fields will be available when building households or editing relationships between contacts. For more information about households, check out the Household Guide resource.  

Adding A Custom Field To A Contact

Once the custom field is created, access the contact you’d like to add it to from your Contact List.

1. Click the People tab -> Contact List
2. Search for and select the desired contact.
3. From here, you can edit the contact in two ways:
   • Click "Edit Information" on the right side of the contact card
   • From the Actions dropdown -> Edit this Contact
4. Scroll down to the Custom Fields section on this page
5. Add the information to the desired custom field
6. Click "Save & Close"
   

To update a custom field in bulk, check out our resource on Importing and Updating contacts.

Adding A Date Field To A Contact

Once you create your date field, you'll be able to add it to your contacts.

1. Click the People tab -> Contact List
2. Search for and select the desired contact.
3. On the right panel, choose the Dates
4. Click Add a new Date
5. Select your Date Type
6. Enter the date and any associated notes.
7. Check the box to specify that the date is important to that specific contact.
   • Any date marked as important will populate on "The Feed". Click here to learn more about The Feed
8. Click “Save & Close.” 

View your contact dates in a single location with the Date Report.

Customize this report by:

• contact categories
• custom fields
• lists
• date types

This can help you to gain insight into contact data to better cultivate relationships. Get started building your Date Report.

Adding Tags To A Contact

When viewing the details for your contact, you’ll see an area on the left-hand side of the screen where you can apply and manage these tags. From here, you will want to select which tag you would like to apply to the contact. You can also add a new tag. Once applied, this tag will be listed under the available Tags in this section.

You can also keep track of how many contacts have a certain tag applied from the main Contact Tags screen.

Other Uses For Custom Fields

An additional benefit to Custom Fields is that you can make the fields available on an Aplos online donation form. This way, if you need to collect more information for a contact other than the default information provided, you can add a Custom Field to your form to collect this information. This will be added to the contact once the donation is submitted. For more information on creating an online donation form, check out this article on Accepting Online Donations in Aplos.

Each of the field types are available to use as a parameter in the Smart List Designer tool. Create lists of contacts based on field data and other characteristics. Other tools that use lists in Aplos include:

Sending an email campaign to a list

Bulk Texting a list of people

Printing mailing labels

Sending a letter campaign to a list

Using contact lists in report filters