# Maintaining your Key Contacts List

## Overview

To improve communication to your organisation’s Crisisworks contacts, a central register of key contacts is maintained by Datalink, which draws from your contacts list in Crisisworks.

These are currently used for:

* Registering contacts for Crisisworks support purposes
* Maintaining (and reviewing) the list of authorised Crisisworks users for your organisation
* As distribution lists for sending important communications to your staff from Crisisworks, such as newsletters, outage notifications, planned outages and feedback/satisfaction surveys.

It is important that you ensure that your contact lists are up to date on an ongoing basis because your contacts will be synchronised daily.

### Key Contact types and Usage

There are currently 4 categories of Key Contact in Crisisworks. You can add as many contacts in your organisation to each of these types, though it is important that you maintain them so it is best to keep them to a manageable number (between 1-3 each is fine). They do not need to be Crisisworks users.

{% hint style="warning" %}
Key Contacts are not positions and do not grant any special user roles or permissions in Crisisworks
{% endhint %}

<table><thead><tr><th width="165.6640625">Key Contact Type</th><th width="320.15234375">Used for</th><th>Crisisworks Classification code</th></tr></thead><tbody><tr><td>Champion</td><td>A key user who wishes to gain advanced knowledge and lead in the usage, training, adoption and upkeep of Crisisworks at your organisation</td><td>CW-Champion</td></tr><tr><td>Technical Staff</td><td>One or more IT contact(s) for information security, integrations and GIS matters</td><td>CW-Technical-Staff</td></tr><tr><td>Authorised Manager</td><td>The owner(s) of the contract, an authorised person for business and contractual related matters</td><td>CW-Authorised-Manager</td></tr><tr><td>Billing</td><td>The billing contacts for payment and invoicing matters</td><td>CW-Billing</td></tr></tbody></table>

### Checking your Key Contacts

You can check your key contacts easily from the Classifications counters in the [Contacts](https://docs.cw.crisisworks.com/modules/operations/contacts) register. If you have none of these classifications listed you will need to add them.

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FPgqIsrz0ONUgqbojAclD%2Fimage.png?alt=media&#x26;token=aadeafbb-a0fc-4963-ae29-e01e8bf3ab72" alt=""><figcaption></figcaption></figure>

Alternatively you can use the Contacts Search to search and filter by these roles.

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FHXkWk4bf9nlhibdJlsBO%2Fimage.png?alt=media&#x26;token=86db05a7-1784-426c-abc3-e58a20279704" alt=""><figcaption></figcaption></figure>

## Maintaining your key contacts <a href="#maintaining-your-key-contacts" id="maintaining-your-key-contacts"></a>

{% hint style="info" %}
Key contacts must be users of Crisisworks that are members of your staff, and you should update these when there are staff changes. You should not assign external contacts or users as key contacts.
{% endhint %}

The following process identifies your key contacts in Crisisworks by using the *Classification* field against each of your key contact’s user record.

### Adding Classifications to Individual Key Contacts

{% hint style="warning" %}
These steps are for user administrators only.
{% endhint %}

To identify your key contacts, apply one or more of the following system classifications as follows

1. Locate the contact you wish to identify as a key contact or create a new contact.
2. Locate the Classifications field under the Workflow section of the contact form.
3. Select the field, decide which [key contact types](#key-contact-types-and-usage) apply scroll through the list to find each classification then click the entry to add it to the list. If you begin typing, the system filters the classifications. In this example type “CW”, to see the 4 options
4. Once added, please save the record.

<figure><img src="https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FEaw8TxNQZYZXnySHYz2B%2Fimage.png?alt=media&#x26;token=a3a925d5-9d2d-42c3-8e88-4a19d427e446" alt="" width="563"><figcaption><p>Adding CW codes for key contact classification</p></figcaption></figure>

### Subscribing your key users to email distributions lists

It is recommended that your key contacts be subscribed to relevant email subscriptions such as system outages, system maintenance, and news.

While editing the key contact’s record, under the Email Subscriptions section you can select one or more of the subscriptions as per below. Note the contact must also be a [user](https://docs.cw.crisisworks.com/system-administration/user-and-contact-administration#enable-user-account-for-this-contact) for these options.

Refer to: [Email Subscriptions](https://docs.cw.crisisworks.com/system-administration/user-and-contact-administration#email-subscriptions)

### Contact visibility - Advanced note

If you want to keep records private from others but still synchronise to the central register, you can save the record into a different [global event](https://docs.cw.crisisworks.com/system-administration/managing-events/global-events). For example by changing the contact to the “Contacts Directory(Private)” it will only be accessible by your user administrators by default (you can change which positions can access the event).

If you want any contacts to be available in future events or other events you will need to associate them with a global event.