Contacts and Organizations are shared relationship records in the CoolFocus for Love INC affiliates. They help keep one clean view of the people and groups connected to your organization.
Package note: Organizations, Churches, and the general Contacts list are part of the Connect module, included in Love INC plans (Love INC Core and Love INC Plus). Pregnancy Center and Non Profit plans (Core, Plus, Premium) do not include the Connect module. On those plans, people are managed through Clients, Donors, and Volunteers instead of a generic Contacts/Organizations view.
• Contacts: people connected to your organization, such as donors, volunteers, clients, staff contacts, or community partners.
• Households: related people who share a household or address.
• Organizations: businesses, nonprofits, agencies, and partner organizations.
• Churches: congregations or faith communities you work with.
A person may participate in more than one way. For example, someone may be a donor, volunteer, and event guest. A shared contact record helps CoolFocus connect the right history without duplicating the person.
Open a person's contact record and you'll see a row of chips at the top for every role that person holds: Contact, Client, Donor, Volunteer, Staff, and Household. Each chip has its own icon and takes you straight to that view of the person, for example the Volunteer chip opens their volunteer record and the Staff chip opens their staff record.
Staff has its own ID-card icon and chip, separate from Volunteer. Someone marked as both Staff and Volunteer shows both chips side by side, so you can tell at a glance which involvements a person has and jump directly to either one.
If a person is not a client, donor, volunteer, or staff member, and does not belong to a household, the header shows a plain "Contact" label instead of chips.
You can add a photo to a person or organization from the initials circle at the top of the record (camera icon). The same steps work for clients, donors, volunteers, staff, contacts, and organizations. See Adding Profile Photos to People Records.
Opening an Organization record shows an Overview tab with a snapshot of that organization, followed by its recent activity:
• Highlights: Organization Type, Partner Status (with a summary such as Full Partner or Agreement Signed, plus the Partner Since date), Roles, Primary Contact, and Email/Phone.
• Pinned activity: notes, tasks, or other activity someone has pinned to the top of the record.
• Open Tasks and Notes: the most recent open tasks and notes for the organization, side by side. You can add a note directly from this tab, the same as on any other record.
• Recent activity: a preview of the latest activity logged on the organization record.
Any highlight field that is not filled in shows as a dash instead of a blank space.
Organization records have a Description field, a free-text field (up to 500 characters) for a short summary of the organization, such as what it does or how your team works with it. It appears on the organization's detail view and as a column in the Organizations grid, and is included in organization exports.
Organization and Church records now show the same Tags section already available on contacts, donors, clients, and volunteers. Use tags to group records by whatever labels make sense for your team, such as "Major donor" or "Volunteer lead."
Open an Organization or Church record and find the Tags row in the sidebar. Click Add tag to attach an existing tag, or remove one you no longer need. A church or organization that also has a donor record shares its tags across both views of that record, the same way tags stay in sync across a person's contact, donor, and volunteer faces.
Church and Organization records have a Tags row, the same shared tag pool used on contacts, donors, clients, and volunteers. If a church or organization is also marked as a donor, a tag you add on its Church or Organization record shows up on its Donor record too. See Tags on Contacts, Donors, Clients, and Other Records.
A record can move between the person-family types: Person, Organization, Church, and Gap Ministry. Use this when a record was entered as the wrong type, for example a church that got created as a plain contact.
Open the record's actions menu and choose Change Type, then pick the new type. Households can't be converted, since a household is a container for member records rather than a person-family type itself.
• On Connect plans, Change Type is available from Contacts, Organizations, and Churches. Converting moves the record to the matching Connect page (a Person goes to Contacts, a Church goes to Churches, and so on), except Gap Ministry, which opens under Outreach.
• On Pregnancy Center and Non Profit plans, which don't include Connect, Change Type is available from a donor's record instead. Converting a donor keeps them on the Donors page, since Donors already displays every person-family type.
Change Type requires edit permission on the record, so a user with view-only access won't see the option.
• Search for a person or organization by name.
• Review contact details and relationships.
• Open related records, such as contributions, tasks, notes, requests, or event participation.
• Keep addresses, phone numbers, and communication preferences current.
If a record was created as the wrong type, for example a person who should have been entered as a Church or Organization, use Change Type from the record's actions menu instead of recreating it and merging the history over.
• Change Type is available on Contacts, Organizations, Churches, and Donors.
• It converts a record between Person, Organization, Church, and Gap Ministry.
• Households can't be converted. A household is a container for its members, not a person-family record, so converting one would leave its members without a household.
• Changing type requires Update access on the record. Someone with view-only access won't see the action.
After a conversion, CoolFocus moves the record to the list that matches its new type, for example a Contact converted to Church now appears under Churches. On Pregnancy Center and Non Profit plans, which don't include the Connect module, converted records stay on the Donors list and simply switch to the new type's layout.
When you find duplicate contact records, use the Merge action in the record's actions dropdown to combine them into one. Merge is available on contacts and other mergeable record types.
Merge is not available on template records (email templates, document templates, and similar template types). Templates are managed and edited individually and do not support the merge workflow.
Contact records may include private contact or service information. Follow your organization's privacy policy before entering, viewing, exporting, or discussing sensitive details.
• Adding Profile Photos to People Records
• Tags on Contacts, Donors, Clients, and Other Records
