In PELHAM, each person has one Contact record. This single record represents the individual, no matter how many different roles or Membership statuses they hold. Keeping one record per person avoids duplication and ensures their details are always accurate in one place.
Some Contacts are created automatically. For example, when a parent or guardian sets up an account in the Membership Portal and adds their child, those Contact records are generated for you. Head Office may also create a Contact manually if a Membership is set up over the phone.
There may be times when you need to create a Contact yourself, such as adding a new Coach, Assessor, Committee Member or Volunteer. When that’s needed, follow the steps below to create a Contact:
Creating an Individual Contact
1 – Using the lefthand navigation menu find ‘Contacts’
2 – Select ‘New‘ from the top menu
3 – Fill in Summary Information
Begin by filling in the required information fields within the Summary Tab, the below fields in Bold are Required, and Italicized are recommended
- Title
- First Name
- Last Name
- Personal Email
- Date of Birth
- Additional Information
- Gender
- Ethnic Origin
4 – Once the basic information has been filled in, select ‘Save’ from the top bar. This will create the contact record and automatically generate the unique Pony Club Number
5 – It is also recommended to add an Address, especially if the Contact will be a Member at any point
To do this navigate to the Addresses tab, select the Address Field and click + New
Start by typing in the Postal Code to autofill most of the required fields, once completed select Save & Close
