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Database: How to update a customer email
Objective
This SOP outlines the steps to update the email address of a primary contact in various systems to ensure consistency and accuracy across platforms.
Scenario: Changing email (not changing entire person) for the point of contact (finances) and for software setup
Key Steps
Step 1: Identify Primary Contact 0:15
- Begin by identifying the primary contact for the account.
- In this case, the primary contact is David Walker.
Step 2: Access User Information 1:00
- Open WordPress
- Locate the primary contact's profile using their name.
Step 3: Update Email Address 2:05
- Edit the user's profile to update the email address to the new one (e.g., David.Walker@mlbccareers.com).
- Ensure that the username remains unchanged.
Step 4: Update in ActiveCampaign 4:35
- Access ActiveCampaign and locate the primary contact's profile.
- Add a note regarding the email update.
Step 5: Update in Stripe 5:26
- Navigate to Stripe and update the email address for the primary contact.
- Confirm that the update syncs with Chargedesk.
Step 6: Verify Chargedesk 6:25
- Check Chargedesk to ensure the email address has been updated.
- Retain the old email for reference if necessary.
Step 7: Update in Spiffy 8:01
- Access Spiffy and update the email address for the primary contact.
Step 8: Verify All Updates 9:01
- Switch back to the primary contact's profile to verify that all updates are correct.
Step 9: Update Account Level Information 9:36
- Ensure that the account level information reflects the new email address.
Step 10: Update Software Systems 10:15
- Update any relevant software systems to ensure the new email is used consistently.
Step 11: Check Church Profile 11:20
- Verify the church profile to ensure the primary contact's email is updated.
Step 12: Final Review 13:06
- Conduct a final review of all updates made to ensure accuracy and completeness.
Link to Loom
https://loom.com/share/128c2dbca61940e2977eb133fad6a230
Email Update if NOT primary on finances or setup process
Objective
This SOP outlines the steps to update a team member's email address in various systems to ensure accurate communication and access.
Scenario: Changing email (not changing entire person) for a team member who is NOT the point of contact for finances and/or for software setup
Key Steps
1. Identify the Email to Update 0:00
- Review the current email and identify the new email to be updated.
- Confirm the need for the update based on previous communications.
2. Access WordPress 1:01
- Log into WordPress.
- Check if the new email is already in the system.
3. Update User Information in WordPress 1:29
- If the new email is not present, proceed to update the user:
- Change the username (most important).
- Update the nickname.
- Update the email address.
- Save the changes.
4. Update ActiveCampaign Contact 2:16
- Log into ActiveCampaign.
- Update the contact information to reflect the new email address.
- Add any additional emails if necessary.
5. Verify Payment Connections 3:10
- Check if the user is connected to payment systems (e.g., Stripe, Spiffy).
- If not connected, no further action is needed regarding payments.
6. Add Notes in ActiveCampaign 3:41
- Add a note in the user's ActiveCampaign profile to document the email update.
7. Test User Access 4:06
- Confirm that the user can log in with the new email.
- If necessary, send a magic login link to the user.
8. Notify the User 5:03
- Send a confirmation email to the user with the magic link and inform them of the update.
Cautionary Notes
- Always double-check the email addresses for accuracy before saving changes.
- Ensure that the user is informed of any changes made to their account.
Tips for Efficiency
- Keep a checklist of the systems where the email needs to be updated to avoid missing any.
- Use templates for notification emails to save time.