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.

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:

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 show the same Tags section available on contacts, donors, clients, and volunteers, using the same shared tag pool. 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. 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, the same way tags stay in sync across a person's contact, donor, and volunteer faces. 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, instead of recreating it and merging the history over.

Open the record's actions menu and choose Change Type, then pick the new type. 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.

Change Type requires edit (Update) permission on the record, so a user with view-only access won't see the option.

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.