Details Required

[1st4Parties 0]

Hi all,

 

I am currently putting together a database to keep all my customers details in one place, and it makes it easier for me to keep track of all the information needed.

 

I am looking for advice on what types of information I should be asking for, I have created the database already and got the fields I need/want so far, but I feel I am missing something...

 

any help is apprecated, Thanks

 

Paul

[ian . 0]

Hiya.

 

Tell us what you've got up to now, and we'll try and help.

 

Ian.

[1st4Parties 0]

I have split it into two tables/forms:

 

Customer Details & Function Deatils

 

Customer Details:

-Customer Sales Number

- Firstname

- Surname

- Address Line 1

- Address Line 2

- Address Line 3

- Address Line 4

- Post Code

- Day Time Telephone Number

- Evening Telephone Number

 

Function Details:

 

- Type of Function

- Date of Booking

- Date of Function

- Venue

- Time Function Starts

- Time Function Ends

- Services Required (Such as Disco & Karaoke, Catering, Face Painting, Bouncy Castle Hire)

 

Thanks, Paul @ 1st 4 Parties

 

[Leonna 0]

I would add the customerID (or the unique ID for your customer) to the functions table so that you can then access the details of who has booked which function.

[ian . 0]

On the venue side - venue name & address (handy for getting in touch with them)

 

Number of guests expected? - You charge more if theres 300 guests compared to 50.

 

Mobile phone number & home number are the ones I as for.

 

E-Mail address is also handy.

 

Is it a formal funtion or not? - Will you be expected to turn up in a tux, or just casual.

 

Also important is - where did you hear about us? - This will help you to see if your advertising is working.

 

Ian.

[RichardP 0]

Maybe also add more booking payment details (price quoted, deposit, final payment, etc).

 

Agree with suggestion about getting more venue information in there. If so, create a third table for venue information and create a relationship to the function table.

 

Also, comments for each table - to store notes on what your client was like, description of venue facilities, notes on how the function went - for future reference.

 

What do other people here use to track their contacts/functions/venues?

[YourBigEvent 0]

QUOTE

What do other people here use to track their contacts/functions/venues?

 

Same booking form ( Found here !)

 

Hotel call me, I fill in the form, photocopy it three times and sent two copies to the hotel via post or fax, it then photocopied and goes into a Quotes folder.

 

When returned, normally by fax, I take it out of the Quote folder and put the signed copied into of the unsigned folder, and put it into the Confirmatoin folder

 

I then add the date to my computer diary, then upload it to the server, and normally do a quick sync with my PDA, therefore I have a hard copy (in the conformation folder), a copy on my laptop, and a copy on my PDA too, along with a secure on on the server. I also do a backup copy of Outlook everyday, on both laptops.

 

Once I get the initial payment, I do a receipt, and print two copies again, one gets posted to the client, the other goes into a Receipts folder, I also save a copy on my laptop hard drive, and a copy onto a USB pen, So if the laptop crashes I have three copies, as per confirmations.

 

BTW All paperwork goes into protective A4 sleeves, to keep everything tidy and neat.

 

Most importantly, keep at least one copy of everthing for your records.

 

Hope this helps.

[Digital discos 0]

Do you fill your form by hand Andy? or on the computer whilst speaking to your client?

[YourBigEvent 0]

By hand.

[Digital discos 0]

So you photocopy a handwritten copy?

 

I thought in this day and age it was so not pro to do anything by hand? I mean all companies print labels, forms, return slips etc!

 

 

[ian . 0]

QUOTE (Digital discos @ Apr 15 2006, 04:35 PM)

So you photocopy a handwritten copy? I thought in this day and age it was so not pro to do anything by hand?

Cut him some slack - he's only just learnt how to do joined-up writing! http://www.dj-forum.co.uk/html//emoticons/tongue.gif http://www.dj-forum.co.uk/html//emoticons/tongue.gif