This article explains how to manage New Portal Registrations on the GRATIS Home Screen, including reviewing new contacts, linking them to existing client profiles, creating new clients when needed, and dealing with spam or unwanted registrations.

TABLE OF CONTENTS

• 1. Viewing the contact details
• 2. Assigning a registration to an existing client
• 3. Creating a new client and contact
• 4. Handling spam or unwanted registrations

On the Home Screen of your GRATIS instance, you’ll see a tile called New Portal Registrations. This area stores details of contacts who have registered via your client portal or website.

These contacts:

• May or may not have submitted an enquiry
• Must be assigned to an existing Client record, or
• Used to create a new Client and Contact record

1. Viewing the contact details

To view a contact’s information:

1. Go to the New Portal Registrations tile on the Home Screen.
2. Click on the contact name (hyperlink) to open their details.

From here, you can check whether the contact already exists as part of a client in your GRATIS database.

2. Assigning a registration to an existing client

If the contact belongs to a client that already exists in GRATIS:

1. In the New Portal Registrations tile, click on the double arrows on the right-hand side to assign the relevant contact to a client.
2. In the Client Name field, start typing the first few letters of the client name.
3. Select the correct client from the list that appears.
4. Click the Save hyperlink on the right-hand side.

The contact will be saved in the selected Client Profile, and the registration will be removed from the New Portal Registrations list.

If you do not assign the contact, their details will remain in the list.

3. Creating a new client and contact

If no suitable client record exists, you’ll need to create one before you can assign the registration.

1. First, set up the client profile by following this guide: How to add a new client.
2. Once the new client is created, return to New Portal Registrations.
3. Click Assign next to the contact.
4. In the Client Name field, search for and select the new client.
5. Click Save.

The contact is now linked to the new client and removed from the New Portal Registrations list.

4. Handling spam or unwanted registrations

If a registration is clearly spam or not a genuine client:

• Assign the contact to the client “no enquiry contact”.

This keeps your list of New Portal Registrations clean while retaining a record of the contact in case it’s needed for reference later.