Contact Enquiries
The Contact Enquiries module provides a centralised inbox for managing messages submitted via the website's contact forms. These enquiries may relate to general questions, bookings, support requests, or any other public-facing communications.
This module ensures that all incoming enquiries are properly tracked, assigned, and resolved in a GDPR-compliant manner.
Purpose
This resource is designed to:
- Capture and store all contact form submissions
- Enable administrators to track unresolved messages
- Support GDPR compliance with consent tracking
- Offer a structured view of each enquiry, including message content and user details
- Allow internal teams to mark and manage resolutions
This module replaces email-only workflows with a consistent, accessible platform-wide solution for managing inbound communication.
Managing Enquiries
To view and manage submissions, go to Orders & Enquiries > Contact Enquiries. The list view displays:
- First Name and Last Name
- Email Address
- A preview of the Message
- Resolved Status (icon indicator)
- Submission Date
Unresolved messages are highlighted via a badge count in the sidebar. This count updates automatically to reflect the number of pending messages.
You can sort, search, or filter submissions as needed. Clicking on an entry allows you to read the full message, update status, and review contact details.
Creating or Editing an Enquiry
While most enquiries are submitted via the frontend form, administrators can manually create or edit entries if needed. The form includes:
- First Name – Required
- Last Name – Optional
- Email – Required and validated as a proper email address
- Phone Number – Optional for callback purposes
- Message – Required, typically populated by the frontend form
- GDPR Consent – A toggle indicating whether the user gave consent to store and respond to their message
- Resolved – A toggle for internal use to track whether the enquiry has been addressed
Marking an enquiry as "resolved" removes it from badge counts and signals that no further action is required.
GDPR Considerations
All contact form submissions include an optional GDPR Consent toggle. This allows your organisation to comply with data privacy laws by clearly indicating whether the individual consented to having their data stored and used for correspondence.
If a user does not provide consent, you may wish to handle their data more cautiously, e.g., avoid long-term storage or marketing follow-up.
Additional Features (if enabled)
- Threaded Replies: When integrated with the Enquiry Threads relation manager, staff can respond to enquiries directly and maintain a history of conversations.
- Email Notifications: Submissions can trigger notification emails to relevant team members or shared inboxes.
- IMAP Integration (optional): For clubs with inbox polling enabled, replies to contact messages can be pulled into the system and attached to the original enquiry, turning the system into a lightweight support ticketing solution.
Summary
The Contact Enquiries module acts as a lightweight CRM and support tool for handling incoming messages from members and the general public. It ensures that all submissions are logged, responded to, and properly tracked, helping clubs stay responsive and compliant.
With support for resolution tracking, GDPR consent, and message management, this module is a valuable tool for club administrators, safeguarding officers, and customer-facing teams.