Video about adding clients and contact persons
In MICE, you can easily manage all your clients, suppliers, and contact persons from one central location. This provides clarity and efficiency when planning events and projects.
All contacts can be found in MICE in the Contacts environment (visible in the main menu).
Content of this article:
Functioning and distinction of contact types
In MICE, you can add clients, suppliers and contact persons.
Contact persons can be linked to clients (organisations) and suppliers.
Clients and contacts can be selected when creating an event or processing a request.
Overview of key features by relationship type
Feature | Client | Supplier | Contact person |
Linking contact persons | ✔️ | ✔️ | ✖️ |
Link to events | ✔️ | ✖️ | ✔️ |
Variable fields available in planning, quotes and documents | ✔️ | ✖️ | ✔️ |
Receives messages from the event planner | ✖️ | ✖️ | ✔️ |
Data used for sending quotes | ✖️ | ✖️ | ✔️ |
Retrieved while sending documents | ✖️ | ✔️* | ✖️ |
Data used for invoices | ✔️ | ✖️ | ✖️ |
*The contact persons added to a supplier can be selected as recipients when sending documents.
Business and private clients
We recommend creating both a client (organisation) and a contact person, even for private clients. Always create a client record, as a contact person can be linked to multiple clients - for example, to a company as well as a private visitor to your location.
Add a new client or supplier
Step 1: Go to Contacts via the main menu.
Step 2: Click on the + New client button, or first click on the arrow next to it to add a new supplier.
Step 3: Fill in the details. Make sure the name, email address and postal address are filled in, as these will be used for invoicing.
Is the client's billing address different from the postal address? If so, enter the billing details (at the bottom). Any billing details take precedence over the postal address.
Step 4: Your new client or supplier is now in the contacts database and you can add contacts.
Add a new contact person
Step 1: Go to Contacts via the main menu and select Contacts again.
Step 2: At the top left, click on the button + New contact.
Step 3: Fill in as much information as possible. Make sure you fill in the name, organisation and email address, as this information will be used for quotes and messaging.
Add or link a client and contact in an event
After a client requested an event via the widget, filled company and personal details are added to the event automatically. When a client is new, the system will propose to add a new contact. If the filled details match a yet existing client, the system proposes to link the new contact to the existing contact. For this process, the following details are taken into account:
for clients: client name, email, phone number, address or postal code
for contact persons: full name, email or phone number