Contacts Overview
At a basic level, the Contacts module is used to store contact information for your important customers, major suppliers, vendors, service providers, subcontractors, regulatory organisations, distribution partners, franchisees, and other stakeholders or interested parties.
This makes the information accessible to everyone who needs it, rather than scattered amongst employees or locked away in the Sales or Accounting packages.
The next level for using the Contacts module is to upload records for data-based decision making, and then finally to set requirements for your contacts so that you can monitor compliance.
Level 1: Link information
Adding your Contacts is the first step and allows you to start linking contacts with other information in QSToolbox.
With relevant contacts listed in QSToolbox, you'll be able to link to and from other information within the system:
- Supplier <—> Supplier Issues
- Customer<—> Complaints
- Stakeholder <—> Risk assessment
- Training provider <—> Competency
- Calibration provider <—> Asset
- Contractor <—> Incidents
This makes it easy to find relevant information where you need it and to see how different parts of the system are connected.
Level 2: Documentation and Records
The next step is to define the types of records you want to collect, and then you can start adding records.
Upload relevant documentation and records for each contact to keep the information organised and easy to find. User access controls in QSToolbox ensure records are protected against loss.
Contact Records typically include things like:
- Supplier evaluations
- Certifications
- Insurances
- Contracts
- Pricing agreements
- Sales reports
- Breach Notices
- etc
Records can be added directly to QSToolbox, uploaded as file attachments, or use the 'Forms' module.
Holding these records in QSToolbox shows business processes are being followed, provides an audit trail, captures evidence of fulfilling legal obligations, and maintains a history, so that you can better evaluate performance and risks to make data-driven decisions.
Level 3: Monitor Compliance
To start monitoring compliance, select relevant Requirements for each Contact to specify which records are mandatory.
Compliance can relate to requirements you set for others, like a supplier. It can also relate to requirements you receive from others, i.e., your obligations.
Either way, QSToolbox will report on the compliance status and send alerts for expiry dates.
Supplier Compliance Management
Track supplier certifications, insurances, audits, and other compliance documentation. Upload these records into QSToolbox and receive alerts for expiry dates. Schedule and conduct supplier evaluations, and raise Issues.
Track Obligations
Add interested parties to the Contacts module in QSToolbox and track your obligations, such as an annual report that must be submitted to a Regulator.
Track Contract Renewals
Use QSToolbox to monitor contract renewal dates for your suppliers and/or your big customers.