Using Contact Types

This article covers the Contact Types feature and how to properly set it up with Reservation-based events.

Please note that though these instructions are developed to walk you through how CellarPass can be integrated with WineDirect to recognize club members, the same principles can be applied to our other integrated partners as well as the manual club member import method. In these instructions, we reference Contact Types, Customer Type and Account Type synonymously as the same data point as each integrated partner may call this something slightly different.

CellarPass utilizes Contact Types to provide some advanced features related to Reservation-based events. Since there are many ways to use Contact Types, we're going to provide you the instructions on how to use it in the most popular way which is identifying specific Guests when they are book a Reservation online. Please note that you must have an active Reservation plan to utilize this feature.

1. MANUALLY IMPORTING CLUB MEMBERS
If you have elected to go with the manual club member method to recognized club members, you must first complete your first Club Member Import. You can learn more about manual club method here.

2. SETTING UP ACCOUNT TYPES / CONTACT TYPES / CUSTOMER TYPES
The biggest advantage of integrating your CellarPass account with either a real-time eCommerce or Club integrated partner or using one of our manual club member import methods is being able to recognize club members and apply discounts or create exclusive member-only experiences. To set this up, you must determine if your CellarPass account is connected to a real-time integrated partner or not. This is easy to identify by looking at the information that is displayed at the bottom of the left-hand menu. If you only see your CellarPass plan name, just above our copyright information, then your account is not using a real-time integrated partner. You can either elect to enable this integration, or use our manual club import method. And to work on the next few steps, you'll need to make that decision now as it effects how Account Types (or Contact Types) are configured.

With that, you must also have the Wine Direct integration (or one of our other integrated partner) enabled on your subscription before continuing. If you would like to use this feature and don't have the integration enabled, you will need to upgrade.  Once your integration is enabled and confirmed as working properly, you can continue with the setup steps below.

1. Log into CellarPass backoffice by going to https://www.cellarpass.com/manage
2. Click Business from the left-hand menu.
3. Select Account Types from the submenu.
4. If your WineDirect (or other integrated partner) is properly configured, you will see all of your available Contact Types created in WineDirect.
5. To the far left, there will be a checkbox. Click each checkbox for the Contact Types you would like to use within CellarPass for automated discounting.
6. If you elected to setup a "Reservations" or "CellarPass" Contact Type, we recommend you select the radio button to the right of the Contact Type Name in the list. Doing so, will automatically set any Guest that is not found in your WineDirect database as this Contact Type when being upserted as part of a booked Reservation workflow.
7. Once you have configured your Contact Types in CellarPass, click the Save button in the type right-hand corner of the page.
8. You can now skip down to the Configuring Automated Discounts below.

3. SETTING UP ACCOUNT TYPES / CLUB TIERS (Using Club Member Import Method)
This method should be used by any properties that are not integrated with Wine Direct. Since you will be uploading your Contact Types via an import tool, we'll need for you to read this article first, then return to this page.

1. Confirm that you have previously-imported your Club Members to create the Contact Types within CellarPass by logging into the CellarPass backoffice.
2. Click Business in the left-hand menu
3. Select Account Types from the submenu.To the far left, there will be a checkbox. Click each checkbox for the Contact Types you would like to use within CellarPass for automated discounting.
   1. Please note that unless your subscription integrated with CellarPass, the "default" function is not supported.
4. Once you have configured your Contact Types in CellarPass, click the Save button in the type right-hand corner of the page.
5. You can now skip down to the Configuring Automated Discounts below.

Setting Up Automated Discounts (Reservations)

1. Log into CellarPass backoffice by going to https://www.cellarpass.com/manage
2. In the left-hand main menu, select Experiences.
3. From the submenu, select Events.
4. Locate the Reservation-based event you would like to apply an automated discount to and click the name of the event.
5. Click the Discounting tab from the pop up window.
6. The next screen will display any applicable Promo Codes you may have previously created. Below that section, you will see a list of your Contact Types with dropdowns.
7. For each of your Contact Types, use the dropdown menu to apply the appropriate automated discount.
8. Once you have setup each of your Contact Types, click the Save button.
9. As with all configurations like this, we recommend that you test each of the types of discounts. To do so, you will need a Guest account that can be used to sign into the CellarPass booking engine to confirm the test is working properly.

Since CellarPass will automatically upload any Guest as a new record if they have not been identified by a matching email address, we recommend that you create a Contact Type in WineDirect such as "Reservations" or "CellarPass". This will allow you to tag these specific Guests with this Contact Type, allowing you to quickly identify "new" guests within WineDirect.