Organisation Contacts

Overview

The Organisation Contacts page allows you to manage the list of authorised individuals associated with your organisation in Vivi.

These contacts are used for:

• Account-related communication

• Support and incident updates

• Authorisation for organisational changes

• Operational coordination with Vivi Support

Maintaining an accurate contact list ensures that Vivi communicates with the correct stakeholders at all times.

Availability

This feature is available for organisations in the NAM,AU & EMEA region.

Only specific contact types are available via the API and can be added, and these may vary by region.

For ANZ & EMEA, the available contact types are:

• IT/Technology (Primary)

• IT/Technology (Secondary)

• School Executive

• Funding Manager

• Curriculum & Instruction (Primary)

• Marketing

For NAM:

• IT/Technology (primary)

• IT/Technology (secondary)

• School Executive
  
  

What are Organisation Contacts?

Organisation contacts are individuals recorded in Vivi’s customer relation management system as authorised representatives of your organisation.

These contacts are permitted to:

• Approve or request changes to the organisation’s operational information

• Receive important communications such as incidents, updates, and announcements

• Raise support requests and interact with Vivi Support

Only users listed in this section are treated as authorised contacts by Vivi.

How Contacts are Synced

Vivi’s CRM serves as the primary source of truth for all outreach, with all contacts synced directly to it.

Contacts are synced when:

• Contacts are added or deleted via the form on the Contacts page within Vivi Central

• The request is verified, processed and updated in our CRM

• Vivi Central reflects the updated contact list after processing

Changes will take up to 2 business days to be reflected in Vivi Central.

Actions and Functionality

Add New Contact

Open

Process:

1. Click Add New Contact

2. Enter the required details:

   • Contact Type

   • First Name

   • Last Name

   • Email address

   • Job title

   • Phone No

Click Submit the form.

Result:

• The contact is added after verification & processing.

• The user becomes an authorised representative depending upon the role or contact type.

• They will begin receiving relevant communications

This form is used to add an authorised contact to your organisation based on the contact type. It does not create a user account in Vivi Central.

Modify a Contact

To modify a contact, please delete the existing contact and then re-create it with the updated information.

The request will be processed by the backend team accordingly.

Delete Contact

Open

Process:

1. Click the Delete button next to the contact

2. Provide a reason for deletion

3. Click on Submit

Result:

• The request to remove a contact is submitted to Vivi for processing.

• The contact is verified and then removed from the system.

• Once removed, the contact will no longer appear in the list and will not receive organisation level communications from Vivi

Note:
Only remove contacts who are no longer associated with the organisation or should not have access.
It can take up to 2 business days for the changes to appear in Vivi Central.

Confirm / Re-Verify Contacts

This feature is used to ensure that the organisation’s contact list is accurate and up to date.

The confirmation option appears twice a year, prompting authorised users to review all listed contacts and take any necessary action.

Process:

• Review all listed contacts

• Update or remove any outdated or incorrect contacts as needed

• Scroll to the bottom of the page and click Confirm Contacts up to Date

Result:

• Confirms that the contact list has been reviewed

• No automatic changes are made unless updated manually

• Outdated or inactive contacts can be identified

• The verify and update reminder banner is removed from the Vivi Central home page

This process helps maintain accurate records and ensures ongoing data accuracy and compliance.

Permissions

Notes:

• IT Admin, Technician & IT Helpdesk can view, add, and delete contacts

• Only IT Admin can perform re-verification

• This ensures permission to verify or delete staff is locked to senior leadership

Best Practices

• Review contact information regularly

• Remove contacts who are no longer part of the organisation

• Ensure at least one primary IT contact is always listed

• Verify contacts during organisational or staffing changes

• Check for duplicate contact information

Summary

The Organisation Contacts page is a critical component for streamlining communication between your organisation and Vivi.

Regularly reviewing and updating contacts ensures:

• Timely communication

• Enhanced data privacy and security

• Reduced risk of outdated or incorrect information