USING AND ADDING CONTACTS
Our Contacts Database is a resource of over 40,000 publishing contacts and growing, and is used extensively by JHP staff. Every time we log a marketing activity for a book it is tied to a contact in the database.
Teamwork and community are core John Hunt Publishing values. The good news is that, as an author, you have access to this database, to be used for your own book promotion.
The Contacts Database is a large shared resource so it’s vital that care and attention is used when adding and amending entries. The more accurate the records, the better it is for everyone. As an author, you benefit from the detail work of JHP staff and other authors, and in turn they benefit from your detail work. It’s a virtuous cycle.
NOTE: Please keep us up to date with all the PR you do. The more we know, the more effectively we can promote your book, during publication and over further 500+ rounds of publicity. Therefore, we strongly encourage you to add your promotional activities to the Marketing Activities on your Marketing page, using the Contacts Database. Remember, if you have exciting or urgent PR news, or if you have trouble using the database please let us know on the Marketing Forum.
Log into the system. Click on Contacts on the left-hand side, and then New Contact.
Choose between adding a Person and an Organization.
An organization is where a person works. If you were adding a blog, for example, you would add it as an organization. You then need to create “a person” record for your contact who works for that blog and link that contact to the organization’s contact.
A person can also be someone not affiliated with an organization, for whom it makes sense to have an independent entry.
Organisation contact fields
Person contact fields.
Fields unique to adding an Organization:
Fields unique to adding a Person:
Fields for both Organization and Person:
It's most important to fill the Primary Email and Website link. These are most useful to everyone. Add Twitter handle, Facebook link etc. if you feel they are important.
When you have finished adding your contact, click Save Contact.
Please search for a contact before entering it. Duplicate contacts are confusing and take up valuable system space. When you add a new contact the system will check the database and give you a warning message if it thinks it has spotted a duplicate.
Each new contact is invited to subscribe to our newsletter and sent the following email:
We have just learnt that you may be interested in our books. In our newsletter booksellers, editors, producers, fans and reviewers discover our books and find details of offers, book launches, podcasts and articles. We invite you to subscribe. To subscribe, click here or go to https://www.johnhuntpublishing.com/ . If you do not wish to subscribe, it is not necessary to take any further action. You will not receive any further emails from us.
We think the most important fields to add are:
We know! We hear you and we are working to make the process easier. If you have a lot of contacts to add, and you are overwhelmed or struggling, please drop us a line on the Marketing Forum.
There are two main ways to search for a contact:
1. Search for a contact when you add a Marketing Activity.
To find the contact you can search by:
Most of the time, searching by Last Name or Organization will be enough for you to find who you need.
2. Search for a contact using the Contacts tab:
Click on Contacts and Contact Search on the left-hand side, and then Search Contacts on the yellow bar at the top.
You can search for a contact by a variety of parameters:
For example, if you were an author with Moon Books and wanted to search for book reviewers, you could:
The search results show you:
If you can’t find the contact you need when adding a Marketing Activity, then you will need to add it in manually.
If you have made a search, and want to try a brand new one, hit the “Reset” button to clear the search criteria.
The Contact Score is an algorithmically created rating which reflects how often we have interactions with a specific contact, and gives you an indication of how active/useful this contact has been to us.
Higher is better. A contact with a score of 80–100 is probably one that is in regular contact with us, depending on the organization and what they do.
You can refine your search by clicking on the Score header in the results.
You can save your searches for the future:
You can create your own personal lists of contacts. This is a great way of keeping an up-to-date record of your most valuable contacts.
You can add contacts to lists from the Contact Search page, or after you have entered or edited a contact.
Create a contact list from the contact search page:
Create a contact list after you have saved a new contact:
To view, edit, and amend your Saved Searches and Lists:
From there you can:
To edit a contact, click on Edit This Contact in the right-hand panel.
You can delete contacts that you have entered, but not those entered by other people. If you do come across a contact that is no longer in existence, but you cannot delete, please put a note in in the Description box to say so. An admin user can then delete them as they come across them.
For a Search:
For a List: