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Adding & Managing Contacts

Contacts are the people and customers your agency works with. From a contact record you can store profile details, link projects, invoices, estimates and deals, give the contact their own portal login, and keep notes and documents. This article explains how to add a contact, what every field means, and how to use the contact profile.

Where to find it

  • Sidebar → Contacts

The Contacts module must be enabled and your role must have at least View Contacts permission for this menu item to appear. The contacts list shows all contacts you are allowed to see, with an Add button and an Import Excel button.

How to add a contact

  1. Go to Contacts in the sidebar.
  2. Click Add (top right of the list).
  3. Fill in the form. The form is divided into the sections described below.
  4. Click Save, or Save & Add More to immediately start another contact.

Contact fields

Account Details

Field Meaning Required
Salutation Title such as Mr, Mrs, Ms. No
Contact Name The contact's full name. Yes
Email The contact's email address. Must be unique within your company. No, unless "Can Login" is set to Yes
Country Contact's country (defaults to your company's country). Required only if you enter a Mobile number
Mobile Phone number, with a country dial-code picker next to it. No
Profile Picture Avatar image (png, jpg, jpeg, svg, bmp). No
Gender Male / Female / Others. No
Language The contact's preferred interface language. No (defaults to your language)
Contact Category A category for grouping contacts. See article 03. No
Contact Sub Category A sub-category that loads after you pick a category. No
Tags One or more colour-coded tags. You can add a new tag inline with the "+". No
Can Login Whether this contact can log in to the portal (Yes / No). Default is No. No
Email Notifications Whether the contact receives system emails (Yes / No). Default is Yes. No
Type The relationship type (see options below). No
Source Free text describing where the contact came from, e.g. Website, Referral, LinkedIn. No

Type options: Lead (early-stage interest), Prospect (qualified, in conversation), Customer / Client (has purchased or signed), Partner (referral / reseller / strategic), Vendor / Supplier, Sub-contractor, Investor, Employee, Personal / Other.

Company Details

If the Contact Companies module is enabled, this section shows a single Company dropdown where you assign the contact to one company record, plus an + Add Company link to create a new one on the fly. (See article 02.)

If Contact Companies is not enabled, you will instead see individual fields: Website, Office Phone Number, City, State, Postal Code, Company Address and Shipping Address.

Other fields that may appear here:

Field Meaning
Added By The employee who owns this contact (only visible if your permission level allows it; defaults to you).
Note A quick rich-text note saved against the contact (only visible if you have the Add Contact Note permission).

Social Links

LinkedIn, Facebook and Twitter / X — free-text URL fields.

Custom Fields

Any extra fields your administrator has defined for contacts appear at the bottom of the form.

Giving a contact portal login access

A contact can have their own login to the portal where they see the items shared with them (such as their projects, invoices, estimates and notes marked visible to the contact).

  1. Open the Add Contact (or Edit Contact) form.
  2. Set Can Login to Yes.
  3. Enter an Email (this becomes required once Can Login is Yes) — this is their login username.
  4. On the Edit form you can set a Password (with show-password and generate-random-password buttons) and a Status (Active / Inactive).
  5. Save. The contact can now sign in at your normal app login URL with that email and password.

Tips

  • Use Email Notifications = Yes so the contact is kept informed by email.
  • What a logged-in contact can see is controlled by the built-in contact role; they only see records explicitly shared with them.

The contact profile (detail page)

Click any contact in the list to open their profile. The page has tabs along the top; which tabs appear depends on the enabled modules and your permissions:

  • Profile — overview with stats, charts, earnings, custom fields, the Tags box and Last Login time. (Default tab.)
  • Projects — projects for this contact.
  • Invoices — invoices raised to this contact.
  • Estimates — estimates sent to this contact.
  • Credit Note — credit notes.
  • Payments — payments received.
  • Contacts — sub-contacts (additional people who belong to this contact). You can add a sub-contact with their own optional login.
  • Documents — files stored against the contact (see article 04).
  • Notes — public and private notes (see article 04).
  • Deals — deals linked to this contact.
  • Tickets — support tickets raised by this contact.
  • Orders — orders, if the Orders module is enabled.
  • GDPR — consent tracking, if GDPR is enabled.

Tags on the profile

The Profile tab has a Tags box showing colour-coded tag pills. Use the Add Tag dropdown to attach a tag, or the × on a pill to remove it (requires Edit Contacts permission).

Permission notes

Contact permissions can be scoped to All, Added (only contacts you created), Owned, Both, or None:

  • View Contacts — see the menu and list.
  • Add Contacts — create and import contacts.
  • Edit Contacts — edit contacts and manage tags on the profile.
  • Delete Contacts — delete contacts.

Sub-contacts use separate permissions: View / Add / Edit / Delete Contact Contacts.

Tips

  • Use Save & Add More when entering several contacts in one sitting.
  • Set a Category and Tags at creation time so your contact list stays filterable.
  • Only enable Can Login for contacts who actually need portal access.