Client Contacts

Contacts represent the people you interact with while creating a project for the client. Contact pages store detailed information about your communications with each person, including CRM related activity and order history.

On this page:

How to create a client contact

How to delete a client contact

How to restore a deleted client contact

Contact details

Edit contact details

Departments

Contact page

Contact tags

How to create a client contact

You can add a new client contact from the client page's Profile and Contact tabs, the Clients tab, and any presentation/estimate/sales order/invoice.

To create a contact from the client page's Profile tab:

  1. Scroll down to the contact section (under the client details)
  2. Click Add Contact next to the relevant department
  3. Enter the contact details
  4. Click Save

To create a contact from the client page's Contact tab:

  1. Click Add Contact next to the relevant department
  2. Enter your contact details
  3. Click Save

You need permission to "Create/Modify Account" to create new client contacts.

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    How to delete a client contact

    You can't delete client contacts, but you can make them inactive so that they don't pull into your forms or reports.

    To make a contact inactive, either:

    • Click the drag&drop icon on the contact and drag it into the "Inactive Contacts" department
    • Hover over the contact and click the trash icon-1 icon

    Both options will move the contact into the "Inactive Contacts" department. You can recover an inactive contact by dragging and dropping it back into the relevant department.

    If moving the client's primary contact to inactive, edit the Client Details first and change the primary to a new contact. Click Save, then move your contact into the "Inactive Contacts" department.

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    How to restore a deleted client contact

    To restore a deleted client contact:

    1. Go to the client page's "Inactive Contacts" department 
    2. Click the drag&drop icon on the contact and drag it into any other department

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    Contact details

    When adding or editing a client contact, you can customize the following details:

    • First name
    • Last name
    • Position
    • Email
    • Phone number (click Add Phone to add additional phone numbers)
    • Department
    • Twitter handle
    • Facebook
    • Linked In
    • Skype
    • Address (pulls to the Mailing List Report)
    • No Marketing (whether or not you want to enroll this client for marketing emails)
    • Tags

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    Edit contact details

    To edit contact details:

    1. Click the edit icon icon next to the contact
    2. Make the necessary edits to their contact details
    3. Click Save

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    Departments

    You can organize client contacts based on their role by assigning them to a specific department.

    The Department options are:

    • Executive
    • Marketing
    • Shop (these contacts can be automatically created through a Company Shop)
    • Sales
    • Purchasing
    • Accounting (these contacts are automatically cc'd on deposit invoices/invoices)
    • Administration
    • Human Resources
    • Other
    • Inactive Contacts (deleted contacts)

    The department options cannot be added to or customized. If you are choosing a department for your client import template, "Inactive Contacts" is excluded from this list.

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    Contact page

    You can access a contact's page through the

    • client page > click on their bolded name

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    • client page > Contacts tab > click on their contact card
    • global search bar > search for their name > select them from the Contacts search results

    Each contact's page includes an:

    Overview tab

    From the Overview tab, you can:

    • Log notes, calls, or meetings that you have had with this specific contact
    • Filter the contact's newsfeed by notes, calls, meetings, or activities
    • Edit the contact's details
    • Use the Actions button to create a new project or email the contact

    To edit the contact's details:

    1. Click Edit Contact in the top right corner
    2. Update the necessary details
    3. Click Save Contact

    From the Actions button, you can

    • create a new project for the contact
    • email the contact

    You can access the contact's social media accounts by selecting one of the following icons next to the contact name at the top of the page:

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    Projects tab

    From the Projects tab, you can:

    • View all projects where the contact was listed as the initial client contact, billing contact, or shipping contact
    • Filter the results by project number, job name, or the name of either the client or order rep on the project
    • Filter by a specific form type (presentations presentation/estimates estimate/sales orders sales order/invoices invoice)

    The blue icons beside each project indicate which forms the contact was listed as the initial contact, billing contact, or shipping contact.

    Marketing tab

    The Marketing tab displays

    • the last date/time the contact was synced
    • email campaigns the contact is a part of and any opens/clicks

    The Marketing tab only appears when a contact is synced with HubSpot or Mailchimp.

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    Contact tags

    You can use contact tags to filter your Mailing List Report.

    To create a tag from the client profile:

    1. Click the edit icon icon next to the contact
    2. Click the text field for Tags
    3. Type your tag(s) into the field
    4. Click Save

    To create a tag from the contact page:

    1. Click Edit Contact in the top right corner
    2. Click the text field for Tags
    3. Type your tag(s) into the field
    4. Click Save Contact

    You can create new contact tags or select existing contact tags from the drop-down that populates as you type. Contact tags can be managed through your Dashboard's Tags tile.

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