Add and link contacts

A contact is a person. The same person can be linked to more than one client, so you usually do not need a duplicate contact for each business.

Add a person

1. Open Contacts and search for the person first.
2. If there is no existing record, choose the add-contact action.
3. Enter the person’s name and the phone or email details you have. If you have their ID number, fill in Tax ID (ID number). It is optional, and a number with a wrong check digit is not saved.
4. Save and open their contact file.

Link a contact to a client

1. On the client’s overview, in Contacts, choose Add.
2. Choose New contact and fill in the full name, phone, email and preferred channel, or choose From office contacts and search for an existing person.
3. Optionally add a Role at the business. Turn on Main contact if messages and requests to the client should go to them by default. A client’s first contact is always the main one.
4. Choose Add.

Selecting a contact in the list opens their contact file. The phone and email buttons on the row call or start an email. The actions menu lets you make another contact the main one or remove the contact from the client. Removing does not delete the contact.

You can also link a client from the linked accounts in the contact’s file.

Use the right linked contact when requesting information or sending a message.

Keep details useful

Check phone numbers and email addresses before sending.

Add your own fields

Office admins can add extra fields to every contact, for example a power of attorney renewal date.

1. Open Settings → Contacts.
2. Enter a Field label and choose a Field type: text, long text, number, date, yes/no, select, multi-select, amount, or a link to another record.
3. For a select or multi-select field, add its options. For an amount, choose the default currency. For a link, choose what it links to.
4. Turn on Required if a contact cannot be created without the value. A required field is required only from people who can edit it.
5. Optionally set Who can see this field and Who can edit this field to Owners and admins only or to Specific members and teams, then choose Add field.

The fields appear in the contact form and on the contact file. You can rename a field, change its options, or change whether it is required with the edit button, but not change its type. Removing an option does not erase values that already use it. Owners and admins always see and edit every field. Anyone who can’t see a field doesn’t get it anywhere: not in the contact form, the contact file, exports, or imports. Anyone who can see it but not edit it sees the value but can’t change it, and a lock next to the field’s name shows it isn’t open to everyone.

A colleague can’t see this contact

Members see the contacts they are allowed to access. Ask a manager to check the assignment and access; creating another contact will not solve the permission issue.