Create a contact record in Contact Management

Overview

Create a new contact record from Contact Hub or while you’re creating or viewing a customer or location record.

Tip: We recommend that you always check your existing contacts before creating a new one. This helps you avoid creating accidental duplicates.

Create a contact from Contact Hub

1. Open Contact Hub, then click Create Contact.
   

2. On the Create New Contact screen that opens, enter the contact information, then click Create.

   Note: Contacts created from Contact Hub aren’t associated with customer or location records. After you create them, make sure to associate the contacts created from Contact Hub with the appropriate records.

Create a contact while creating a customer record

1. Open the Call Booking screen and click + New Customer.

2. Enter the required information for the new customer and location record, such as the Customer Name, Customer Type, Street, City, State, and so on.

   Note: The Customer Type—Residential or Commercial—might be pre-selected for you, depending on what your office has selected in Settings > Operations > Customer > Default Customer Type. For more, see the FAQ titled, Is there a way to have the Customer Type be selected by default when CSRs create new customer records?

   Tip: If you’re creating a customer record from an incoming call, some fields might be pre-filled for you based on the caller’s details.

3. Go to the Contacts section and enter the contact details for the new customer.

   Note: Add Contact to Customer's Service Location is selected by default. If you don’t want this contact to be associated with the new customer’s location record, deselect this option.

   Tip: If you need to add additional contacts to this customer, you can do that after you finish creating the record. For more, see Create a contact from Contact Hub or Create a contact from a customer or location.

   
   

Create a contact from a customer or location

1. Search for and open the customer or location record you want to associate with the new contact.

2. Go to the Customer Details menu on the right and look for the Contacts section.

3. In the Contacts section, click Add .
   

4. On the Associate Contact screen that opens, click the New Contact tab, enter the contact information, and then click Create and add contact.

Enter contact information

When you create or edit a contact record, you’re required to enter at least a name and one contact method. You can also enter information to help your team identify additional details about the contact. The fields for creating or editing a contact include:

1. Contact Name: Enter the name of the contact.

2. Title: Click the dropdown to select an existing title or + Create new title. For example, Mr., Mrs., Homeowner, Property Manager, and so on.

3. Labels: Click the dropdown to select an existing label or + Create label. For example, Primary, Billing, Scheduling, Morning Shift, and so on.

   Note: Labels are separate from tags. Labels can be applied to contacts and contact methods. Tags can be applied to customers, locations, jobs, and more. For more, see Add labels to contacts and contact methods.

4. Add Contact to Customer’s Service Locations: Associate this contact with the customer’s location record or records.

5. Contact Methods: Enter at least one contact method for the contact. You can add additional contact methods by clicking + Add Contact Method. Contact methods you can add include:

   1. Phone: Landline phone number for this contact.

   2. Mobile Phone: Cell phone number for this contact.

   3. Email: Email address for this contact.

   4. Fax: Fax number for this contact.

      Tip: You can add memo notes to each contact method if additional context is needed. For example, Main Contact Method.

6. Preferences: Select the types of notifications you want the contact to receive.

   Tip: When you create new contacts, a message notifies you if a contact record with the same name already exists. This helps you avoid duplicates and ensures your records stay clean and organized. You can use the Existing Contacts tab to associate existing contacts instead of creating a new one.

   
   

7. Address: Enter Street, Apt, Unit, Suite, etc., City, State, Country, and ZIP / Postal Code for the contact.  

8. When finished, click Create and add contact.
   
   
   

Want to Learn More?

• See Edit a contact record in Contact Management

• See Add notes to a contact record in Contact Management

• See Understand contact labels