Contacts

Where to find it: Manage → Contacts

Contacts are the people connected to your company (typically project stakeholders, installers, and client representatives). The Contacts section is your company-wide directory of these people, and the same contact can then be linked to any number of your projects.

Each contact belongs to one company, and contacts are only visible within that company. Viewers don’t have access to this section.

Note This article covers the company-wide contact directory. For adding and managing contacts on a specific project, see the Contact Book article in the Projects section.

Before You Begin

Before adding or managing contacts:

• Make sure you have access to manage contacts (available to all roles except viewers).

• Have the person’s name, job title, and email address ready.

Two Kinds of Contact

Contacts come from one of two places, and this affects whether you can change them:

Kind	Can you edit it?
Created in the dashboard	Yes: you can edit and delete these freely.
Brought in from a connected external system	No: these are read-only and can’t be edited or deleted by anyone.

Both kinds appear in the list and can be linked to projects; the difference is only whether their details can be changed here.

Contact Details

Each contact holds the following:

Field	Required	Notes
First name	Yes
Last name	Yes
Title	Yes	The person’s job title or role.
Email address	Yes	Must be a valid email and unique within the company: two contacts at the same company can’t share an email.
Phone number	No
LinkedIn profile	No	If provided, must be a valid web address.

Creating a Contact

To Create a Contact

1. On the Contacts page, choose to add a new contact.

2. Enter their first name, last name, title, and email address.

3. Optionally add a phone number and LinkedIn profile.

4. Save.

The contact is added to your company’s directory, ready to be linked to projects.

Editing a Contact

To update a contact, open it from the list and edit its details. Only contacts created in the dashboard can be edited; contacts brought in from an external system are read-only, and the edit option isn’t available for them.

Deleting a Contact

You can delete a contact you created in the dashboard. (Contacts from an external system can’t be deleted.)

Important Deleting a contact is permanent: there’s no way to recover it. If the contact is set as the lead project manager on any project, that role is cleared from those projects when the contact is deleted, so check what depends on a contact before removing it.

Using Contacts on Projects

A contact in your directory can be connected to projects in a few ways: as a project’s lead project manager, as part of its install team, or as a general project contact. You make these connections from a project’s own Contact Book, by searching your directory and selecting the right person.

Anyone with permission to edit a project can link or unlink contacts on it. Linking simply connects an existing contact to the project; unlinking removes that connection without affecting the contact’s record in your directory.

Tip Because contacts are shared across your company, you only need to create someone once, then link them to as many projects as needed. For the project side of this, see the Contact Book article.

Best Practices

• Create each person once. Add a contact to your directory a single time, then link them to whichever projects need them.

• Keep details current. Up-to-date titles, emails, and phone numbers make it easy to reach the right person.

• Check before deleting. Deletion is permanent and clears the person from any project where they’re the lead PM, so confirm they’re no longer needed.