How to Add Contacts

Add Individuals and Companies so your system has the right people tied to locations, tasks, notices, and records – with clean, searchable contact details.

Before You Start

Understand what the contact record is used for and what information you may want ready before you begin.

What a Contact Is

A Contact is the record used to store people and organizations connected to locations, assets, tasks, notices, and related operational activity.

What You May Need

You may want the contact type, first and last name or organization name, email, phone number, mailing address, and linked location ready before you begin.

Recommended Flow

Create the contact first, then continue building the record by linking locations, linking assets when needed, adding notes, and refining the contact details over time.

Add Contact

Create the contact record first so it can be tied to locations and other related records.

Open the Contacts page

Open the Contacts page from the left navigation to manage contact records.

Start a new contact record

Click Add Contact to create a new contact record.

Enter the basic contact details

Enter the contact’s first name, last name, email address, and phone number to create the core record.

Enter the contact first name — Enter the first name.

Enter the contact last name — Enter the last name.

Enter the contact email address — Enter the email address.

Enter the contact phone number — Enter the phone number.

Save the contact

After entering the required contact information, continue saving the record so it can be linked to other records in the system.

Link Locations

Link the contact to an existing location so communication, ownership, and related property records stay connected.

Select the existing location

Use the Select Existing Location field to search for and select the location you want to associate with this contact.

Choose the mailing address option

Use the location address as the contact’s mailing address if it applies, or enter a separate mailing address if needed.

Use the location address as the contact mailing address — Use the location address if applicable.

Open the contact and verify the location link

Open the newly created contact record and confirm the linked location appears correctly within the contact.

View the linked location within the contact record — Verify the linked location inside the contact.

Verify the contact is linked to the location within the location record — Confirm the contact also appears in the location record.

Open the location from the contact record

Navigate from the contact back to the linked location and review the location details where the contact appears.

Click Locations to navigate to the linked location record — Go to Locations.

Select the location to open and review its details — Open the linked location.

Click View Details to access the location details including contacts — Open location details to review the linked contact.

Link Assets

Link related assets to the contact when the person or organization is associated with equipment, assemblies, or related records in your system.

Why Link Assets

Linking assets helps your team understand what equipment, assemblies, or operational records are associated with the contact.

When to Use It

Use linked assets when the contact is an owner, vendor, service provider, responsible party, or other person connected to specific equipment records.

Recommended Approach

After creating the contact, continue building the record by linking any related assets so the contact record stays useful and connected.

Build the Contact Record

Once the contact exists, continue building it so the record stays useful, complete, and connected.

Add Notes

Add notes to capture communication history, coordination details, service context, or reminders related to this contact.

Link More Locations

Link additional locations when the same person or organization is connected to more than one property or site.

Edit Contact Details

Keep the contact details current by updating names, email addresses, phone numbers, mailing addresses, and any other relevant information.