Why Multiple Contacts Matter
Many customers have multiple people you work with for different purposes. Store contact information for:- Owners and decision makers
- Purchasing managers
- Receiving personnel
- Accounts payable staff
- Operational managers
Viewing Customer Contacts
Accessing the Contact List
- Navigate to the customer detail page
- Click the Contacts tab
- You’ll see a grid listing all contacts for this customer
Contact Information Displayed
Each contact shows:- First Name: Contact’s first name
- Last Name: Contact’s last name
- Title: Job title or role
- Phone Number: Contact phone
- Email Address: Contact email
Adding New Contacts
Step-by-Step Process
- Go to the customer detail page
- Click the Contacts tab
- Click the Add New button (green plus icon)
- Fill in the contact form:
- First Name: Contact’s first name
- Last Name: Contact’s last name
- Phone Number OR Email Address: At least one contact method is required
You must provide either a phone number or an email address (or both). This flexible requirement allows you to add contacts even when you only have one method of reaching them.
- Title: Job title or role (e.g., “Store Manager”, “Purchasing Director”)
- Phone Number: If email was provided (becomes optional)
- Email Address: If phone was provided (becomes optional)
- Click Save to add the contact
Contact Information Tips
Use Descriptive Titles- Include the person’s role or responsibility
- Examples: “Owner”, “Purchasing Manager”, “Receiving Coordinator”
- Helps identify who to contact for what purpose
- Double-check phone numbers include area codes
- Verify email addresses are spelled correctly
- Test important email addresses if possible
Editing Contact Information
Making Updates
- In the Contacts tab, click on the contact you want to edit
- Update any fields as needed:
- First name
- Last name
- Title
- Phone number
- Email address
- Click Save
Common Updates
Contact Information Changes- New phone numbers
- Updated email addresses
- Changed job titles or roles
- Update the title field to reflect new responsibilities
- Update contact information if phone or email changed
- Add a new contact if someone else takes over the role
Validation Rules
Required Information
| Field | Requirement |
|---|---|
| First Name | Required |
| Last Name | Required |
| Required if no phone provided | |
| Phone | Required if no email provided |
| Title | Optional |
Format Requirements
- Email: Must be a valid email format (e.g., [email protected])
- Phone: Should include area code for reliable contact
Best Practices
Contact Management Best Practices
- Keep contact information current with regular updates
- Use descriptive titles to identify each person’s role
- Include area codes with all phone numbers
- Verify email addresses to avoid bounced messages
- Add new contacts when people change roles rather than updating existing ones
- Provide both email and phone when available for maximum flexibility
Regular Maintenance
Keep Information Current- Update contact information when it changes
- Add new contacts when you learn about new people
- Remove or mark inactive contacts who have left
- Review contact lists quarterly
- Verify email addresses still work
- Update titles when people change roles
Troubleshooting
Cannot save contact - validation error
Cannot save contact - validation error
Problem: Error message when trying to save a contact.Solution: Ensure you have provided either an email address or a phone number. First and last name are also required. Check that email addresses are in valid format.
Contact not appearing in list
Contact not appearing in list
Problem: A contact you added doesn’t show in the contacts tab.Solution: Refresh the page to reload the contact list. If the issue persists, verify the contact was saved successfully (check for any error messages).
Related Features
Adding Customers
Learn how to create new customer records
Customer Details
Manage all aspects of customer information