Contacts
The master list of every person your organization deals with, with a panel to add, edit, deactivate or delete a contact and see who changed the record.
Contacts
Contacts are the people your organization deals with: leads and buyers, society members, vendors, channel partners' staff and your own users. This screen is the master list, and the panel where you add or edit a person. Opportunities, bookings, society memberships, company people lists, bank account holders and campaigns all point at these records.
Where to find it
In the sidebar, open the Masters group and choose Contacts. The same panel opens from the New option of contact pickers elsewhere (for example on a new opportunity). There is no separate page for one contact: everything happens in the panel on this list.
You need the View permission on Contacts to see the list. Without it the page shows "No access" and "You do not have permission to view contacts. Ask your administrator." In the default roles every role except the Site Engineer can view contacts.
Before you start
- Contact types (Lead, Customer, Tenant, Vendor, Channel Partner, User by default) come from Lookups. Choosing one when adding or editing a contact needs the View permission on Lookups; without it the panel warns "Choosing a contact type needs the Lookups permission."
What you see
The page header reads "Every person your organization deals with: leads, customers, society members, vendors and channel partners."
Above the grid:
- Contact type filter (placeholder "All types"), shown only if you can view lookups.
- Active filter: Active and inactive, Active only or Inactive only.
- Search (placeholder "Search by name, company, phone or email"): matches first name, last name, the company / firm text, phone and email.
| Column | What it shows |
|---|---|
| Contact | Prefix and name, with the company's name underneath when one is linked (or the text recorded before companies could be picked). |
| Phone | The phone number, with the alternate phone underneath. |
| The email address, or "—". | |
| Type | The contact type badge, plus a red Inactive badge when the contact is inactive. |
| City | The city, with the state underneath. |
| Pipeline | "N opportunity" / "N opportunities" (a link to the Opportunities list filtered to this person, if you can view opportunities) and "N booking(s)" underneath; "—" when the person has neither. |
| Created | The date the contact was added. |
| Actions | The row's icons. |
The list opens sorted by name, A to Z. Click a column title to sort by it (Actions can't be sorted). When there are no contacts the grid reads "No contacts yet".
The contact panel
Titled New contact or the person's name. Fieldset Person:
- Prefix (placeholder "—"): Mr, Mrs, Ms, Dr, Shri, Smt, Kum, Adv, CA or M/s.
- First name (required, at most 100 characters): "First name is required".
- Last name.
- Phone (required, at least 5 digits, at most 20 characters): "Enter a phone number (at least 5 digits)".
- Email (hint "Optional"): "Enter a valid email address". Stored in lower case.
- Alternate phone and PAN (both optional; PAN is upper-cased as you type).
- Contact type (required; placeholder "Choose…"; hint "Lead, customer, tenant, vendor or channel partner."): "Choose a contact type".
- Company (a search over your active companies, placeholder "Search companies"; hint "Optional. Picking a company lists the person on its People card under Companies."). Picking one attaches the person to that company, so they appear on its People card on Company, and the company's name is what the list shows under the person. Changing the company moves the person to the new one's People card; clearing it takes them off. Opened from a company (its Add person, or a holder on its bank account) the company is already filled in, with the hint "<company>, from where you opened this; the person is listed on its People card." A contact whose company was typed as text before 2026-10-08 shows "Recorded as "<text>" before companies could be picked; pick the company to link the person." until one is picked.
Fieldset Address: Address, State and City pickers, PIN code. Then Notes (hint "Optional"; at most 2000 characters) and the Active checkbox with "Inactive contacts stay on records but are hidden from pickers." When editing, a History button sits at the bottom.
If you can view contacts but not change them, the panel opens read-only with a Close button.
What you can do
New contact
Opens the panel empty.
- Who: anyone with the Create permission on Contacts. In the default roles that is the Administrator, Project Manager, Accountant, Sales Manager, Rehab Officer, Sales Executive and Front Desk. The button isn't shown otherwise.
Add contact
Saves the new person, closes the panel and shows "<name> added."
- Who: anyone with the Create permission on Contacts.
Edit / View
The pencil icon (tooltip "Edit <name>") opens the panel for editing. If you hold only the View permission the icon is an eye (tooltip "View <name>") and the panel is read-only.
- Who: anyone who can see the list.
Save changes
Saves only the fields you changed and shows "<name> updated."
- Who: anyone with the Edit permission on Contacts. The button isn't shown otherwise.
- When it is greyed out: until you change something. No hover reason is shown.
Delete
The trash icon (tooltip "Delete <name>") asks "Delete contact?". The text reads "<name> will be removed." followed by either " This person has N opportunit(y/ies) and N booking(s), so the server will refuse; deactivate them instead." when the person has any, or " A person referenced by an opportunity, booking, society membership or company cannot be deleted; deactivate them instead." Confirm with Delete. On success a message reads "<name> deleted."
- Who: anyone with the Delete permission on Contacts. In the default roles that is the Administrator and the Sales Manager. The icon isn't shown otherwise.
- What can go wrong: "This contact is a user of the system; deactivate the user instead" when the contact is the record behind a login (deactivate the user under Users instead). "That conflicts with existing data." when the person is still referenced by an opportunity, booking, society membership, booking party, co-owner or commission. In both cases untick Active instead.
History
The History button at the bottom of the panel (tooltip "Who changed this record, what and when") opens the panel "History · <name>": every change to the contact, newest first. See History panel.
- Who: anyone with the View permission on Contacts or on Audit Trail.
Statuses
Contacts have no status beyond the Active flag. An inactive contact shows a red Inactive badge in the Type column and is left out of campaign audiences.
Things to know
- Deactivate, don't delete. A person who appears on an opportunity, booking or society membership can't be deleted, because those records must keep their party. Untick Active instead; the record stays wherever it is used.
- Deleting a contact removes their links, not the records that need them. Their company attachments, bank accounts, bank account holder entries, campaign log rows and unsubscribe entry go with them. So a person attached only to a company can be deleted, even though the dialog lists company among the blockers.
- Phone is always required, for vendors and staff records as much as for buyers.
- "Hidden from pickers" is only partly true today. Inactive contacts are excluded from campaign audiences, but the contact pickers on other screens (opportunities, holders, the unsubscribe dialog) still list them.
- A contact's Company is a link. Picking a company on a contact attaches the person to that company record under Companies (its People card), and attaching a person from the company page fills the company on their record. Both sides always agree.
- Users are contacts too. Every login has a mirror contact of type User, which is why the All contacts audience of a campaign includes staff unless you tick types.
- Workflow rules can react to contacts. Rules set to run on create or on update of a contact fire from this screen; nothing here shows that they did.
- Your organization can rename the grid's column titles, so your screen may use different words.
Related
Related
- CompaniesScreen
The master list of legal entities you deal with: promoter entities, channel partners, vendors and contractors, with search, filters and shortcuts to open, edit or delete a company.
- Company (<company name>)Screen
One company's registrations, contact details, type-specific details, the people you deal with there and its bank accounts, with shortcuts to edit, delete or read the record's history.
- Bank accountsScreen
One register of every bank account you pay from or into: the promoter's collection, RERA separate, operative, GST and operating accounts, and the payout accounts of channel partners, vendors, buyers and society members, with joint holders and verification.
- OpportunitiesScreen
The sales pipeline as a list or a stage board: every buyer enquiry with its stage, owner and current estimate, with filters, search and shortcuts to open, edit, delete or reopen one.
- New opportunityScreen
Start a lead: the project, the buyer (a new person or an existing contact), where the enquiry came from, who works it, any channel partner to credit, and what the buyer is looking for.
- CampaignsScreen
The list of every email campaign with its status and recipient counts, the way into the campaign editor, and the link to the unsubscribe list.
- LookupsScreen
The dropdown lists every form draws on: contact types, lead sources, activity types, company types, bank account purposes, parking types, amenities, unit types and unit configurations.
- UsersScreen
The people in your organization: invite new users, change their role, deactivate or reactivate them, reset a lost two-factor authentication, and resend or revoke pending invitations.
- Audit logScreen
The organization-wide change log: every create, change and delete, every sign-in (including refused ones), sign-out and downloaded file, with who did it, when, from where and what changed.
- History panelScreen
See who changed a record, what they changed and when, including the record's lines, newest first, and jump to the full audit log.
- Add, edit and retire contactsHow-to
Keep the master list of people up to date: add a contact with their type, correct their details, retire a person who is no longer dealt with, and delete only a record nothing refers to.
- Contact cannot be deleted: it is a user, or records link to itTroubleshooting
A contact that is the record behind a login, or that an opportunity, booking, society membership, booking party, co-owner or commission refers to, can't be deleted. Deactivate the user, or untick Active on the contact.
- Contacts, companies and company typesConcept
A contact is a person; a company is a legal entity with people attached. The company type decides which registrations the form asks for (promoter, channel partner, vendor, contractor), and a channel partner's default commission feeds the commissions on the bookings it brings.
- Sidebar, top bar and notifications bellScreen
The frame around every page once you are signed in: the sidebar with its groups, the top bar with the notifications bell, the light and dark switch and your account menu, and the banners that ask you to act.
- Campaign (editor: <campaign name>)Screen
Finish and send one email campaign: build the recipient list from the audience, preview the merged email, send a test, send now or schedule, cancel, and read the per-recipient log afterwards.
- UnsubscribesScreen
The organization's opt-out list: contacts who will not receive campaign email, added by the link in every campaign mail or by hand, with the reason and when.