A client's sites and contacts
A client is not always one address and one person. A managing agent might have thirty buildings; a factory might have four people who can call you in. Two collapsed sections on the client’s Overview tab handle both: Project/Site and Contact.
Each works the same way — open the section and you get the list of what is already there, with an edit pencil and a delete icon on every row, and an add button above them.
Project/Site
Section titled “Project/Site”A Project/Site is a location under the client. It matters because work is booked against a site, not just against the company — which is what keeps thirty buildings apart on one account, and what makes “how much have we spent at Riverside this year?” a question with an answer.
Open + Project/Site on the client’s record to see the sites already recorded, then + Add Project/Site to create one.
The form is input fields and dropdowns, with the asterisked ones mandatory. One tickbox matters more than the rest:
- Default Project/Site makes this the site the app reaches for first, so raising work for a single-site client never asks the question.
Editing a site
Section titled “Editing a site”The pencil beside a site opens the same form with everything filled in. Change what you need and press Update.
Default Site behaves differently from the other fields. On a site that is already the default it is greyed out — you cannot un-default a site directly. It is only editable on a site that is not currently the default, so you switch defaults by promoting a different site rather than demoting this one.
Deleting a site
Section titled “Deleting a site”The delete icon asks first, with Yes, delete it and No, keep it.
That refusal is deliberate. Deleting a site that carries work would strand the jobs that reference it.
Contact
Section titled “Contact”A Contact is a person at the client — the one who rings you, the one who signs, the one who gets the invoice.
Open + Contact to see the contacts already recorded, then + Add Contact. The form is all input fields, with the asterisked ones mandatory, and one tickbox that does more than it looks:
- Customer Portal Login lets this person sign in and see their own jobs, quotes and invoices. It is set per contact, so you can give the facilities manager a login and leave the accounts clerk without one. What they can see once they are in is set centrally — see customer portal settings.
Editing a contact
Section titled “Editing a contact”The pencil opens the contact’s form with everything filled in, portal access included. Change what you need and press Update.
Deleting a contact
Section titled “Deleting a contact”The delete icon asks first, with Yes, delete it and No, keep it.
Which one you actually need
Section titled “Which one you actually need”The two get confused, so:
- Different place — a second building, a second unit, a second site on the same estate — is a Project/Site.
- Different person at the same place is a Contact.
A client with one office and three staff needs one site and three contacts. A property fund with forty buildings and one facilities manager needs forty sites and one contact.