Adding Contacts
Creating new contacts in the Rolodex ensures you maintain accurate customer information for all your business relationships. The contact form is designed to capture all necessary details while remaining quick and easy to complete.
Quick Start: Add a New Contact
- Go to Rolodex
- Click New Contact
- Enter name (business or personal)
- Select contact type (Owner, Builder, or Pump Installer)
- Add phone and email
- Click Save
Step-by-Step: Create a Contact
Step 1: Open Contact Form
- Navigate to Rolodex from main menu
- Click New Contact button
- Form opens with empty fields
- System assigns unique Rolodex ID automatically
Step 2: Enter Name Information
| Field | When to Use |
|---|---|
| Business Name | Companies, contractors, builders |
| First Name | Individual contacts |
| Last Name | Individual contacts |
At least one name field is required. You must enter either a business name OR a first/last name to save the contact.
Step 3: Add Contact Information
| Field | Description | Example |
|---|---|---|
| Phone | Primary phone number | (555) 123-4567 |
| Cell | Mobile phone | (555) 987-6543 |
| Primary email | john@example.com | |
| Billing Email | Invoice recipient (if different) | accounting@company.com |
| Fax | Fax number (optional) | (555) 111-2222 |
Use the Billing Email field when invoices should go to a different person than the primary contact. This is common for builders and larger companies.
Step 4: Enter Address
| Field | Description |
|---|---|
| Address | Street address |
| Address 2 | Apt, suite, unit number |
| City | City name |
| State | State/province |
| Zip Code | Postal code |
Why Address Matters:
- Links to project locations
- Helps with route planning for field crews
- Enables nearby pump installer searches
Step 5: Select Contact Type
| Type | Use For | Features Enabled |
|---|---|---|
| Owner | Property owners, homeowners | Customer portal access, proposal notifications |
| Builder | Construction companies, GCs | Multi-project management, consolidated billing |
| Pump Installer | Pump installation partners | Referral searches, location-based lookup |
Multiple Types: Check multiple boxes if contact fulfills more than one role.
Step 6: Add Notes (Optional)
Use the Notes field for:
- Special instructions
- Preferred communication method
- Historical context
- Site access details
- Billing preferences
Step 7: Save Contact
- Review all entered information
- Click Save
- System validates required fields
- Contact detail page opens automatically
Adding Contact Persons
For businesses with multiple people to contact:
Step-by-Step: Add Secondary Contacts
- In the contact form, click Add Contact
- Enter the person's details:
- Name
- Phone numbers
- Fax
- Add more contacts as needed
- Save the main contact record
When to Use:
| Role | Example Person |
|---|---|
| Sales contact | Project manager |
| Billing contact | Accounts payable |
| Technical contact | Site supervisor |
| Decision maker | Owner/principal |
Form Fields Reference
Required Fields
| Field | Requirement |
|---|---|
| Name | At least one (business, first, or last) |
| Contact Type | At least one type selected |
Optional Fields
| Field | Notes |
|---|---|
| All phone fields | Recommended but not required |
| Recommended for sending proposals | |
| Billing Email | Only if different from primary |
| Address fields | Recommended for project linking |
| Notes | Optional but helpful |
Validation Errors
| Error | Solution |
|---|---|
| "Name is required" | Enter business name OR first/last name |
| "Select contact type" | Check at least one type box |
| "Invalid email format" | Check email has @ and domain |
| "Invalid phone format" | Use digits only or standard format |
After Creating Contact
Once saved, the contact is immediately available for:
| Action | How to Use |
|---|---|
| Link to proposal | Search by name when creating project |
| Link to invoice | Select as billing recipient |
| View in Rolodex | Appears in contact list |
| Search | Searchable by all entered fields |
Best Practices
For Consistency:
- Use consistent name formatting (e.g., "ABC Construction, Inc.")
- Enter phone numbers in same format
- Use lowercase for emails
Before Creating:
- Search Rolodex first to avoid duplicates
- Confirm correct contact type
- Get billing email if different from primary
For Complete Records:
- Fill in all available contact information
- Add notes about communication preferences
- Include cell phone for field contacts
Troubleshooting
Can't save contact?
- Check for red-bordered required fields
- Ensure at least one name field has text
- Verify at least one contact type is selected
Contact not appearing in search?
- Wait a moment and refresh
- Search by different field
- Check for typos in search term
Need to edit after saving?
- Click contact in Rolodex
- Click Edit button
- Make changes and save
Duplicate contact created?
Related Topics
- Rolodex Overview - Search and navigate contacts
- Contact Types - Understanding type designations
- Customer History - View project and billing history
- Consolidating Duplicates - Merge duplicate records