Client contacts

How to keep the people at a client (site manager, quantity surveyor, accounts), link them to the client's sites, and how their email addresses are used when you send an invoice.

What it is for

A client contact is a person who works for the client: the project manager, the quantity surveyor, the person in accounts. You keep their name, role, phone and email on the client, so everyone in the office finds them in one place.

Contacts live on the client. Open Operations, then Clients, open a client and scroll down to Contacts.

A contact can also be linked to one or more of the client's sites, so you can see who to call for which site.

Who can use it

Add a contact

1. Open Operations, then Clients, and open the client.
2. Scroll down to Contacts.
3. Press New contact.
4. Fill in Name. It is the only required field.
5. Fill in the other fields you know. See Fields.
6. Press Create. Press Create & create another instead to add the next person straight away.

The client must be saved first. You cannot add contacts while you are still creating the client.

Add a contact from a site

You can also add a contact while you fill in a site.

1. Open Operations, then Sites, and create or open a site.
2. Pick the Client first. The Contacts field stays greyed out until a client is picked.
3. In Contacts, press the plus button beside the field. The window Create contact opens.
4. Fill in Name (required), Role, Phone and Email.
5. Press Create. The new contact is saved on the site's client and is picked for this site.
6. Save the site.

A contact added this way is a normal client contact. It shows in the client's Contacts list too. Notes cannot be typed here: add them later from the client.

Edit or delete a contact

1. Open the client and scroll down to Contacts.
2. Open the ⋮ menu on the contact's row.
3. Choose Edit, change the fields and press Save changes. Or choose Delete and confirm.

A deleted contact is removed for good. It is also removed from every site it was linked to. There is no way to restore it, so add it again if it was a mistake.

Link a contact to sites

There are two ways. Both do the same thing.

From the contact:

1. Open the client, then Contacts, then Edit on the contact.
2. In Sites, pick one or more sites. Only this client's sites are listed.
3. Press Save changes.

From the site:

1. Open the site.
2. In Contacts, pick the people for this site. Only the contacts of the site's client are listed.
3. Press Save changes.

If you change the client on a site, the contacts picked for that site are cleared, because they belong to the old client.

The list

The Contacts list is on the client page, below the client form.

Columns

Search

The search box above the list looks in the name. You do not need the exact spelling: words in any order and small typos still find the person.

Row actions

The ⋮ menu on a row has:

Bulk actions

Tick several contacts, then choose Delete selected from the bulk actions menu and confirm. Each ticked contact is checked on its own. One that cannot be deleted is skipped and named in the result.

Fields

Name

Required. The person's name.

Role

Optional. Pick one:

• Site Manager
• Project Manager
• Quantity Surveyor
• Contracts Manager
• Accounts
• Other

The role is only a label, shown as a badge in the list. It gives the person no access to FSMCore.

Phone

Optional. The person's phone number.

Email

Optional. Must be a valid email address. See Contacts and invoice emails.

Sites

Optional. The sites of this client that the person deals with. You can pick several. This field is on the contact when you add or edit it from the client. It is not shown when you add a contact from a site.

Notes

Optional. Free text for your own use. This field is on the contact when you add or edit it from the client.

Contacts and invoice emails

When you send an invoice and tick Email the invoice to the client, the Client addresses field appears. It offers the client's own email first, then the email of every saved contact of that client. You pick the ones you want, or type a new address and press Enter. You can add several.

A new address typed there is used for that one email. It is not saved as a contact. To keep it, add the person as a contact here.

So: give the accounts person an Email on their contact, and their address is ready every time you send that client an invoice.

Client contacts and site contacts

FSMCore has two kinds of contact. They are separate lists.

Site contacts are described on the Sites page.

What happens after

• The contact shows in the client's Contacts list at once.
• A contact with an email address is offered as a recipient the next time you send that client an invoice.
• A contact linked to a site shows as picked in the Contacts field of that site.
• Every change to a contact is recorded: who changed what, and when.
• Adding, changing or deleting a contact sends no email and no notification. The person is not told and gets no sign-in.
• The AI assistant can add, change and delete contacts for you, with the same rights you have. Each change waits for your approval first.

Common mistakes

The Contacts field on the site is greyed out. No client is picked yet. Pick the Client first.

A contact is missing from the site's Contacts field. The field lists only the contacts of the site's client. Check that the person was added to the right client.

The contacts I picked on a site are gone. The client on the site was changed. That clears the picked contacts. Pick the new client's contacts.

A site is missing from the Sites field of a contact. The field lists only the sites of this client. Check the site's client.

A contact is not offered when I send an invoice. The contact has no Email, or it belongs to another client. Only client contacts are offered, never site contacts.

I deleted a contact by mistake. A deleted contact cannot be restored. Add the person again and link the sites again.

A bulk delete skipped a contact with "you may not do this". You may not delete that contact. The other ticked contacts were deleted.