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.
Latitude, Longitude and Landmark appear on this form when they have been switched on under Add Job Form Settings rows 5 and 6. They are for the site a street address does not find — a plant room, a rural pumping station, a unit on a trading estate — and this is the screen they live on, not the job form.
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.