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Contacts
A Contact is a person — usually the business owner, an operations manager, a billing contact. Contacts are linked to one or more Businesses and are the human end of the relationship.
Where to find them
- Sidebar → Contacts — global list.
- Business detail → Contacts tab — contacts for that business only.
What a contact stores
- Name, email, phone, role/title
- Linked businesses (one or more)
- Linked profiles (sometimes — e.g. a location manager attached to one location)
- Preferred communication channel (email / phone / SMS)
- Internal notes (not visible to the contact)
Creating a contact
- Contacts → + New Contact.
- Fill in name, email, role.
- Link to one or more businesses.
- Save.
Or create on the fly while adding a business — the "Primary contact" field on a business creates a contact under the hood.
Contact's role in the workflows
| Workflow | How the contact is used |
|---|---|
| Approvals | The contact's email receives approval requests. |
| Reports | The contact gets the monthly report. |
| Onboarding | Magic links and intake forms email the contact. |
| Storefront purchase | The buyer becomes the primary contact if no other exists. |
| Messages | A case's messages email the case-attached contact. |
| Photo upload links | Sent to the primary contact. |
You can override these per workflow if a different person should receive a specific email.
Multiple contacts per business
Common pattern:
- Owner contact — receives quarterly business reviews, billing, big decisions.
- Operations contact — receives approval requests, intake nudges, photo upload prompts.
- Billing contact — receives invoices and renewal notices.
Each business can mark one contact per category as primary.
End-customer access (contacts as portal users)
If a contact has the portal access flag turned on, they can sign in to your customer portal at /my-cases and /my-billing and see their own data (see End-User Customer Portal).
Toggle on the contact's detail page → Portal Access → Enable. The contact receives a welcome email with a sign-in link.
Portal access is implicitly viewer-with-scoping — they see only their own data, nothing else in your org.
Deleting a contact
Removing a contact revokes their portal access (if enabled) and detaches them from the businesses they were linked to. If the contact is linked to active cases, you'll need to reassign those cases first.
🚧 Coming Soon — vote at /roadmap
Per-org custom fields on contacts, bulk CSV import, full contact-list CSV export, and a mail-merge / outreach tool for sending templated emails to a segment of contacts (e.g. "Reminder to grant us Google access").