Create a Contact Record
Video Transcript
Welcome to the guide on how to manually create a Contact record in CleanTelligent.
To start, hover over the Contacts tab and click New Contact. You can also click the Contacts tab and select New Contact to the right above the results list.
On this page, first click on the Select Client drop-down menu and select the Client with which this Contact is associated. Contacts can be associated with only one client. Red flags indicate required information. Even though it’s not required, also enter the contact’s email address if you need to give them access or send them notification emails later.
Next, you’ll scroll down until you see Position Assignment. Here you will need to choose which Level and Division they belong to in the Client Organization Chart. Because they are a new contact and are not replacing anyone, choose a New Position. This can be their job title or their role in CleanTelligent. If the position you need is not listed, you can click New Position Type at the top of that drop-down to create a new one. Once the Level, Division, and New Position are selected, click Add. If you have any other applicable information you’d like to fill out, do it now. Otherwise, click Save.
At any time, you can find this record in your list of contacts.
What is a Contact?
Contacts are your Client or Customer contacts at the locations that your company services. Under the Contacts tab, you’ll set up Client Contacts with whom you need to communicate with through Otuvy QM. Contacts are attached to specific Clients and cannot interact with other Client Contacts or see information not pertaining to their Location(s).
Contact users do not have a user fee associated with them. You can create them without worrying about increased costs for your company’s access.
How to Create a Contact Record
Start by hovering over the Contacts tab and click New Contact. You can also click the Contacts tab and click New Contact above the search results list.
Required fields are the first and last name, phone country (which should be automatically set to your SP Default), and the Position assignment fields OR the Contact Type assignment fields. The email and email confirmation fields are not required, but if you want to give access to your contact, you’ll also want to enter information into those fields as well.
Enter in your Contact's name, phone number, email address, notes, and address.
Contacts can have a position in the Client Organization Chart if you are dealing with a larger Client with many locations and contacts who do not need to be involved with all locations. The Position Assignment box is where you will assign a position in the Client Org. Chart. If the Contact is going to be in a new division, that division should be created before trying to place the new Contact in a position. To learn more about the Client Org. Chart, see our article Build a Basic Client Organization Chart in the Knowledge Base.
If you have contacts of many different types for only a single location (or a small number of locations they will all be involved with), you can give your Contact a Contact Type Assignment instead of a position in the Client Org. Chart. Contact Types can be used to differentiate contacts who have different roles, for example a Building Owner compared to a Manager.
To assign a Position, select the Level, Division, and either an Existing Position (one that was vacated in the Org. Chart) or a New Position (when there isn’t a vacated position in the division selected). Once each item has been selected, click Add. The position will now be listed below the Position Assignment box.
To assign a Contact Type, select either the Client OR the Service Location that the contact will be associated with (this should be limited to the Client that was selected in the Main Information box when you started creating your contact record). Next, select the contact type. Click Add to see the assignment below.
You won’t need to assign a position AND a contact type unless you want it. Only one will be required to complete the record creation.
If you are using Message Types and need to limit the types of work orders that your contact will see, you can select the different types in the Message Permissions box. The automatic permissions allow your contact to see all Message Types. Most often, you can leave this box as is with the defaults.
The final box is the Address box. This will auto-fill when you select the Client at the beginning of the creation process. You can edit this information, if necessary, before saving.
After entering all the information, click Save in the bottom right or top right corner. The new Contact is now active and can be found at any time by searching or navigating through the Contact list.
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