Contacts Basics

Contacts are the customers you work for: the businesses and households you book, quote, do jobs for and invoice. Each contact can have people you deal with, sites you work at and assets you look after.

Suppliers are kept separately, under Suppliers.

Find a contact#

Select Contacts in the main menu.

• Search by name, email or address (street, suburb or city). Results update as you type.
• Use All, Prospects or Clients to narrow the list. Each shows how many contacts it holds. Suppliers takes you to your suppliers.

The list shows each contact's name and type, main address, contact person and email, 25 to a page in name order. Select a contact to open it. See The contact page.

Prospects and clients#

Every contact is a Prospect or a Client.

You can also change the type yourself with Contact Type when you edit the contact.

Add a contact#

You need Contacts: Create.

1. Start a new contact

   Select Add Contact on the Contacts list, or + at the top of the screen and then New Contact.

2. Fill in the basics

   Under Basic Information, enter the Contact Name, choose Prospect or Client, and add their Email. Choose a Lead Source so you know where they came from, and their Payment Terms if you use them.

3. Add phone numbers

   Under Phones, select + Add for each number and choose its type: Work, Mobile, Home, Fax, Freephone or DDI.

4. Add the people you deal with

   Under People, select + Add Person for each person at the contact, with their name, email and phone.

5. Add addresses

   Under Addresses, select + Add Address. Start typing the street to pick a suggested address, which fills in the suburb, city and postcode. Choose whether it's a Physical, Postal or Delivery address. The first address you add is the contact's main address.

6. Add a note

   Use Internal Note for anything your team should know. Customers don't see it.

7. Save

   Select Save. The contact's page opens.

While you work, the bar at the bottom shows Draft not saved yet until you save. Select Cancel to leave without saving.

Phone numbers are formatted as you type. If Systemise doesn't recognise a number, it says Not a number we recognise — it'll be saved exactly as typed, and keeps it as you typed it.

Edit a contact#

You need Contacts: Edit. Open the contact and select Edit, or select Edit beside the contact in the list. Change what you need and select Save. The bar at the bottom shows Unsaved changes until you do.

Rename a person, or replace them#

If you change the name of a person who's on quotes, jobs or bookings, Systemise asks Is this someone new?

• Just correcting the name fixes a typo. The new name shows everywhere that person appears, including past work.
• Someone new is for when a different person has taken over. The old person is removed but stays on the work they were part of, and the new person is added.

When someone new has taken over, you can also select Replace beside the old person. They're marked for removal and a new row opens with their email and phone, ready for the new person's name. Check the details and select Save.

Remove a person#

Select × beside the person, then Save. Until you save, you can select Undo. A removed person stays on the quotes, jobs and bookings that name them.

Delete a contact#

You need Contacts: Delete. Open the contact, select Delete and confirm. The contact is removed from your contact list.

If you have two records for the same customer, merge them instead, so their work ends up in one place.

Who can use Contacts#

Owners and Office staff have all four. Supervisors and Field workers can view, create and edit contacts but not delete them. Contractors can't open Contacts.

Troubleshooting#