The contact database in Workforce contains details of customers, suppliers and contractors which is used to populate information across the app, including site addresses, contact details as well as billing addresses.
The customer side of the 'Contact' section displays basic information about each customer contact as well as being a portal for accessing account details, such as:
- invoicing history
- account balance
- recorded payments
- history of amended invoices
New contact details can be imported or exported using the .csv feature making it easy to populate the information or obtain details from the system.
How to add a new customer
Select the 'Contact' icon from the left-hand menu pane:
From the Contact interface, you will be presented with a directory of existing contacts that you can navigate and select from alphabetically or view 'All':
Manually Adding a New Customer
Adding a new customer is a matter of selecting the 'Add Contact' button:
Selecting Contact Type
When setting up a new contact you must first select the contact type from:
- Commercial customer
- Residential customer
In the instance of a company, you can add a logo or in the case of an individual you could use this feature to add a profile shot. Simply select the icon to the top left of the screen and choose an image file to upload.
You can adjust the size and position of the uploaded image using the sliding bar beneath the image preview. Click 'Save' to update the customer record:
Update the customer information fields beneath the company name:
- Main contact name
- Phone, Mobile and Email
- Select 'Commercial' or 'Domestic' customer
- Main billing address
Selecting a Contact Category
You can define contacts categories within the settings to group your contacts in any way you wish (see the help files 'How to create contact categories'). This could be to define a group of customers who have specific access or security requirements.
Simply select the appropriate Category from your predefined set to apply to your new contact record:
More simplified that a commercial record, update the contact details including Phone, Mobile and Email.
Adding Address Details to a Customer Record
You then have the option to add site addresses relevant to each customer.
For single site (and residential customers), you can simply select the 'Also make site address' radial tick box which will create a site using the billing address. For multi-sites, you can create additional sites to replicate your clients portfolio. Each site can have its own site contact details.
By clicking 'Add', you can save each site to your customer's portfolio.
Once you have completed all of the fields, select the 'Create Contact' button to save your customer contact record.