Setting up Contacts for End Customers
Keeping customer contact information up to date ensures faster communication, fewer delays, and accurate job notifications. Without at least one valid contact, authorizations and updates can’t be sent.
Who this is for
Admins or office staff responsible for setting up customer profiles and managing who receives updates or authorizations.
What you’ll learn
- How to add a new contact (member) to an existing customer company.
- How to assign contact roles such as Authorizer or Driver.
- How to enable text or email updates for each contact.
- How to search and manage all contacts from the global list.
Before you start
- You must have Admin or Company Edit permissions.
- The company must already exist in your system.
- You’ll need the contact’s email address and phone number (if they’ll receive texts).
Quick Summary (TL;DR)
- Go to Company → Companies.
- Select an existing company.
- Open the Members tab.
- Click Add Member.
- Enter name, email, and phone.
- Choose Role (Authorizer, Driver, etc.).
- Enable Text Updates if needed and click Create.
Step-by-Step
Step 1: Navigate to the company
Go to Company → Companies from the left-hand menu.
Select the customer you’d like to add a contact to.
Step 2: Open the Members tab
Once inside the company profile, click Members. This is where you manage contacts and their permissions.
Step 3: Add a new member
Click Add Member. A new contact form will appear.
Step 4: Fill out the contact details
- Email Address – Required (used for all communication and authorizations).
- Phone Number – Optional but required for text updates.
- Send Text Updates – Toggle on if this person should receive SMS notifications. You must first obtain explicit consent from your customer before enabling text updates. Consent must be given directly by the customer and documented in your records.
- Role – Choose Authorizer or Driver as appropriate.
Step 5: Save the new contact
Click Create. The new member will appear under the company’s contact list.
Step 6: Verify in the global Contacts list
To see all contacts across customers, go to Company → Contacts. You can search by name or email to confirm the contact exists system-wide.
Troubleshooting
| Symptom | Likely Cause | Fix | Prevent |
|---|---|---|---|
| Can’t click “Create” | Missing required email | Add a valid email address | Always confirm email before saving |
| Text updates not sending | Phone number not entered or invalid | Add correct mobile number | Confirm contact prefers SMS |
| Duplicate contact warning | Email already exists in another company | Check if contact works for multiple customers | Use unique emails per company if possible |
| Contact not showing in global list | Filter applied or sync delay | Clear filters and refresh | Wait a few seconds or recheck sync |
FAQs
Can a contact belong to multiple companies?
Not currently. Each contact is linked to one company record.
Do all contacts need emails?
Yes. Every contact must have a valid email for identification and communication.
What’s the difference between a Driver and an Authorizer?
A Driver is typically the person onsite or stranded, while an Authorizer approves work or receives job updates.
Can I edit a contact after saving?
Yes. Open the contact record and click Edit to update details.