CRM: Adding Contacts

IMPORTANT: You should take a minute and evaluate if it would be more ideal to be running your account in "Company First" mode.

CLICK HERE to learn about Company First Mode

How do I add a Contact?

To add a Lead, Prospect or Client, navigate to  CRM > Contacts, and click the +Add Contact button.

You will be presented with several fields to fill out for your  Contact. You can create Secondary Clients in the same way. 

CLICK HERE to learn more about Secondary Clients

The required fields are Role, First Name, and Last Name. The Email field will also be required if the Contact is a Prospect or Client. You also have the option to assign a Company to the Contact (a new Company can be created using the Add Quick Company button). You can upload an avatar for your Contact, and fill in other information as needed.

TIP: If you're having trouble adding a Contact, read the Inactive Contacts section for the most likely explanation.

CLICK HERE to learn more about Inactive Contacts

Inviting Prospects and Clients to the Portal

During the creation process, you will have the option of immediately sending the Prospect or Client a Portal Access Invitation. This email will contain a link to activate their account. They will be required to choose a password before gaining access to the Portal. If you would prefer to not send them the activation link right away, you can uncheck this option.

In some cases, you may want to add the Contact to the platform but not send the activation link right away. While the Contact is in "Not Invited" status, you have the freedom to build the resources that you intend for them to see. While in this status, a Contact will be unable to access the portal and will not be sent any email notifications for created or assigned content. Once you are prepared, you can select Send Invite from the Options menu button.

TIP: An exception to the rule of blocking any notification emails to a Contact in "Not Invited" status is if you have enabled the ability for Contracts to be signed without logging in, and assign them a Contract.

CLICK HERE to learn about Contracts

If you have chosen to send the Portal Access Invitation, your Prospect or Client will have the "Invited" Status in the CRM list under Last Login until they activate their account. While in Invited status, you can choose to Resend the Invite at any time via the Options menu button.

TIP: The "Resend Invite" is not available for Prospects or Clients who have already activated their account. If they are having trouble accessing their account, they are required to change their password.

Creating a Test Client

Navigate to CRM > Contacts, and click the +Add Contact button.

For testing purposes, it is best to choose Client for the Role. Choosing to send the Portal Access Invitation Email immediately will speed up the process.

The following are the only required fields. In this example, the Gmail/G Suite hack is being used.
The Client - or in this case, you - will receive the activation email. If you are already logged into the platform, it is recommended to open the link via "Incognito" or "Private" mode. You can do this by right-clicking the link and selecting Open link in incognito window in Chrome, or Open link in private window in Firefox, or a similar in a different browser. Two users on the same browser cannot be logged into the platform at the same time.

All you need to do now to activate the account is to set a password.
Now you can experiment by creating Client pages, sharing Files, creating Invoices, etc., to test what your Clients will see.

How do I manage my Contacts?

In the Contacts list, click the Options menu button of the Contact you would like to manage. This is a special menu that has a structure similar to the Flyout Menu.

The options available will depend on several factors (Role, Status, etc.,). You'll be able to quickly accomplish many tasks right from this menu.

You can use the quick icons at the top of the menu to copy the link to the Contact's CRM Dashboard, edit the Contact's information, send a Secure Message, and Impersonate the user.

CLICK HERE to learn about the CRM Dashboard

CLICK HERE to learn about Secure Messaging

CLICK HERE to learn about Impersonating

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