Edition: Professional, Business, Enterprise
User-level: User*, Assistant Project Manager, Project Manager, Director, Assistant Administrator, System Administrator
*View only
Previous steps: Add a Contact
The project contacts tab is a list of all the people who make up your team for a particular project. You can use the project contacts tab to create a list of people that are working on your projects. This can include clients, external consultants, project managers, builders, and internal staff that are part of the project team.
Project contacts can be referred to for project contact information to send out email correspondence, project proposals, and invoices.
Having a quick list of the contacts for the project helps your staff quickly find the details for whom to call or email about a project query by checking their role.
Project contacts can be:
External companies and their staff (personnel) that you consult with for the project
Individuals (non-companies) that consult with you on part of the project
The client(s)
The person who will receive the invoice
People who need access to the project portal
Sub contractors
Council or government contacts that you consult with
Internal staff members who are working on project tasks
Project Contacts list and Views
After opening a project from the Dashboard or Project List, use the Project dropdown menu to navigate to Details > Contacts. Alternatively, select the Project Contacts heading at the top of the page.
The Project Contacts page will display all staff and contacts/clients added to a project. The default view will include the company contact name, followed by the personnel, their role, job title, contact details, and project flags (these show what roles and accesses they have for the project).
There are three view options in the Project Contacts page. Each view shows different information for the project contacts:
Default - Company name, Personnel name, Role, Contact links, project flags.
Address - Address, if available.
Social and Tags - any linked social accounts of the contact (eg. LinkedIn, Facebook, Twitter, etc), and any search tags.
Select the View menu highlighted below to switch between the three views:
Project Contact Flags
When adding or editing a project contact, there are four flags you can add to them:
Primary Contact (light blue person icon) - Usually an external contact from the client, or the person who makes project decisions. This can be allocated to one contact in a project.
Invoice Contact (dark blue $ icon) - Who the project invoices should be addressed to in the 'attention to' fields and mailed to by default. This can be allocated to multiple contacts in a project, and they are the recipients of invoices.
Care of (dark blue c/o icon) - a third party that the invoice should be emailed or posted to. Allows a contact to be set as the attention contact on an invoice without needing to be an invoice contact.
Portal access (dark blue Synergy icon) - this flag will indicate the contact has access to the project portal.
Searching and Filtering
Click the Search icon at the top right of the list to reveal the search and filtering options. By using the dropdown lists and search bar here, you can limit or expand what is shown on the Project Contacts list.
Filtering
There are three filter options available:
Roles - Limit the list to only show you the selected role e.g. builder, council, engineer, architect.
Types - Limit the list to only show company contacts, individual contacts, or internal staff members.
Active - The status of a contact on this project list. Change this to 'all' to see both active and inactive project contacts, or only see 'inactive' contacts. Projects contacts are marked as inactive when they cannot be deleted as they are linked to invoices or other documents.
Note: This is the contacts' status on this specific project contacts list. This does not impact their active status on your organisation's contacts list.
Searching
You can use the search bar to enter a specific name. Type your search terms into the field, or select your filters in the dropdown menus, and click Search to apply.
Tip: Return to the default view by choosing the clear button in the search bar.
Actions available
Add Project Contact
You can add a new project contact in two locations, either from the Project details page, or from the Project Contacts list. Just click Add, and select the type of contact you want to add:
From there on, it's the same process in both locations.
Adding an external contact:
Click the contact field and select the contact you would like to add. You can either:
scroll through the list of contacts or type the company/individual name.
Press Ctrl+A to create a new contact
If you select a Company contact, you will then need to select the personnel at the company from the 'personnel' dropdown list.
Note: 'The Manager' is a system-generated personnel contact that allows to you complete invoicing, or produce other project documents when the main personnel haven't been added to the contact
For individual type contacts selected, the matching name is automatically added into the personnel box.
Select the role this contact has on the project. e.g. Builder, Landscape Architect, Engineer, Painter, etc. Use the role to define what type of job or work they will perform in your project team.
Select the flags for this contact. See Project Contact Flags for further details.
Save.
Adding a staff contact:
Click the staff field and select the staff you would like to add. You can scroll through the list or start typing to filter the list.
Select the role this staff will have on the project. e.g. Project director, Architect, Consultant, QA, Portfolio manager, Engineer, CAD, etc.
Set flags. The only flag you can enable for staff on the project contacts list is primary contact.
Save.
Edit Project Contacts
At any point, you can edit a project contact to modify their Role, contact flags, or make them inactive. To edit a project contact:
From the Project Contacts list, click the row action icon
For an external contact, you can:
Set as the primary contact
Set as the invoice contact
Set or remove care of (c/o)
Resend portal invitation - If the contact has not received the initial portal invitation email, use this option to resend it
Change portal access - Give or revoke access to the project portal.
Edit - This option allows users to edit all of the above fields, as well as define the project contact's role (eg. Client, Accountant)
Set inactive - Marks the contact as inactive, removing them from the list of active project contacts and any contact dropdown menus (when sharing documents or invoices).
Create project letter - Generate a project letter addressed to the selected contact.
For staff contacts, you will only have two options; Edit, and Set Inactive:
Note: You cannot make the Primary Contact inactive. The 'Set inactive' option will not be visible for the primary contact.
Project Manager
The staff member who is set as the Project Manager will also appear on the Project Contacts list. They will not be able to be edited from here, and will have an orange padlock icon. To change the project manager, you will need to do that from the Project Details page.
Bulk Action menu
You can use the bulk action menu on the project contacts list to change multiple contacts at one time.
Use the checkboxes to select the contacts you want to modify. Then click the Bulk Action menu at the bottom of the list (grey arrow icon).
From the bulk action menu, the options are:
Set as active
Set as not active
Allow portal access
Remove portal access
Set role
Delete
Remove Project Contacts
If a contact or staff is no longer needed on the Project Contacts list, or they were added mistakenly, you can remove them. If you don't want to completely remove them from the list, you can make them inactive instead.
There are two steps to deleting a contact. You first need to make the contact inactive, and then you'll be able to delete them.
From the Project Contacts list, select the checkboxes to the left of the contacts you wish to delete.
Click the bulk action menu at the bottom of the list, and select Delete.
Errors
There are some situations where you will get an error if when you try to delete a contact. You will not be able to remove a contact for a couple of reasons:
If they've been set as the invoice contact on an invoice.
If they're marked as the Primary Contact.
If they're the Project Manager
If they've had project documents shared with them.
In these situations, you will need to make them inactive instead. An inactive project contact will be hidden from the project contacts list by default, and will not show up to be used in other parts of the project.
Tips!
Add custom roles in Settings > Contact Lists > Roles to describe the types of contact roles at your organisation. Different roles can be set up for both staff records and contact records.
You can click on the contact's name to get a quick view of their details. If you need to update the contact information, you can then click 'Full details' to take you to the organisation's contacts list and edit it from there. Changes you make there will be reflected in all your project contacts lists.
The project audit tracks each time a project contact is added, edited or deleted.
Where to next?
What other features does this relate to?