Whilst there are multiple ways in which you can add a contact to your database, learn how to add a contact via your web login.

This article covers:

• Add a contact
• Additional contact profile information

Add a contact

1. Go to: Contacts > Add Contacts
2. Select the correct contact type
3. Add the required contact details:This includes a first name, last name, contact number, and email address
   
4. Select the Marketing Contact

This will be the user(s) in the office where the client is building a relationship

5. Set the Access settings for both View/Read and Edit Access

This can be ticked for Everyone, should you have an open database; otherwise, you can select individual staff members for a closed database

6. Click Save/Update to add the contact to your database

Additional contact profile information

Person

• Your account has four standard contact Types:
  • Client/Person
  • Company
  • Creditor/Supplier
  • Solicitor
• Company - Selecting the company type will update the required fields and remove the contact name/partner name fields
  
• Creditor/Supplier and Solicitor - Selecting the Creditor/Supplier and Solicitor types will display all the same fields as the Client/Person type; however, this selection is necessary for the Creditor/Supplier to be assigned maintenance jobs within property management
  
• Greeting - The greeting field is designed to be used on any email, SMS, TXT, letter, or document, to personalise the communication. This field allows you to fill in the greeting instead of the client's first name

For example, Adam Clark and Sue Jones can be Sue & Adam, i.e., any email after “Dear”, Vault will populate Dear, “Adam & Sue”, based on the greeting field on the contact.

• Envelope Greeting - This field is used to address an envelope or a formal letter. In the example of the envelope greeting, we had added A Clark & S Jones
  
• Legal - The legal description is the full name of the contacts and can be used for any legal documentation.  For example, Adam’s full name may be Adam Stephen Clark, and Sue’s may be Suzanne Jane Jones
  
• Contact number and email address - Multiple numbers and email addresses can be added
  

Address Details

• Address details can contain:
  • Residency - The contact's living address
  • Postal - Add a separate postal address. When entering a PO Box, you can use the street name and suburb fields

Marketing Contact

• Marketing Contact - The user designated as the marketing contact is the person or people in the office with whom the client is establishing a relationship. There are two marketing contacts available
  

Access By

• Access By - You can assign users who can view or read the contact, and those who have access to edit it
  

Source of Enquiry

• Source of Enquiry - Assign the source of enquiry to the contact (i.e., where the contact originated from)
  

Vault lets you track multiple enquiry sources per client, helping you understand how clients find you and improve your marketing efforts

Specific Data

This area will differ depending on which custom database fields have been added.

• Specific Data: Family Information - Add the contact's birthday information
  

Other

Further options are provided to:

• Archive - Archive the contact, which will exclude it from searches
• Unsubscribe - Remove the contact from various contact methods
• Do Not Call - Select the check box to add a contact to the Do Not Call Register
  

Contact snapshot

After adding the contact, you can view the contact snapshot, accessible on each tab of the contact card.

1. Go to: The contact profile
2. Click the green expander tab on the right-hand side
   

This snapshot provides a quick overview of any properties linked to the contact, upcoming events, tasks, categories, relationships, marketing contacts, source of enquiry, and recent notes added.

What's next?

You can add a contact to the Android and Apple Vault app.