2. Adding a new record & double-checking for duplicates If the required contact cannot be found At the bottom of the Universal Search bar: - Click Add New and select the required role to add
- A contact details check window is automatically displayed when adding an applicant, landlord or contact - this check is carried out to safeguard against adding duplicate contact records
See 2a for more information
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| title | 2a. Double-checking for duplicates |
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| - After clicking Add New, this prompt is displayed
 - Enter your contact's email address or telephone number and click Search
- Your database will be checked for any matches
This check is offered when adding an applicant, landlord or contact; when adding a property, the check is done when adding the vendor to the property record
This is a configuration option, if you are an Enterprise customer and do not have this option enabled, your key contact can log a standard configuration request by clicking here
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| title | 3a. Adding multiple contacts to a record |
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| To safeguard against creating duplicates, all contacts should be added as individuals to your database - i.e. a couple should not share the same contact record |
| - | , they should be added as follows |
| :- Applicant: when multiple applicants are searching together, they should be added to the same applicant record, but as an Extra Applicant (as shown above)
When adding an extra applicant, first you will be requested to search for the person in the contact database, if they do not exist, then they will be added as a new contact and an extra applicant
- Vendor: when a property has multiple vendors, they should be added to the vendor screen, using the Second Vendor and Additional Vendors section, as required
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When adding a second or multiple vendors, as the information is entered, the contact database will be automatically searched; if no matches are found then a new contact record will be created for each of the extra vendors
- Landlord: when a property has multiple landlords, they should be added to the landlord screen, using the Joint Landlords section - this will require a search of the contact database, then the contact added if not found - a landlord record is then created for the contact
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When adding joint landlords, first you will be requested to search for the person in the contact database, if they do not exist, then they will be added as a new contact and a joint landlord
- Tenant: when a tenancy is current (as shown below) and any subsequent tenants need to be added, then the Add Tenant option should be used (bottom of screen) - this will require a search of the contact database, then the contact added if not found - a tenant record is then created for the contact
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When adding a tenancy, selecting the required applicant record will automatically pull both the applicant and any extra applicants through as individual tenants
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