Adding contacts & contact management

This guide has been reviewed against our global client base and classed as relevant to the all regions

When adding an new contact to AgencyCloud, you are required to search your current database to ensure you are not adding duplicates to the system

Various search options are available, along with extra checks to minimise the adding of duplicates as far as possible

This page outlines good practice guidelines when adding contacts and any type of role* to AgencyCloud

Contact record & roles

A contact can be added directly to the AgencyCloud, without first having a role - roles can then subsequently be created using the contact record

Adding a role* first automatically creates a contact record which, in turn, allows multiple roles to be created from the same contact record in the future

* What is a role?

A role describes a specific type of contact on the system - such as an applicant, vendor, landlord or tenant - a contact can have more than one role, but will always share the same central contact record

1. Searching for a record Using Universal Search searches across the whole of your Reapit database Click here for more information on using Universal Search After searching, options will be offered which should be checked In this example, the word park has returned property, applicant and company records If the required contact cannot be found, move to step 2
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	2a. Double-checking for duplicates 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
3. Adding contact information Any contact information added is stored on the contact record and then shared across any role that contact has As a minimum, the following information should be entered: 1 x name Couples should not be entered as a joint entry - they should be entered as individual contacts, as outlined in 3a below 1 x contact number 1 x email address a postal address Click here for further detail on recommended minimum requirements for data entry	clicking the contact icon beside a name will open that person's contact record
3a Adding multiple contacts to a record 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, instead 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 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 When adding a second vendor 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 record using the Joint Landlords section 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, from the Additional Tenants / Occupiers panel, click the button and add the new tenant or occupier name When adding a new tenant to a current tenancy, first you will be requested to search for the person in the contact database, if they do not exist, you can then add them as a new contact and tenant When arranging a new tenancy, selecting the required applicant record will automatically pull both the applicant and any extra applicants through as individual tenants on the tenancy record
4. Editing a contact record Editing a contact record will automatically update all of the contact's associated role records For example, updating the email address on this contact record will update the email field on the contact's applicant & vendor record

Adding contacts & contact management

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