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Contacts refers to people outside of your company. For example, contacts can be added to both your clients and suppliers.

Contact List

Manage client contacts from Manage > Clients > Select a Client > Contacts

Manage supplier contacts from Manage > Suppliers > Select a Supplier > Contacts

Anyone internal to your company who has access to AroFlo (or has labour recorded against their name) is managed as a User

Manage Contacts from within Clients

If you have an SMS provider enabled in AroFlo, you can send an SMS directly to the contact (if the mobile number is listed) by clicking the mobile phone icon.

Sort Order

The default sort order is alphabetically by Surname. To change this, click on the arrows next to First Name to sort by ascending order, or change it back by doing the same for the Surname field.

Default sort order

Click the(sort button) towards the top right of the header to return to the default sort order.

Click on a contact's First Name or Surname to open their contact card.

View Archived Contacts

To view Archived contacts, change Active to Archived in the drop down menu on the header at the top right.

View Last Known Location

If a contact listed has last known GPS location, it can be viewed on a map using the View Map button. For more information, refer to GPS.

Create Contact

Click Create Contact to create a new contact for the selected client/supplier. Fill out all relevant info on the contact card.

Field

Description

Given Names, Surname

Contact's full name.

User Name

If Client Access (for clients) or Contractor Access (for suppliers) is enabled, enter a user name (min. 4 characters) and Check Availability to ensure it is unique within AroFlo.

Password, Confirm Password

If Client Access (for clients) or Contractor Access (for suppliers) is enabled, enter a password (min. 6 characters) and repeat to confirm the password.

Position

Select an appropriate position from the list.

Phone, Fax, Mobile, Email Address, Alternative Email Address

Enter contact details. Mobile and email address are used for system generated notifications.

Address Line 1, Address Line 2, City, State, Postcode, Country

Enter contact's address details.

GPS Coordinates

Click Auto-Generate to capture GPS coordinates of the address.

Custom Fields

Click the Show Custom Fields tickbox to display your custom fields.

Click Add to save the contact.

Primary Contact

If you need to set a contact as a primary contact, this is done in the Client/Supplier card. The primary contact, together with a link to their contact card, will display in the list.

Contact Card

Once you have saved a contact, the contact card will look like this and you'll have extra fields available:

Clients

FieldDescription
Client (not available for clients with Client access)

Change the client this contact belongs to. Either start typing the client name of the client and AroFlo will suggest matching names for you to choose, or use the  (search button).

Settings tab (only visible for clients with Client access)Select a level of user access. Access types are role-based and are set depending on user requirements. For further information on setting up AroFlo access, please see Client Access.
Notes tabAdd notes which may be useful for information outside of the fields listed, e.g. how the person operates, how the person should be contacted or for any future requests. See Notes for more information.
Feature Access tab (only visible for clients with Client access)Tick the Allow Viewing Clients tickbox to allow the user to view client lists in both Office and Field.

Documents & Photos tab

Upload documents and photos specific to the contact, e.g. a photo, bio or certifications. The default photo will also appear in the  Manage Client/Supplier Contacts view.  For more information on user photos, see Documents and Photos.

Suppliers

FieldDescription
Settings tab (only visible for suppliers with Contractor access)Select a level of user access. Access types are role-based and are set depending on user requirements. For further information on setting up AroFlo access, please see Contractor Access.
Notes tabAdd notes which may be useful for information outside of the fields listed, e.g. how the person operates, how the person should be contacted or for any future requests. See Notes for more information.
Feature Access tab (only visible for suppliers with Contractor access)
Resource Zones tabSelect applicable resource zones for the contact.

Documents & Photos tab

Upload documents and photos specific to the contact, e.g. a photo, bio or certifications. The default photo will also appear in the  Manage Client/Supplier Contacts view.  For more information on user photos, see Documents and Photos.

On this page:

Feature access

Parts of this feature are included in AroFlo Go.

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