Contacts

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Introduction

Contacts are the individuals associated with your clients in Blinksale. Effective contact management ensures you’re communicating with the right people at the right time. This guide explains how to manage contacts for your clients.

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Understanding Contacts

In Blinksale, contacts are always associated with a specific client. Each client can have multiple contacts representing different roles within the organization or different individuals you interact with. Key points about contacts:

• Each contact must have a name and email address
• Phone numbers are optional
• Contacts are specific to clients - you cannot have standalone contacts
• Each client needs at least one contact for communication

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Adding Contacts

There are two ways to add contacts to your clients:

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When Creating a New Client

When you create a new client, you can add one or more contacts directly on the client creation form:

1. Fill in the client details
2. Scroll down to the Contact Information section
3. Enter the contact’s name, email, and optional phone number
4. Click “Add Another Contact” if you have more contacts to add
5. Complete the client creation process

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For Existing Clients

To add a contact to an existing client:

1. Navigate to the client’s detail page
2. Click the “Contacts” tab
3. Click the “Add Contact” button
4. Fill in the contact’s name, email, and optional phone number
5. Click “Add Contact” to save

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Viewing Contacts

All contacts for a client can be viewed in the Contacts tab of the client detail page. This tab displays:

• The contact’s name
• Email address
• Phone number (if provided)
• Actions you can take (edit or delete)

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Editing Contacts

To update a contact’s information:

1. Go to the client’s detail page
2. Click the “Contacts” tab
3. Find the contact you want to edit
4. Click the edit icon (pencil) next to their information
5. Update their name, email, or phone number as needed
6. Click “Save Changes”

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Deleting Contacts

If you need to remove a contact:

1. Go to the client’s detail page
2. Click the “Contacts” tab
3. Find the contact you want to delete
4. Click the delete icon (trash) next to their information
5. Confirm the deletion in the dialog that appears

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Using Contacts

Contacts play an important role in your Blinksale workflow:

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Sending Documents

When sending invoices and estimates, you’ll select which contact(s) should receive the document. Having multiple contacts allows you to:

• Send financial documents to accounting/finance contacts
• Send project-related estimates to project managers
• Copy relevant stakeholders when needed

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Communication Records

The contact’s email is recorded with document deliveries, helping you track:

• Who received specific documents
• When documents were viewed
• Communication history with each contact

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Best Practices for Contact Management

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Maintain Updated Information

• Regularly verify contact information is current
• Update details promptly when contacts change roles or leave organizations
• Add new contacts as soon as you start working with them

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Organize Multiple Contacts

For clients with many contacts, consider:

• Including department or role information in the contact name (e.g., “Jane Smith - Accounting”)
• Using consistent formatting for all contacts
• Keeping notes about which contacts should receive which types of communications

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Contact Security

• Only add contacts who have a legitimate business relationship with your organization
• Respect privacy laws and regulations when collecting and storing contact information
• Consider which contacts have access to sensitive financial information

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Troubleshooting Contact Issues

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Common Issues

Cannot add a new contact:

• Ensure you’ve provided both a name and valid email address
• Check if the email is already used for another contact with this client

Cannot delete a contact:

• Verify the client has other contacts (at least one contact is required)
• Check if this contact is associated with in-process documents

Contact not receiving emails:

• Verify the email address is correct
• Check if your emails might be filtered as spam
• Consider asking the contact to add your email domain to their safe senders list

By effectively managing your contacts in Blinksale, you’ll ensure smooth communication with your clients and streamline your invoicing and payment processes.