Customer Contacts

Customer Contacts let you store multiple people against a Customer in HirePOS, each with their own contact details and email preferences.

A Customer Contact can also be selected as the main Contact on a Quote, Booking, Invoice or other Sales Record.

A Sales Record can additionally have multiple contacts assigned through its separate Contacts tab. These additional contacts are useful for people involved with a particular job, such as site contacts, event coordinators or project managers.

To add a contact:

1. Go to Setup > Customers.

2. Open the Customer.

3. Select the Contacts tab.

4. Click New Contact.

5. Enter the contact's details.

6. Click Save New.

Contact Name is required. Other information can be entered as needed, including:

• Position

• Email

• Address

• Phone numbers

• License details

• Vehicle registration

• Date of Birth

• Notes

• Images

You can return to the Customer's Contacts tab and select a contact at any time to edit their details.

Each Customer Contact has two separate email options:

• Include this contact as a recipient when emailing 'Invoices' and 'Statements.'

• Include this contact as a recipient when emailing 'Currently On Hire' reports.

Enable the option that applies to the contact and save the contact.

The contact must have an email address and be active to be included automatically.

These settings are specific to the email types shown. They do not automatically include the contact in every email sent from HirePOS.

Customer Contacts are retained rather than deleted, so contact information already associated with existing records can be preserved.

To make a contact inactive:

1. Go to Setup > Customers and open the Customer.

2. Select the Contacts tab.

3. Open the contact.

4. Select Options > Make Contact Inactive.

Inactive contacts are hidden from normal contact selection lists.

To view them, enable Show Inactive Contacts on the Customer's Contacts tab. Open an inactive contact and select Make Contact Active to restore it.

A Quote, Booking, Invoice or other Sales Record can have one Customer Contact selected as its main Contact.

This contact is shown alongside the Customer on the Sales Record and can be used by contact-specific email and document fields.

To change the Contact:

1. Open the Sales Record.

2. Select Options > Change Contact.

3. Select an existing Customer Contact.

If the person has not been created yet, you can create a new Customer Contact from this contact selector.

To remove the Contact from the Sales Record, select Options > Remove Contact.

Removing the Contact from a Sales Record only removes the link to that record. It does not make the Customer Contact inactive or remove their details from the Customer.

The Customer and the Sales Record Contact have separate email addresses.

The Email stored against the Customer is the Customer's main/default email address.

A Customer Contact can have their own Email, and one of these contacts can be selected as the Sales Record's main Contact.

When emailing an individual Sales Record, the selected Contact's email can be used as a recipient. Contact-specific email template fields such as {ContactName} and {ContactEmail} also use the selected Sales Record Contact where applicable.

Customer Contacts selected for automatic invoice, statement or Currently On Hire emails are handled separately from the Sales Record's main Contact.

In addition to the single main Contact, the Contacts tab on a Sales Record lets you assign multiple people involved with that particular job.

For example, you could assign:

• A site contact

• An event coordinator

• A project manager

• An accounts contact

Each assigned contact can also have a Note specific to that Sales Record.

These additional contacts do not replace the main Contact on the Sales Record and are not automatically added as email recipients.

See Assign Multiple Contacts to a Sales Record for setup and instructions.