📍 Where can I find this module?
Main Menu > Sales
Introduction #
The Contacts module allows you to manage the individuals with whom you have a business relationship. It can be accessed via Main Menu > Sales > Contacts.
A contact represents a point of contact within a company (an account). This could be a decision-maker, a technical manager, a invoicing contact, etc. Contacts are linked to accounts and appear as recipients on sales documents.
1. Create a contact #
Access #
- Access the Contacts module via Main Menu > Sales > Contacts
- Click the " Add Contact" button
Information to provide #
Identity:
- Salutation: Mr., Ms., etc.
- First Name / Last Name: Contact information (Last Name is required)
- Position: the role held within the company
- Department: the department or division
Contact information:
- Email: primary email address
- Phone / Cell Phone: phone numbers
- Secondary phone number: alternate number
Affiliation:
- Account: the company to which this contact is associated
- Line manager: another contact designated as a line manager (optional)
Address:
- The contact's address can be entered separately from the account's address. This is useful when the contact works from a location other than the main office.
Good to know: Once record account, you can create a contact directly from the Contacts tab. The account details will be automatically filled in.
2. Access to the customer portal (extranet) #
The " Customer Portal Access " field allows you to enable extranet access for a contact. Once enabled, the contact can log in to the customer portal to (among other things):
- View your finalized quotes and invoices
- Create and track support tickets
- Track project progress
- Access shared documents
Important: To activate portal access, the contact must have a valid email address. A welcome email containing login credentials can be sent automatically.
3. Interactions with other modules #
From record , the relationship tabs allow you to view:
- Account: the company to which the contact is associated
- Quotes: quotes in which this contact is listed as the point of contact
- Customer orders: related orders
- Invoices: Invoices issued
- Tickets: Support requests created by or for this contact
- Documents: Files shared with this contact
- Activities: calls, meetings, and tasks related to this contact
- Campaigns: the marketing campaigns in which this contact is participating
4. Available actions #
Send an email #
From the record , you can send an email directly to the provided address. The email will be saved in the activity history.
Create a document from the contact #
From record , you can directly create a quote, an order, or a ticket. The contact's information and account details will be automatically pre-filled.
Duplicate #
Use the Duplicate feature to create a new contact based on an existing one.
5. Special Cases #
Contact linked to multiple accounts #
In Kafinea, each contact is linked to a single account. If a person works for multiple companies, create a separate contact for each account.
Contact without an account #
A contact can be created without being linked to an account. This can be useful for personal contacts or independent business partners. However, it is recommended that you always link a contact to an account to facilitate sales follow-up.
Supported dates #
The "Support Start" and "Support End" fields are used to define the support contract period associated with this contact. If access to the customer portal (extranet) is enabled for this contact, these dates determine access: once the support end date has passed, the contact can no longer log in to the portal.
6. Frequently Asked Questions #
How can I find all of a customer's contact information? #
From the Account record , go to the Contacts tab to view a list of all the people associated with this account.
Can you import contacts in bulk? #
Yes, Kafinea offers an import feature that allows you to create or update contacts from a CSV file. You can access this feature via the Actions menu in the Contacts module.
How do I grant a contact access to the customer portal? #
Open the record , check the " Customer Portal Access" box, and then save. The contact will receive an email with their login credentials.
Can a contact be deleted if it has linked documents? #
Deleting a contact does not delete the associated documents. Quotes, invoices, and tickets retain their content but lose their link to the contact.
7. Glossary #
| Term | Definition |
|---|---|
| Contact | An individual involved in a business relationship, typically associated with an account |
| Account | Entity (company, organization) to which the contact is associated |
| Customer portal | An online portal (extranet) that allows contacts to view their documents and create support tickets |
| Immediate supervisor | Another contact designated as a supervisor within the client’s organization |