Companies first, people second
A Company is the legal entity that holds the lease. A Contact is a person, attached to a company. Leases, invoices and occupancy hang off the company; tickets, bookings and phone calls hang off the person.
Add the company first, then its people. Adding people first leaves you re-parenting them later.
Adding a company
Contacts → Companies → add. Record the Company Reg Number and Business Address — you'll need both on invoices and the tenancy agreement, and hunting for them later at renewal is a waste of an afternoon.
Adding a contact
Contacts → add. Beyond the obvious:
- Job Title — tells you who to ask about what.
- Lead tenant — flag one person per company. They receive lease and renewal correspondence and are the default reporter for anonymous enquiries.
- Emergency Contact Name / Phone — for out-of-hours incidents. Fill these in at move-in; you will not enjoy trying to collect them at 2am.
- Key Fobs — which credentials they hold, cross-referenced with the Key Register.
Contact types
All Types filters between tenants, Contractors and other contacts. Contractors are the same record type — flagging them as contractors is what makes them selectable for ticket dispatch.
Deactivating
Use Deactivate Contact when someone leaves. Their history stays attached to the tickets they raised and the bookings they made. Deleting them would strip that context out of your records.
What lands here automatically
Once your mailbox is connected, email to and from a contact appears on their record, so Last Contact is real rather than something someone remembered to update.