If you marked the Use Contact Management option in Service Options, the Contacts button appears at the top of the Location and Maintenance Contract windows. This feature allows you to assign contacts for that location or contract, in addition to, or instead of, Contact Person 1 and Contact Person 2. For example, you may want to have contact information for the building manager, janitor, office manager, or receptionist for each customer location. You can assign unlimited phone numbers to each contact record.

Agency contacts can be assigned to any number of contracts or locations, for example, within a fire or police department. Local contacts are specific to one location. If you are using Signature Customer Portal, this is where you set up your customers to use the portal.

1. Choose Cards > Service Management > Contact Management. The Contact Setup window opens.

2. Mark the Agency radio button. 

   You can also create a local contact from the Contact Setup window; however, keep in mind that you cannot attach a local contact to a location or maintenance contract from the Contact Setup window. We recommend that you create local contacts at the location- and contract-record levels.

3. Enter the contact's phone number, and tab off the field. The Contact Phone Setup window opens.
4. Use the lookup to choose a Phone Type. See Labeling contact setup user-defined fields.
5. Mark the Primary check box if you want this phone number to appear with this contact ID.
6. Add a Description if desired.
7. Choose Save to return to the Contact Setup window.
8. Enter a Contact Name, Organization, and address information.
9. Select a Default Role Type from the lookup list.
10. Enter user-defined information.
11. The E-mail Address, PIN Number, and Customer Portal Report Folder fields provide login information and application data if this contact is a Customer Portal user.
12. Use the Quick Note window to enter notes and other information. Unlike attached notes created with the notepad button, a quick note is always visible in the Contact Setup window.
13. Choose Save.

Creating additional contacts with the same telephone number

1. Choose the Contact Type.
2. Enter the Contact Name.
3. Enter the Telephone number.
4. When you tab off the Telephone field, a message displays "This phone number has been used. Do you want to continue?"
5. Choose Yes.
6. The Contact Phone Setup window opens, with the original phone information defaulting in. Choose Save to return to Contact Setup.
7. Choose Save.

Other features of the contact setup window

• If you have existing agency and local contacts that you want to edit, choose Find. Use the lookup windows in the Contact Search window to locate the contact.
• You can use the Location and Contract buttons to view locations and maintenance contracts to which the contact is assigned. If this is a new contact, no locations or contracts will be assigned to it.
• To print the contact information, choose Print. In the Print Contact List window, select printing options and choose Print.