Agent Contacts

Agent contacts are the people who work for your agency. Creating a contact and assigning them a role is how you create a user in the system. Once saved, the person can sign up using the email address on their contact record and they will be automatically matched and granted access at the level their role defines. Each contact should be assigned exactly one role — do not assign multiple roles to the same person.

The two roles available for agent staff are:

• Property Manager — full access to manage OMCs, requests, and contacts
• System Admin — all Property Manager access plus system-level configuration

One role per contact

Each contact must have exactly one role. The system will not allow you to save a contact with two or more roles assigned. If you need to change a contact’s role, delete the existing one before adding the replacement.

Removing Login Access

To remove system access for a departed team member, delete their role in the Roles panel and save. The contact record and its history remain in place; so you can still see who performed historical actions.

Deleting Contacts

A contact can only be deleted if they have no history in the system — no actions, service requests, transactions, or mail on record. Once a contact has any activity attached, the delete will be rejected. This is intentional: the record and its history should be retained even after a person is no longer active.

To remove login access without deleting the record, delete the contact’s role in the Roles panel and save.

List View

table_rows Show Columns

Column	Type	Description
First Name	text	The contact's first name.
Last Name	text	The contact's last name.
Telephone	phone	The contact's direct phone number.
Email	email	The contact's email address. This is the address they must use when signing up — once they have logged in the address is locked and can only be changed using the Edit Email Address action.
Mail Status	picklist	Controls whether the system will send emails to this contact. Only OK allows mail to be sent — any other status means mail will not be delivered. The other values explain why: the contact opted out, their address is bouncing, they marked mail as spam, or the address is invalid.
User Name	text	The username of the system account linked to this contact. This is populated automatically once the contact signs up using the email address on this record.
Notes	longText	Internal notes about this contact. These are not visible to the contact.

Detail View

table_rows Show Fields

Field	Type	Description
First Name	text	The contact's first name.
Last Name	text	The contact's last name.
Telephone	phone	The contact's direct phone number.
Email	email	The contact's email address. This is the address they must use when signing up — once they have logged in the address is locked and can only be changed using the Edit Email Address action.
Mail Status	picklist	Controls whether the system will send emails to this contact. Only OK allows mail to be sent — any other status means mail will not be delivered. The other values explain why: the contact opted out, their address is bouncing, they marked mail as spam, or the address is invalid.
User Name	text	The username of the system account linked to this contact. This is populated automatically once the contact signs up using the email address on this record.
Notes	longText	Internal notes about this contact. These are not visible to the contact.
Roles	grid	The system role assigned to this contact, which controls their level of access. Each contact should have exactly one role — Property Manager for day-to-day management access, or System Admin for full administrative access.
Role	picklist	Select the role to assign. Property Manager grants access to manage OMCs, requests, and contacts. System Admin grants full administrative access including system configuration.
delete	icon	Click to remove item from list

Available Actions

edit_square

Action	Description
edit_square Edit Email Address	Update the email address for this contact

Examples

Creating a Contact

Add a new team member and assign them a role so they can sign up and access the system.

format_list_numberedSteps(9)

1. 1Click [System Maintenance / Contacts] on the main menu
2. 2Click on the new button
3. 3Enter the first name
4. 4Enter the last name
5. 5Enter the contact phone number
6. 6Enter the email address — when the person signs up with this address they will be matched to this contact
7. 7Click the new button to add a role
8. 8Assign the Property Manager role to grant access to manage OMCs
9. 9Click on the save button

Editing a Contact

Update the details of an existing team member — name, phone, or address.

format_list_numberedSteps(7)

1. 1Click [System Maintenance / Contacts] on the main menu
2. 2Click row where [firstName] is [Charlie]
3. 3Update the contact phone number
4. 4Click the delete button to remove the existing Property Manager role
5. 5Click the new button to add a replacement role
6. 6Assign the System Admin role to grant full administrative access
7. 7Click on the save button

Updating an Email Address

Change the email address on a contact record, which resets their login link so they can re-register with the new address.

format_list_numberedSteps(5)

1. 1Click [System Maintenance / Contacts] on the main menu
2. 2Click row where [firstName] is [Charlie]
3. 3Open the Edit Email Address action
4. 4Enter the new email address for this contact
5. 5Confirm the email address change

Deleting a Contact

Remove a contact who has no history in the system. Contacts with any recorded activity cannot be deleted — remove their role instead to revoke access.

format_list_numberedSteps(4)

1. 1Click [System Maintenance / Contacts] on the main menu
2. 2Click row where [firstName] is [Charlie]
3. 3Click on the delete button
4. 4Click [Delete] on the confirmation dialog