How to add a contact to a building
Contacts is a building's list of people: the caretaker, the operations manager, the technicians, the property manager. It answers the question "who do I call about this building?" — and it's worth having in place before anybody needs it.
How to add a contact
- Open the building you want to work on. See How to switch building and search for a building.
- Go to Settings in the sidebar.
- Find Contacts.
- Click Add contact.
- Fill in the New contact:
- Name
- Contact type
- Phone and Email
- Notes
- Click Add.
To enter many, use Add many.
To remove a contact, use Delete and confirm Delete this contact?
The contact types
The types are fairly fine-grained, and they're what makes the list searchable:
Group | Types |
|---|---|
Operations | Caretaker, Operations manager, Center manager |
Property | Owner, Property manager, Property management |
Technicians | Technician, Technician automation, Technician electricity, Technician plumbing, Technician refrigeration, Technician fire safety |
Project and advisory | Project manager, Consultant, External coordinator |
Supplier | Supplier contact |
Customer relations | Key Account Manager, Technical Account Manager |
Other | Contact person, Backend contact, Other |
Note: Choose the specific technician type rather than Technician when you know the trade. When somebody is standing over a burst pipe at two in the morning, the difference between Technician plumbing and a list of five Technician entries is that one of them can be called immediately.
Contacts are not notification
This is the most important boundary: Contacts is a lookup list. Nobody is notified from it.
If you want to... | Use |
|---|---|
find out who to call | Contacts |
have somebody notified automatically when an alarm fires | Alert groups — see How to create an alert group |
assign work to somebody | a task — see How to create a task |
A person can be in Contacts without being in any alert group, and vice versa.
Frequently asked questions
Can the same person have several types?
Add one entry per role the person actually holds, so a search on the type finds them.
Do contacts belong to the building or the organization?
They sit on the building. A company acting as contact for the whole portfolio has to be entered on each building.
What should go in Notes?
Whatever makes the contact usable: which installations they cover, when they're available, or that they should be reached via a switchboard rather than directly.
What's the difference between a contact and a service partner?
A contact is a person. A service partner is a company with an organization number and a trade. See How to add a service partner.
Tip!
Enter the contacts when the building comes into use, not when an incident arises. A contact list is worth most precisely when it's needed most — and that's always outside working hours, when whoever is looking has nobody to ask.