Contacts

The Contacts module maintains a directory of every person connected to your building — owners, tenants, service providers, and committee members.

Contacts List

Navigate to Contacts in the sidebar to see the full directory.

Filtering and Searching

• Use the search bar to find a contact by name, email, or phone.
• Use the Role filter to show only Owners, Tenants, or specific role types.
• Use the Status filter to show Active, Inactive, or Pending (invited but not yet registered) contacts.

Contact Card

Each card in the list shows:

• Full name and avatar (initials if no photo is uploaded).
• Primary role badge (Owner, Tenant, Manager, Treasurer).
• Associated unit(s) — a contact can be linked to multiple units.
• Email and phone at a glance.

Contact Details

Click a contact card to open the details drawer.

Personal Information

• Full name, date of birth (optional, stored privately).
• Email addresses — primary and secondary.
• Phone numbers — mobile and landline.
• Language preference — determines the locale for emails sent to this contact.

Roles

A contact can hold multiple roles across the building:

To add a role, click + Add Role and select the type and associated unit.

To deactivate a role without removing the contact, click the role chip and select Deactivate. This is useful when an owner moves out but you want to retain their contact record.

Associated Units

Lists all units where this contact has an active role. Click a unit number to navigate to the unit detail directly.

Communication History

Shows all emails, SMS messages, and in-app notifications sent to this contact. Useful for verifying that payment reminders were delivered.

Adding a New Contact

1. Click + New Contact in the top-right corner of the Contacts list.
2. Enter the first name, last name, and email (required).
3. Add phone numbers and optional fields as needed.
4. Select the role and associated unit.
5. Toggle Send invitation to automatically send an account activation email.
6. Click Create.

Editing a Contact

Click the Edit button (pencil icon) in the contact details drawer. All fields are editable. Changing the email address will send a verification email to the new address before it becomes active.

Inviting a Contact

If a contact exists but has not yet activated their account:

1. Open their contact details.
2. Click Resend Invitation.
3. A fresh invitation email is sent immediately.

Invitations expire after 7 days. If the link expires, resend the invitation from this same screen.

Deactivating a Contact

Deactivating a contact:

• Revokes their login access immediately.
• Preserves all historical data (payments, entries, messages) linked to them.
• Keeps them in the contacts list with an Inactive badge.

To deactivate, open the contact details and click Deactivate → confirm.

To reactivate, find the inactive contact (use the Status filter), open their details and click Reactivate.

Exporting Contacts

Click Export in the contacts list toolbar to download all contacts as a CSV file. The export includes name, email, phone, role, and associated units — useful for external mail clients or reporting.

GDPR and Data Privacy

All contact data is stored in compliance with GDPR:

• Only authorized roles (Manager, Treasurer) can view full contact details.
• Residents can view only their own profile.
• Contacts can request data export or deletion via the support email.
• Personal data is encrypted at rest and in transit.