What are Contacts?
Contacts are persons who may be assigned responsibility for items in CivilPro or may have documentation otherwise associated with them, but who do not require to log in, e.g., someone whom you send a Contract Notice, Test Request, etc. Contacts are project specific.
Users and Contacts are different in that Users is set up with a username and password and they can login to CivilPro Cloud whereas Contacts are not allocated any usernames and passwords and they cannot login to CivilPro. (Examples of Contacts are people to whom you want to send your Contract Notices and don't require them to login to CivilPro).
What is the purpose of the Contacts Register?
The Contacts Register is a project specific list of persons to whom CivilPro tasks can be assigned and records addressed. For example, you may want to send a Test Request to Michael Rogerson – this person would need a record in the Contacts Register. If however, Peter Jones was responsible for some Lots and was also expected to update the records in CivilPro, he would need a Sign In and so, would become a User. Users are also included in lists of Contacts for a project, if they have permissions for the project or are a System Administrator.
The reason Contacts and Users are separated is to avoid creating an unnecessary long list of people from both groups (of every other project) appearing in dropdown lists for each project. You may have a large list of people who are associated with a project but with no connection to your other projects. Keeping the Contacts list project specific means each project can have their own list of associated personnel (Contacts) while maintaining a common User Register (Users).
How to Set Up?
You can add Contacts either via Cloud or Desktop.
Tips for Users:
- If you are adding someone as a user or associate user, you do NOT have to add them in your Contacts register. When they have become a user, they will be automatically added to your Contacts register.
- If you have added a person in the Contacts register before inviting them as a user, you'll need to delete the person or remove the email address from the Contacts register as the system will direct the user to login instead of the profile setup screen.