Manage Contacts

This article applies to Aiwyn Practice, where your firm maintains client and contact records in Aiwyn. If your firm syncs clients and contacts from a practice management system, maintain contacts in that system; a contact created directly in Aiwyn cannot be made a client's primary or billing contact and cannot be enabled to receive invoices or statements.

Add a person to the contacts directory, keep their details current, and control which clients they act for, so your firm's invoices, engagement letters and statements reach the right person.

Before you start

• You need permission to create and edit contacts.
• The client you want to link the contact to must already exist. See Manage client records.
• A contact needs a Full Name and Email address to be saved. Aiwyn uses that information for every client the contact is linked to.
• One contact record can be linked to any number of clients. If the person already exists as a contact, link the existing record rather than creating a second one. See How clients and contacts relate.
• Gather the contact's details before you start, and follow your firm's naming and address conventions so records stay consistent and easy to search.

Steps

Create a contact record

1. From Clients and Contacts, select the Contacts sub-tab in the left-hand panel.
2. Select New Contact.
3. Enter the contact's Full Name and Email address. Both are required.
4. Add any optional details that apply: Job Title, Prefix (for example, Mr. or Ms.), Salutation (for example, Hello), Phone Number, Social Security Number, Spouse's Social Security Number, Address Line 1, Address Line 2, City, State, ZIP, Country, and any custom fields your firm has configured. Custom fields vary by firm, so not every user sees the same options. See Contact field reference for what each field drives.
5. Check the spelling, email format and any sensitive information, then select Submit.

The contact appears in the Contacts list and can now be linked to clients.

Edit a contact record

1. Select the Contacts sub-tab.
2. Select the contact row to open the record.
3. Select Edit.
4. Change the fields you need. See Contact field reference for what each field drives.
5. Select Save.

The record shows the updated details, and Aiwyn uses them for every client the contact is linked to.

Link a contact to a client

Use this when one person acts for several clients, for example a CFO who receives invoices for several related entities. You maintain one record and one email address instead of several.

1. From Clients and Contacts, select the Clients sub-tab in the left-hand panel and open the client you want to link the contact to. Confirm you are in the correct client record before making changes.
2. In the right-hand panel, select the Contacts sub-tab.
3. In Add Contact, search for the existing contact and select the correct name from the results. If the person is not yet a contact, type their name to create a new contact entry.
4. Select Add.

The contact is linked to the client. Their other client links are unchanged.

Set a contact's role and billing preferences for a client

A contact's role and billing preferences are set per client, so the same person can be the billing contact for one client and a secondary contact for another.

1. Open the client record and select the Contacts sub-tab in the right-hand panel.
2. On the contact's row, select the three-dot menu.
3. Choose the role that applies:
   • Set as primary contact designates the main point of contact.
   • Set as secondary contact assigns an alternate contact.
   • Set as billing contact identifies the contact responsible for billing communication.
4. From the same menu, set whether the contact receives invoices, statements, and/or payment confirmations.
5. Confirm the role and preferences match the client's communication requirements.

Set the role and billing preferences in the same pass as linking the contact, so invoices and statements reach the intended recipient from the start.

Remove a contact from a client

1. Open the client record and select the Contacts sub-tab in the right-hand panel.
2. On the contact's row, select the three-dot menu, then Remove contact.

The contact stops receiving that client's invoices and statements. The contact's other client links are unchanged, and the contact record is not deleted.

Related

• Manage Clients
• How clients and contacts relate
• Contact field reference
• Give a Client Portal User access to additional Clients
• What happens when you remove a contact from a client
• Troubleshoot a failed client email
• How email delivery works in Aiwyn