Use this reference to understand the fields on a contact record, what each field controls and whether it also appears as a column in the Contacts grid.
Contact record fields
Only firms on Aiwyn Practice are able to create or edit contact records. Additionally, firms on Aiwyn Payments (or Aiwyn Payments + Engagements) will not have this level of detail necessary for a given contact and therefore you may not see this level of mapping between your practice management system and Aiwyn.
These fields are available when you create or edit a contact record, which can only be performed if you are on Aiwyn Practice.
| Field | What it controls | Prerequisites | Required |
|---|---|---|---|
| Full name | The contact's name as it appears in the Contacts grid and on client records. | All firms | Yes |
| Email address | Where Aiwyn sends invoices, engagement letters and statements for every client linked to the contact. | All firms | Yes |
| Job title | The contact's job title. | Aiwyn Practice | |
| Aiwyn Engagements | No | ||
| Prefix | The contact's name prefix (for example, Mr., Ms., Dr.). | Aiwyn Practice | |
| Aiwyn Engagements | No | ||
| Salutation | How the contact is addressed in communications. | Aiwyn Practice | |
| Aiwyn Engagements | No | ||
| Phone number | The contact's telephone number. | Aiwyn Practice | |
| Aiwyn Engagements | No | ||
| Social Security Number | The contact's Social Security Number. | Aiwyn Practice | No |
| Spouse's Social Security Number | The Social Security Number of the contact's spouse. | Aiwyn Practice | No |
| Physical address (Address line 1, Address line 2, City, State, Zip, Country) | The contact's mailing address. | All firms | No |
| Custom fields | Any additional fields your firm has configured for contacts. | Aiwyn Practice | |
| Aiwyn Engagements | No |
Changing a contact's Email address changes it for every client linked to that contact.
Contacts grid columns
The Contacts list is only visible if your firm is on Aiwyn Practice.
The Contacts list shows the following columns.
| Column | What it shows |
|---|---|
| Contact Name | The contact's full name. |
| The contact's email address. | |
| Created | When the contact record was created. |
| Portal User | Whether the contact has a client portal user account associated with it. |
| Phone Number | The contact's telephone number. |
| Street Address | The contact's street address. |
| City | The city from the contact's address. |
| State | The state from the contact's address. |
| Zip | The zip code from the contact's address. |
| Client Number(s) | The client numbers of every client the contact is associated with. |
| Client Name(s) | The names of every client the contact is associated with. |
| Additional Contacts | Other contacts associated with the same clients. |
| Custom fields | Any custom contact fields your firm has configured. |
Notes
- Contacts should have unique email addresses, if an email address is entered for a new contact that already exists on a different contact, a conflict warning will appear. While you can still save the new contact with the in-use email address, the new contact will not be able to log in directly, and will only have access to the Client Portal via Secure Links.
- Billing Contact is a client-level relationship, not a value maintained directly on the contact record. The billing contact is the one contact per client who is defaulted onto new engagement letters and is responsible for any prepayment or payment method the letter requires. It has no effect on who receives invoices, statements, or payment confirmations.
- Portal User is an account status. Clients create their own portal user accounts; firm staff can manage which client entities an existing account can access from Payments → Portal Users.
- Inactive contacts are hidden by default. Turn on Show inactive contacts when you need to find one.
- The Contacts list can be exported.
- Assignment of a Contact to a Client is handled on the Clients list.
- Contacts may be deactivated and you can toggle the list of Contacts to show the deactivated contacts.
Related
- Manage Contacts
- How clients and contacts relate
- Managing Client Portal Users
- Find, filter and export client and contact lists