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, contact fields are owned by that system and are read-only in Aiwyn.
Every field on a contact record, whether it is required, and what it holds. A contact record belongs to the person, not to a client: whatever you enter here is used for every client the contact is linked to.
Identity
| Field | Required | Type |
|---|---|---|
| Full Name | Yes | Text |
| Email address | Yes | Email. Invoices, statements, payment confirmations and engagement letters for every linked client are sent to this address. |
| Prefix | No | Text (for example, Mr. or Ms.) |
| Salutation | No | Text (for example, “Hello”) |
| Job Title | No | Text |
| Phone Number | No | Phone |
Sensitive information
| Field | Required | Type |
|---|---|---|
| Social Security Number | No | Text |
| Spouse's Social Security Number | No | Text |
Only enter Social Security Numbers or other confidential data if your firm requires it and follows its handling procedures for sensitive information.
Address
| Field | Required | Type |
|---|---|---|
| Address Line 1 | No | Text |
| Address Line 2 | No | Text |
| City | No | Text |
| State | No | Text |
| ZIP | No | Text |
| Country | No | Select |
Custom fields
Your firm can define its own contact fields. They appear on every contact record, so not every firm sees the same options. See Manage Custom Fields.
Linked clients
The Client Number(s) column in the Contacts list shows which clients a contact is linked to. It is read-only on the contact record: contacts are linked to clients from the client record, not from the contact. See Manage Contacts.
Settings that are not contact fields
The following are set per client, on the client record's Contacts sub-tab, and can differ for each client the same contact is linked to. They are not stored on the contact record.
| Setting | What it does |
|---|---|
| Primary contact | Defaults onto new engagement letters for that client as the recipient and required signer. |
| Secondary contact | Defaults onto new engagement letters for that client as the secondary recipient and signer. |
| Billing contact | One per client. Defaults onto new engagement letters and is the contact who makes any required prepayment or sets up a payment method. |
| Receives invoices, statements, and/or payment confirmations | Controls which of that client's billing emails the contact receives. Any number of a client's contacts can be enabled, independently of the primary and billing designations. |