Contacts
Manage tenants, vendors, and contractors with reliable identity and communication records.
Contacts are the identity layer of operations. Clean records protect leasing, communications, and maintenance assignment quality.
Contact model goals
Use these goals to keep records actionable.
- Every contact has clear type and ownership context.
- Communication channels are validated before operational use.
- Duplicate records are prevented through standard review.
Contact creation workflow
Use this sequence for every new contact.
Invite a tenant to portal access
Tenant portal invitations are sent from the Tenants contact list. The invite action is available only for tenant contacts with an email address that do not already have a linked portal user.
Tenant invitation acceptance flow
The invitation link takes the tenant to a portal account setup form where they set a password and submit Create Account & Access Portal. After successful submission, the tenant is signed in and redirected to the tenant portal dashboard.
Recommended verification
After sending an invitation, verify that the tenant can access core portal areas: dashboard, leases, documents, and maintenance.
Type-specific expectations
Each contact type supports a different operational path.
Tenant records must support lease linkage, billing communication, and resident-facing updates.
Vendor records should include service scope and payment routing ownership.
Contractor records should define assignment scope and escalation owner.
Data quality safeguards
Apply these safeguards to prevent high-cost mistakes.
- Search by email and phone before creating a contact.
- Keep naming conventions consistent for list filtering.
- Archive inactive contacts instead of removing history.
- Restrict edits on high-impact identity fields.
Next steps
- Use Tenant portal for end-to-end tenant access operations.
- Use Leases to connect tenants and units.
- Use Maintenance for assignment workflows.
- Use Settings for role-based controls.
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