Dashboard > Team
Dashboard > Select a Project > People
Permissions
Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.
In order to view Company and Project Contacts, users will need View Permissions for Contacts
In order to add Contacts, users will need Create permissions for Contacts.
The Contacts module in SiteMax is like your digital address book for all the individuals or entities associated with your company's projects. These contacts could be clients, vendors, suppliers, etc. For instance, if you're running a construction project, your contacts might include the company supplying construction materials, your project's client, and various suppliers.
Company Contacts vs. Project Contacts: What Sets Them Apart?
Company Contacts: Company-wide Connections
Imagine Company Contacts as your digital address book for all things related to your company as a whole. If you're looking for information about a client, vendor, supplier, or any other entity that your company frequently engages with, you'll find it within Company Contacts.
Project Contacts: Tailored to Projects
Project Contacts, on the other hand, are specific to individual projects. They're like a dedicated subset of contacts that are relevant only to a particular project's scope. For instance, if you're working on Project A, the contacts you need to communicate with regarding materials, approvals, or other project-related matters will be found under Project Contacts for that specific project.
Fields and What They Mean
Company Vs Individual
An Individual is a single person, whereas a Company is a business entity.
Individuals can be associated with a specific Company that will show in the Company drop-down option.
Type
Vendors can be used to describe project-specific users, such as Subcontractor
Clients can be used to refer to Owners
All other Contacts can refer to all other users, such as Inspectors, etc.
Example
At SiteMax Construction Company, there is a project called Project A, and they are getting construction materials from “Home Depot”. To clearly record transactions in the Purchase Order module and for accounting purposes, “Home Depot” would need to be added to project contacts.
If you have a Vendor A who is a vendor for your supplies across multiple projects, then you can have him as a company contact, but if there is Vendor B who is a vendor for a specific project only, then they could be listed in project contacts
External User Access
When creating a new contact there is the option to allow External User Access. Giving a Contact External User Access creates an external user with collaborator permissions. Then, they will be able to be selected as Recipients in Change Orders (PCOs) and RFIs.
Understanding External Users
Understanding External Users
An external user refers to an individual who is not part of the organization but has been granted limited access to Project Notices, Project Forms, RFIs, and Change Orders.
External users can interact with SiteMax functions through web and/or mobile portals, such as the QR Code Workflow, RFI, and Change Order Recipients.
External users can include clients, vendors, or other external parties.
External users are individuals or entities that are not part of the core project team but still need access to certain project information or functionalities.
Find out more about External Users in our Article here!
Finding Your Contacts
To access your contacts, SiteMax has made it simple:
For Company Contacts, head to the Company Dashboard, select the "Team" module, and from there, tab over to "Contacts." There, you'll find a list of contacts that apply to your company as a whole.
If you're looking for Project Contacts, first choose the desired Project from the Company Dashboard. Once you're within the project interface, navigate to the "People" module to see the contacts specifically associated with that project.
Why do we have Company Contacts and Project Contacts?
Now, you might wonder why there are two types of contacts: Company Contacts and Project Contacts. This is where the concept of user permissions comes into play. Different people working on your projects might have different levels of access to the system. Collaborators, also known as Free Users, often don't have access to the broader company interface. They can only see the specific projects they are assigned to. To make it possible for these collaborators to manage their interactions with contacts, like adding them to punch items, RFIs (Requests for Information), and change orders, SiteMax has made contacts available at the project level.
Important Notes About Contacts
Here are a few key things to remember when dealing with company and project contacts:
Contacts created in company contacts aren't automatically added to project contacts. This separation ensures data privacy.
To use a contact in a project, you need to manually move them from company contacts to project contacts.
When you add contacts to project contacts, they're also saved in company contacts. This helps keep things organized and connected.
Contacts can be given access to an external portal.
Contacts can be convertible or transformable to fit various roles or situations within your projects.
Creating a Contact in SiteMax
With Contacts, teams can easily manage vendor and client details, ensuring convenient access to essential information from any location. Here's a guide to creating contacts.
Key Benefits:
Centralization: Keep all important contacts organized and accessible in one centralized location.
Enhanced Collaboration: Facilitate improved collaboration and communication by providing external users with appropriate permissions.
Convenience: Access contact details conveniently from anywhere, empowering teams to work efficiently.
Creating Contacts can be done in your Project or Company level settings.
Creating Company Contacts
Creating Company Contacts
Creating contacts at the company level will keep contacts in the company contacts module unless added to a project.
In your Team module, select the Contacts tab.
From Contacts, click on the "+ Add Contact" button, and a modal will appear
Fill out the information in the modal, especially if it's company contact, individual contact, type (client or vendor), and/or if they will have external user access. (See the screenshot above)
Phone: Phone numbers are divided by Primary and Secondary. Primary phone numbers must be mobile phone numbers for authentication purposes. To make a phone number the primary number, click on the star within the extension box.
Click Save when complete.
Creating Project Contacts
Creating Project Contacts
Contacts created at the project level will automatically be added to company contacts.
Dashboard > Select a Project > Contacts
From the dashboard, select a project and click on the People Module
From the Contacts tab, click "+ Add Contact" button. A modal will appear.
Fill out the information in the modal, especially if it's company contact, individual contact, type (client or vendor), and/or if they will have external user access. (See the screenshot below)
Click Save when complete.