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Create a Contact

This article explains how to create a new contact, enter contact information, upload a photo, and assign roles when applicable.

Follow these steps to set up a contact and input all relevant details:

  1. Open Contacts Section

    • Log in to the system and navigate to the Businesses section from the sidebar.

    • Click Contacts to open the list of existing contacts.

  2. Create a New Contact:

    • Click the New button to open the contact creation form.

    • Enter the required basic information and select Create & Open to create the contact record.
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    WorkTrek web app showing the Contacts list dashboard with the New button highlighted for creating a contact
    The Create Contact pop-up form field in WorkTrek for entering basic user information

  3. Complete General Information

    • Once the company record is created, review and complete the available fields under General Info, including:

      • Full Name

      • Company/Organization Unit

      • Tax ID

      • External ID

      • Classification

      • Notes

    • Providing complete information helps maintain accurate contact records and improves communication across the system.

  4. Add Contact Information

    • Enter the contact's communication details, such as:

      • Phone Number

      • Email Address

      • Mobile Number

      • Address Information

    • Verify that all information is accurate before proceeding.

  5. Upload a Contact Photo

    • To make contacts easier to identify, upload a profile photo.

    • A photo can help users quickly recognize contacts when viewing records, assignments, and related activities throughout the system.
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    WorkTrek contact details interface displaying the General Info section
    The Contact Info form panel in WorkTrek displaying phone, mobile, and email address entry fields

  6. Assign Roles (for Service Providers):

    • If the contact represents a service provider or external contractor, navigate to the Role Assignments section.

    • Click Add and assign the External Contractor role.

    • Role assignments allow the contact to participate in activities such as:

      • Work orders

      • Tasks

      • Requests

    • When assigning a role, specify whether the contact should have access to:

      • All Assets, or

      • Selected Assets only
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    Role Assignments view within a WorkTrek contact record showing the Add button to assign system roles
    The Assign Role modal window in WorkTrek with options to select contractor roles and manage asset permissions

  7. Organization-Based Role Assignments

    • Keep in mind that a contact may also inherit roles and permissions through their associated organization.

    • These inherited permissions are managed separately from individual role assignments.

  8. Result

    • The new contact will be added to the Contacts list and will be available throughout the system for use in:

      • Work Orders

      • Assets

      • Projects

      • Contracts

      • Requests

      • Other business-related records

    • This ensures that contacts can be easily selected and assigned wherever needed.

    A fully completed and saved contact profile record in the WorkTrek system overview page

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