1. Help Center
  2. Setting up JobNimbus

Adding Contacts

Purpose

Your Contacts will help you manage your customers as well as other individuals with which you do business. You can manage all of the activity, attachments, tasks, and financial documents for each Contact in one place.

Before we Get Into it

Plan what information you need for your customers. If your customers usually have a gated community code, make a spot in your Contact's information for that.

Custom Fields

Sometimes you will need to create custom Contact fields. These fields can help you keep track of certain information that is not included in JobNimbus's default Contact information. This will help you customize your Contact information for your company. These fields will help you with creating your reports.

To create custom Contact fields, click on your name in the top right corner and select "Settings" from the drop-down menu. In your Settings, select "Contact Fields" from the menu on the left, and click on the "Add Field" button.

Contact Custom Fields Access2

This will pull up the Add Contact Field window.

Contact Add Custom Field2

In this window, you can:

  1. Give your custom field a name.
  2. Choose a Contact field type. The different Contact field types are as follows:
    1. Date - Add a date, or choose one from a calendar. The maximum number of fields you can have with this type across all custom fields is 30.
    2. Decimal - Add a decimal number to your Contact's information. The maximum number of fields you can have with this type across all custom fields is 20.
    3. Number - Add a whole number to your Contact's information. The maximum number of fields you can have with this type across all custom fields is 20.
    4. Text - Add a string of text containing symbols, numbers, and letters. The maximum number of fields you can have with this type across all custom fields is 35.
    5. Boolean - Add a checkbox to your Contact's information. A marked checkbox is true, an unmarked checkbox is false. The maximum number of fields you can have with this type across all custom fields is 20.
    6. Options List - Add a drop-down list with up to 50 options to your Contact's information. The maximum number of fields you can have with this type across all custom fields is 35.
      Contact Add Custom Option Field
  3. Mark it the Contact field required. Marking the Contact field as required means you will be required to fill the field while creating the Contact.

      Each of these options will appear in your Contact's Information window. You can edit the information at any time by clicking on the three dots in your Contact's information pane and selecting "Edit" from the drop-down menu.

      Overview

      JobNimbus is a Customer Relationship Management tool. Adding Contacts will help you keep track of all of your customers and the tasks and jobs you have with them.

      Adding a Contact

      You can add your Contacts in two different places in JobNimbus, you can either add a Contact from your Dashboard, or from the Contacts page. In both places, click on the "Add Contact" button in the Contacts panel.

      Add Contacts

      You can also click "Add Contact" button in the Contacts page.

      Contacts Add Contact

      After you click on "Add Contact" a new window will pop up for you to add the Contact's information.

      Contact Information Numbered

      1. Contact Information: Add your Contact's information, such as their name, display name, email address, phone number, and physical address.
      2. Add a Photo: Upload a photo of your Contact.
      3. Contact Type and Status: Change your Contact's Workflow Type and Status.
      4. Assigned To: Assign the Contact to a Team Member or a Sales Rep and choose a Lead Source. The Sales Rep and Lead Source help with your built-in reports.
      5. Related Contacts: If your Contact is related to another, enter the Contact's name in the Related Contacts field, this will share the information, such as Activity, Documents, Tasks, and Photos between the Contacts. You can check the Related checkbox at the top of each panel in a Contact's file to see the information shared between the two Contacts.
        Contacts Related Checkbox
      6. Tags: Create tags for your Contacts. Tags persist across records and can be used in reporting. To create a tag, start typing in the text field and click Enter.
      7. Custom Contact Fields: Below the tag field is where you will find all of your custom Contact fields. To learn more about custom Contact fields, visit our section on Custom Fields.

      Contact Page

      After you have added your Contact, you will be taken to the Contact's information page. 

      Contact Tabs Numbered2

      On the Contact's page, you will see:

      1. Contact's information: All of the information you entered when you created the Contact.
      2. Contact action menu: The drop-down menu for you to change your Contact's status, edit the Contact information, merge, create a Document for your Contact, and so much more.
      3. Contact tabs: The tabs for the information stored in your Contact's file.

      These tabs will help you organize all of your Contact's information and attachments. These tabs include: Activity, Tasks, Documents, Photos, and Financials. If you have enabled Jobs or Work Orders, a tab for each will also appear under the Contact.

      Activity

      The system and user activity, notes you add, and emails attached to your Contact will appear in this tab. All of the activity is kept in one, single space so you can keep track of the information you have sent to and your notes on your Contacts.

      Contact Activity Tab-1

      In your Activity tab, you can:

      1. Change whether you view all activity, activity you created, system activity, or specific activity types by clicking on the drop-down menu to the left of the search feature and choosing which type you view.
      2. Search for a specific activity, note, or email.
      3. Update if you are viewing related information. If the Contact is related to one or more other Contacts, you can choose to view all related information or the information associated with the Contact's file you are viewing by checking the checkbox labeled "Related".
      4. View created documents associated with the Contact. Any documents created with the "Create Document" action from the Contact action menu will also appear in this tab.

      Tasks

      All of the tasks you create for your Contact, either in this tab, or in your Calendar, will appear here.

      Contact Task Tab-1

      In your Tasks tab, you can:

      1. Change whether you view Complete, Incomplete, or Both complete and incomplete tasks using the drop-down menu to the left of the search feature.
      2. Search for a specific task.
      3. Update if you are viewing related information. If the Contact is related to one or more other Contacts, you can choose to view all related information or the information associated with the Contact's file you are viewing by checking the checkbox labeled "Related".

      Documents

      All of the documents you create for your Contact, either through Document Templates, or through uploading a PDF or other non-image file types, will be housed in your Documents tab. Note: any .pdf file will be uploaded as a document, even if it is given a Photo attachment category type.

      Contact Document Tab2

      In your Documents tab, you can:

      1. Change whether you view all attachments or just one attachment category type by clicking on the drop-down menu to the left of the search feature and choosing which type you view.
      2. Search for a specific document.
      3. Update if you are viewing related information. If the Contact is related to one or more other Contacts, you can choose to view all related information or the information associated with the Contact's file you are viewing by checking the checkbox labeled "Related". Note: if the document is housed in a Related Contact, you will not be able to attach the document to any of that Contact's emails, as the document is not a part of the Contact's information.
      4. Add a document by clicking on the "Add Attachment" button. This will bring up a window where you can browse attachments on your device. You can add an attachment category to make it easier to organize your attachments, add a description, and mark the attachment as a private attachment.
        Contact Add Attachment

      Photos

      All of the photos you add to your Contact through uploading, will be housed in your Photos tab. Note: any .pdf file will be uploaded as a document, even if it is given a Photo attachment category type.

      Contact Photos Tab2

      In your Photos tab, you can:

      1. Change whether you view all attachments or just one attachment category type by clicking on the drop-down menu to the left of the search feature and choosing which type you view.
      2. Search for a specific document.
      3. Update if you are viewing related information. If the Contact is related to one or more other Contacts, you can choose to view all related information or the information associated with the Contact's file you are viewing by checking the checkbox labeled "Related". Note: if the photo is housed in a Related Contact, you will not be able to attach the photo to any of that Contact's emails, as the photo is not a part of the Contact's information.
      4. Add a photo by clicking on the "Add Attachment" button. This will bring up a window where you can browse files on your device. You can add an attachment category to make it easier to organize your attachments, add a description, and mark the attachment as a private attachment.
        Contact Add Attachment

      Financials

      All of your Estimates, Invoices, Credit Memos, and Payments are housed in your Financials tab. You can also create these financial documents in your Financials tab.

      Contact Financials Tab3

      In your Financials tab, you can:

      1. Search for specific documents in each of the financial panes.
      2. Update if you are viewing related information. If the Contact is related to one or more other Contacts, you can choose to view all related financial documents or the documents associated with the Contact's file you are viewing by checking the checkbox labeled "Related" in each of the different financial panes.

      If you have Budgets enabled, your budgets will also be in your Financials tab.

      Merging Contacts

      When you create or import Contacts, you may accidentally end up with duplicates. These duplicates can end up disrupting your reports and workflows. You can fix this problem by merging your duplicated Contacts.

      Fixing Duplicated Contacts

      When you find a duplicated Contact, you will need to first identify which Contact you want to make the dominant one. This will be the Contact you will be merging into.

      Once you have your dominant Contact pulled up, click on the 3 dots to the right of that Contact's information and select "Merge".Screen Shot 2020-02-12 at 4.52.21 PM

      The merge window will pop up. In this window, type out the name of the Contact you wish to merge into your Dominant Contact. As you type, JobNimbus will pull up a list of Contacts in your JobNimbus account to help you choose.

      Screen Shot 2020-02-12 at 4.52.35 PM

      Once you have found the contact you wish to merge, click on it. This will pull up a window describing in detail what will transpire when you merge the two Contacts. If you agree and still wish to Merge, click Merge at the bottom of the window.

      Screen Shot 2020-02-12 at 4.53.17 PM

      Your Contacts will now be merged into one contact. If you ever end up with duplicate Jobs, you can Merge them in the same manner.

      Do's and Dont's

      Do

      • Add as much detail to your Customer's information as you need
      • Manage your Contacts using Workflow Types and Statuses

      Don't

      • Create multiple of the same Contact

      Next, visit our article on Financials.

      FAQ

      • How can I associate multiple addresses with one contact?
      You can create custom fields for secondary addresses, however, they won't be used everywhere in the system. If this is infrequent, create a second contact and relate it to the first. If this is frequent, consider using jobs.
      • How can I change the Contact ID number?
      The Contact ID number format can be changed in the general tab of settings. Click the question mark next to the field to see the options. Changing this will not change previously assigned numbers. Assigned ID numbers cannot be changed.
      • Why can I not add a Contact relation when typing in the related contacts email address?
      Odds are, the contact you are trying to relate the Contact to doesn't have the email address in their information. Update the contact's information and try again.
      • How can I add a subcontractor to JobNimbus?
      A contact workflow must be made and marked with "Check this box if all contacts for this workflow are subcontractors" then the subcontractors are created as normal contacts in that workflow. To learn more about workflows, read here. If you only have one or two, and don't want to build a workflow for them, you will need to add them as a contact in JobNimbus. When adding them as a contact you will see a field on the top right that says contact type. In this dropdown field, select subcontractor. This will enable them as a subcontractor.

       

      Contact Us

      Still have a few questions about setting up your company’s contacts? Contact Support at (855) 964-6287 or via email at support@jobnimbus.com.

      Have a great idea to help us improve our contacts? Recommend features and vote for requests at JobNimbus Feedback!