Managing Contacts on Accounts

Every account in Evolution can have any number of contacts — the people you deal with at that business. Each contact has a dedicated, full-page view that brings together their details, the sites they work at, their history with you, and a snapshot of how active they are.

This guide covers how to find, add and manage contacts on an account, and how to read the information Evolution gathers about each person.

Where Contacts Live

Contacts belong to an account. To see them, open the account and choose the Contacts tab. From there you can add a new contact or open an existing one.

1. Open the account record (Sales, Purchasing or Contacts → Manage Accounts)
2. Select the Contacts tab
3. Click the + button to add a contact, or click the open_in_full expand icon beside a contact's name to open their full-page view

The Full-Page Contact View

Opening a contact gives you a tabbed page with everything about that person in one place:

• Overview — all of the contact's details, plus an employment timeline.
• Account & Sites — the account they belong to, the sites they're linked to, and an overview of every contact at the account.
• History — every quote, project, invoice, purchase order and opportunity tied to this person, and a record of the accounts they've worked at over time.
• Activity — calls, meetings and tasks rolled up from the contact's records.
• Location — a map of the contact's base location (when one is set).

Overview Tab — Contact Details

The Overview tab is where you edit the contact's information. As well as the basics you can capture:

• Salutation — Mr, Mrs, Ms or N/A. The list opens on Please Select so a salutation is never applied by default; choose N/A where one doesn't apply. Administrators can make it compulsory — see Accounts & Contacts from an Opportunity.
• Position and department
• Direct phone, mobile, and a primary and secondary email
• Preferred contact method (phone, mobile, email or mail)
• Marketing consent and a Do not contact flag for privacy compliance
• Date of birth and spouse / partner name
• Sporting interests, football team and kids' names — personal details that help build rapport. Sporting interests and football team are also matched by the Address Book keyword search, so you can find, for example, everyone who follows a particular team.
• LinkedIn and Facebook links, with one-click search helpers to find a person's profile
• A profile photo you can upload

A small Employment timeline on this tab shows the accounts the contact has belonged to, with their current employer marked. Click View all for the full history.

Remember to click Save Contact after making changes.

Account & Sites Tab

The Account

The left side shows the account this contact belongs to — name, address, phone, email, website and ABN — with a button to open the full account.

If the person changes employer, use Move to another account to move them. You can search for an existing account or create a brand-new one on the spot, and set the date the change took effect. The move keeps the contact's previous links and history intact.

Linked Sites

A contact can be associated with one or more sites (offices or project locations). Use the add_circle_outline icon to link a site, optionally record their role at that site, and mark one site as the contact's base location (used for the map).

A site that belonged to an account the contact used to work for is flagged Previous account so you know it may be historic.

Account Contacts — see who's most active

Below the account and sites, the Account Contacts overview lists every person at the account together, so you can compare them at a glance. For each contact it shows the number of:

• Quotes
• Projects
• Purchase Orders
• Invoices
• and a running Total across all of these

The busiest contacts are listed first, making it easy to see who really drives the relationship and who your most valuable contacts are. The person you're currently viewing is highlighted, and you can jump straight to any colleague's page from the open_in_new action.

History Tab

The History tab has two parts:

• Account History — a timeline of every account the contact has belonged to, how long they were there, and any notes. This builds up automatically as you move the contact between accounts.
• Records — a combined list of every opportunity, quote, project, invoice, purchase order and bill tied to this contact, each showing which company it was for and its value. Click any row to open the record.

Activity Tab

The Activity tab rolls up the calls, meetings and tasks recorded against this contact's opportunities and projects, giving you a quick read of recent engagement. To log a new item, open the related record.

Tips

• Use the Account Contacts overview before a meeting or a sales push to identify the people you transact with most.
• Keep the Do not contact and Marketing consent flags up to date — they help you stay compliant.
• When someone leaves, set their status to Left Company rather than deleting them — their history stays intact and they drop out of the active lists.