How to update contact details

To add a new customer, see Adding a customer. This guide explains how to update contact information such as first name, last name, email, and phone number in SortScape. There are several ways to access and edit contact details depending on where you are in the application.

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What you can edit

When editing a contact, you can update the following information:

• Display Name
• First Name
• Last Name
• Company
• Mobile Phone
• Landline Phone
• Email Address (supports multiple emails separated by commas)

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Entry points for editing contacts

1. From the contacts list (desktop only)

The Contacts screen provides a comprehensive list of all your contacts.

To access the contacts list:

1. Navigate to the main menu and click Contacts. To edit a contact:

2. Click on any contact’s name in the table.

3. Click the Edit button in the top-right corner of the screen.

4. Update the details and click Save.

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2. From a property (desktop)

When viewing a property from the desktop view, you can quickly edit the associated contacts directly from the property page.

To edit a contact:

1. Navigate to any property page (e.g. “123 High St”).
2. In the property details section, find the Service Contact or Billing Contact. (It should be a person’s name.)
3. Click the contact’s name to open their details.
4. Click the Edit button in the top-right corner of the screen.
5. Update the details and click Save.

If you are unsure who should be set as service contact vs billing contact, see Setting up service and billing contacts for rentals, strata, and HOAs.

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3. From a property (mobile app)

When viewing a property in the mobile app, you can quickly edit the associated contacts directly from the property page.

To edit a contact:

1. Navigate to any property page (e.g. “123 High St”).
2. In the property details section, find the Service Contact or Billing Contact. (It should be a person’s name.)
3. Click the contact’s name. This will automatically open the contact form in “edit” mode.
4. Update the details and click Save.

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4. When sending an email or text message

If a contact has no email address or mobile number on file, you can add one when you send a message from a visit, quote, invoice, or similar screen. You must have permission to update contacts to see the Remember this… checkbox and save details to the contact. Administrators and employees typically have this permission; contractors do not.

1. Open the send email or send text message dialog for that record.
2. Enter the email address or mobile number.
3. Leave Remember this email address for [contact] or Remember this mobile number for [contact] checked (the default) to save the details to the contact when you send.
4. Uncheck the box if you only want to send this message without updating the contact record.

SortScape remembers whether you checked or unchecked the box for next time. See Saving contact details when you send a message for the full behaviour.

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Important notes

• You need appropriate permissions to edit contacts.
• If you don’t see edit buttons or options, contact your administrator.