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 (see Mobile phone and extra numbers below)
• Landline Phone
• Email Address (supports multiple emails separated by commas). Email notifications, including invoice emails, can go to all of those addresses.
• Billing address (when invoicing is enabled)
• Invoice payment terms, tax treatment, and tax rate (SortScape built-in invoicing only). These fields are not shown if you are connected to Xero or QuickBooks Online, because contact invoice settings come from that system instead. See Setting invoice defaults for a contact.

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Mobile phone and extra numbers

Under Mobile phone, the left field is a short label for that number (default Primary). It is not the contact’s name. Put the person’s name in First name / Last name (or display name). Put their mobile in the phone field on the right.

You can rename the Primary label (for example to Tenant or Owner). Use + Add another mobile number for up to three extra mobiles (four numbers total including the primary). Each extra number can have its own label (for example Owner, Manager, Partner).

When SMS notifications are enabled for that contact, SortScape can send the same message to every number on the contact. Labels help you tell numbers apart in SortScape; they are not inserted into the message text. Template tags such as cust_first_name always use this contact’s name for every number. See Multiple mobile numbers on one contact.

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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.