Contacts

A contact in PropLink is anyone you interact with as a managing agent: leaseholders, tenants, freeholders, RMC directors, solicitors, executors, surveyors. The contact directory is shared across every product and every site.

What contacts are not

  • Users. A user is someone who signs in to PropLink (a manager, accountant, site manager). Some users are also contacts (a site manager who is the primary contact for their assigned site), but most users are not.
  • Vendors. Vendors live in a separate directory because they have different fields (insurance certificates, service categories, payment terms). See Vendors and contractors.

Contact directory

The directory at Contacts → All contacts holds every person ever added. You can filter by type, by site association, by company, by tag. Search is full-text across name, email, phone and company.

Contact types

PropLink ships with a fixed set of contact types and lets you add custom ones. The built-in types are:

  • Resident: current occupier, includes leaseholders and tenants
  • Leaseholder: holds a long lease
  • Tenant: holds an assured shorthold or other rental tenancy
  • Director: RMC or freeholder company director
  • Agent: managing agent staff or external agent
  • Freeholder: freeholder representative
  • Executor / Solicitor: for estates and probate
  • Next of kin: emergency contact
  • Other: anything else

A single contact can hold multiple types. Mrs Patel might be both a Leaseholder (of Flat 1) and a Director (of the RMC).

Linking contacts

A contact becomes useful when it is linked to something:

  • A contact linked to a unit as the primary billable contact receives invoices and statements.
  • A contact linked to an estate as a director receives estate-wide communications.
  • A contact linked to a site as the freeholder receives ground rent demands.

Linking happens from the unit, site or estate page rather than the contact page, see Linking contacts to records.

Companies as contacts

The contact directory holds individuals. Companies, managing agents, RMCs, freeholder companies, live in a parallel directory but appear alongside individuals in most lists. See Companies as contacts.

GDPR

Contacts are personal data under UK GDPR. PropLink supports:

  • Data subject access requests: generate a portable export of all data held about a contact.
  • Right to erasure: where there is no overriding legal basis to retain (audit trail of historic transactions usually constitutes one).
  • Records of processing: every read of a contact's personal data can be logged on request.

See GDPR and data subject requests.

In this section

Read The contact directory for the day-to-day workflow, Contact types for the typology, and Bulk import contacts for onboarding portfolios at scale.