Companies as contacts

PropLink stores companies alongside individuals. A company is a legal entity in its own right (managing agent, RMC, freeholder company, supplier company) and may employ several individuals you correspond with.

Why companies matter

Property management deals with companies all the time:

• The freeholder is often a company, not an individual.
• Resident management companies (RMCs) own the freehold collectively and have directors who change over time.
• Managing agents are companies whose staff you correspond with.
• Suppliers are companies you raise bills against.

Modelling them explicitly means you can:

• Address communications to the company in formal correspondence.
• Track which employees of the company you actually deal with.
• Update the company's address once and have every linked record reflect it.
• Maintain continuity when a director resigns and another is appointed.

Add a company

1. Open Contacts → Companies → Add company.
2. Enter the name as it should appear formally.
3. Enter Companies House number (UK) and any registered VAT number.
4. Enter the registered office address.
5. Optionally tag the company: managing agent, RMC, freeholder, supplier.
6. Save.

Link employees to a company

Add positions on each individual contact (see Positions and connections). Each position binds the individual to the company with a title and optional dates.

The company's page shows the current and historic position-holders. When the secretary of an RMC resigns, you end-date their position and add the new one. Both remain visible on the company's page.

Use a company on a record

You can link a company directly to a unit, site or estate without going through an individual. Useful when the formal contact is the company name (legal correspondence, statutory notices):

1. Open the unit, site or estate.
2. In Contacts, click Add company.
3. Pick the role and save.

The linked company appears alongside individual contacts on that record.

Companies and freeholder payouts

If the freeholder is a company, the freeholder payout goes to the company's bank details, not to any individual director. Set the bank details on the company under Banking.

Companies and ResidencePort

Companies cannot be invited to ResidencePort. Only individual contacts get portal access. If you want a company's representatives to access the portal, invite the individuals (typically the directors).

Closing a company

If a company is dissolved or you stop trading with it, archive the record:

1. Open the company.
2. Click Archive.
3. PropLink confirms there are no active links and archives.

If there are active links (open bills, current freeholder positions), PropLink lists them so you can resolve them first.