Contact labels

A contact label describes what kind of relationship the person has with your organisation. Labels appear as coloured badges throughout PropLink — in the contact directory, on contact records and in pickers. PropLink ships with a fixed set of labels and lets you add custom ones.

Built-in labels

A single contact can hold more than one label. A common case is a leaseholder who is also an RMC director.

Add labels to a contact

1. Open the contact.
2. Click Edit Details.
3. In the Label(s) field, pick every label that applies.
4. Save.

Labels can also be set when creating a contact, including from the quick-create window used elsewhere in PropLink (for example when tying a contact to a unit).

If you want a contact to be a leaseholder of one unit and a tenant of another, you do not need separate contacts. Labels apply to the contact overall, and the unit-level connection records which they are at each unit.

Custom labels

Your firm may need bespoke labels (for example Block secretary, Concierge, Cleaner). To add one:

1. Open Organisation → Contact Labels → Create Label.
2. Name it.
3. Pick a colour from the ten-swatch palette. The colour is used for the label's badge everywhere it appears.
4. Optionally switch on rules: whether contacts with this label can be invited to ResidencePort, whether they can be a unit's primary billable contact, and whether they appear in director lists.
5. Save.

Custom labels can be edited or deleted later from the same screen. A label that is still assigned to contacts cannot be deleted — remove it from those contacts first.

Filtering the directory by label

The contact directory shows a tab for every label, with a count of the contacts holding it. Click a tab to filter the list to that label; the All tab shows everyone. See The contact directory.

How label rules affect access

A contact's labels decide what they can do:

• Can be invited to ResidencePort — only contacts holding a label with this rule can be sent a ResidencePort invitation or sign in to ResidencePort. Resident, Leaseholder and Tenant carry this rule by default.
• Can be primary billable — when choosing a unit's primary billable contact, only contacts holding a label with this rule are offered. Leaseholder and Tenant carry this rule by default. Existing units keep their current billable contact until you change it.
• Appears in director lists — announcements sent with the Directors only audience reach only contacts holding a label with this rule. Director carries this rule by default.

Labels are not the same as PropLink user roles. A leaseholder is a contact, not a PropLink user. They sign in to ResidencePort, not to the admin app.