Contact types
A contact type describes what kind of relationship the person has with your organisation. PropLink ships with a fixed set of types and lets you add custom ones.
Built-in types
| Type | Used for | What it unlocks |
|---|---|---|
| Resident | Anyone living at a property | Can be invited to ResidencePort |
| Leaseholder | The holder of a long lease | Primary billable on Block Management invoices |
| Tenant | An assured shorthold tenant | Primary billable on Lettings rent demands |
| Director | RMC or freeholder company director | Receives estate-wide communications |
| Agent | External or internal agent contact | Receives correspondence forwarded to agents |
| Freeholder | The freeholder representative | Receives ground rent income, freeholder payouts |
| Executor | Estate of a deceased leaseholder | Receives communications during probate |
| Solicitor | Acting for a leaseholder or tenant | Receives correspondence on behalf of the client |
| Next of kin | Emergency contact only | Not invited to portals; appears on safeguarding lists |
| Other | Anything else | Generic, no special behaviour |
A single contact can hold more than one type. A common case is a leaseholder who is also an RMC director.
Add a contact type to a contact
- Open the contact.
- Click Information → Edit.
- In the Types field, tick every type that applies.
- Save.
If you want a contact to be a leaseholder of one unit and a tenant of another, you do not need separate contacts. The type applies to the contact overall, and the unit-level role records which they are at each unit.
Custom contact types
Your firm may need bespoke types (for example Block secretary, Concierge, Cleaner). To add one:
- Open Settings → Contact types → Add contact type.
- Name it.
- Optionally pick rules: whether this type can be invited to ResidencePort, whether it can be the primary billable contact, whether it appears in director-only lists.
- Save.
How types affect access
A contact's types decide what they can do:
- Resident, Leaseholder or Tenant types are invited to ResidencePort, where they see only their own data.
- Director types receive estate-level communications and can be added to AGM distribution lists.
- Solicitor and Executor types are flagged on the unit so correspondence routes to them automatically.
Types 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.
Related
Last reviewed 10 May 2026.