Linking contacts to records

A contact is most useful when it is linked to something. PropLink supports four kinds of link.

Linking a contact to a unit

The most common link. Tells PropLink that this person is the leaseholder, tenant, occupier or co-occupier of a specific unit.

1. Open the unit.
2. Click Contacts → Add contact.
3. Search for the contact or click New contact.
4. Pick the role at this unit: leaseholder, tenant, occupier, co-leaseholder, executor, solicitor, other.
5. Tick Primary billable contact if this is the person who receives invoices.
6. Save.

Effects:

• The contact appears on the unit's summary page and on every related document.
• Demands, statements and arrears letters route to the primary billable contact.
• ResidencePort access is scoped to the units the contact is linked to.

Linking a contact to a site

For people connected to a site as a whole, not to one unit. Common examples: site manager, freeholder, RMC company secretary.

1. Open the site.
2. Click Contacts → Add contact.
3. Pick the contact and the site role: site manager, client director, freeholder, client, company contact, other.
4. Save.

Effects:

• The contact appears in the site's contacts tab.
• Site-wide communications can be addressed to the relevant role.
• Reports group communications by role.

Linking a contact to an estate

For people whose role spans multiple sites under one estate.

1. Open the estate.
2. Click Contacts → Add contact.
3. Pick the role: estate manager, freeholder, RMC director, client.
4. Save.

Linking a contact to a company

For employees of suppliers, RMCs or freeholder companies. See Companies as contacts.

Removing a link

A link is removable from either side:

• From the unit/site/estate side, click the actions menu next to the contact and pick Remove link.
• From the contact side, open Linked records, find the link and click Remove.

The contact's history records the link being removed. The contact itself is not deleted.

Reassigning the primary billable contact

When a leaseholder sells, dies, transfers ownership, you reassign the primary billable contact:

1. Open the unit.
2. In Contacts, untick Primary billable contact on the outgoing person.
3. Tick it on the incoming person (after adding them if needed).
4. PropLink confirms the change and applies it from the date you choose.

PropLink does not retroactively change historical invoices. Future demands go to the new primary billable contact.