The contact directory
The directory at Contacts → All contacts is the central list of everyone in your organisation: leaseholders, tenants, freeholders, RMC directors, solicitors, executors, surveyors and anyone else you correspond with.
Contacts are shared across every product. A leaseholder added once appears under their unit, on the lease, on every demand, on every credit note and on every communication.
Filtering and searching
The directory supports:
- Type filter. Resident, leaseholder, tenant, director, agent, freeholder, executor, solicitor, next of kin, other.
- Site filter. Show contacts linked to a specific site.
- Estate filter. Show contacts linked to an estate.
- Tag filter. Custom tags you have added.
- Full-text search. Across name, email, phone and company.
Saved filters appear in the left rail of the directory.
Open a contact
Click any row to open the contact's page. Tabs include:
- Information. Name, contact details, address, tags, notes.
- Linked records. Units, sites, estates, companies and other contacts the person is connected to.
- Communications. Every email, letter and ticket where the contact is the recipient.
- Documents. Files filed against this contact (lease, EPC, ID checks).
- History. Every change to the contact record.
Edit a contact
- Open the contact.
- Click Edit.
- Update the relevant fields.
- Save.
Some changes have downstream effects:
- Changing the email address updates the recipient on future communications. Past communications keep the address they were sent to.
- Changing the primary billable contact flag on a unit moves invoicing to the new contact from the next demand onwards.
Common contact tasks
| Task | Where |
|---|---|
| Invite a contact to ResidencePort | Open contact, click Invite to ResidencePort |
| Generate a data export under GDPR | Open contact, click Actions → Export data |
| Mark a contact as deceased | Open contact, click Actions → Mark as deceased (records the date and pauses correspondence) |
| Merge two duplicate contacts | See Merge duplicate contacts |
Where contacts appear
A contact attached to a unit appears:
- On the unit's primary billable contact line.
- On every invoice raised against that unit.
- On every statement.
- On the resident list at site level.
- In ResidencePort if invited.
- In the arrears workflow if the unit goes into arrears.
A contact attached to an estate as a director appears on the estate-wide communications list and on the directors' list at the AGM.
Related
Last reviewed 10 May 2026.