How to Create, View & Edit Contacts

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Contacts within Zipi are where you can store information about people involved in your deals or financial transactions. 

💡Tip: Take a moment each month keep your contacts up to date so that all transactions are processed smoothly in Zipi.

  1. In the left navigation menu, go to Contacts

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  2. This takes you to the Contacts page

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  3. We will be looking at the different options available on this page

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    1. This option lets you filter the Contacts based on category 
    2. This option lets you filter Contacts based on if they exist in the Directory
    3. This lets you create a new Contact
    4. This lets your sort Contacts alphabetically 
    5. The Contact name
    6. The Contact's category 
    7. This shows that the Contact is part of the Directory 
    8. This shows that the Contact is a company 

Creating Contacts

  1. Click the + Contact button at the top right of the screen

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  2. You can choose to create an individual or company contact 

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Creating an individual contact

You will enter the following details:

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  1. Display Name (required)
  2. Category: Zipi has Agent, Customer, Vendor, and Other categories by default. You can add more but these new categories will always be a subcategory of the above 4.
    Note: For all Contacts, ensure the appropriate Category is assigned based on the Entity type. This will ensure the Contact is available throughout the respective parts of the platform. For example:

    - A Contact must be categorized as a Vendor in order to be used as a Closing Company
    - A Contact must be categorized as a Customer in order to be used as a Seller or Buyer
    - A Contact must be categorized as an Agent in order to be used as a Seller Agent or Buyer Agent

  3. Class
  4. Details
    1. First Name
    2. Last name
    3. Nickname
    4. Phone
    5. Fax
    6. Email
  5.  Location 

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    1. You can type in an address and select it from the dropdown
    2. Manually add the details by clicking Add Location
  6. Once you have added the information, click Create at the bottom
  7. On successfully creating a Contact, you will see a success message at the bottom of your screen
Note: if you want to add multiple emails, phone numbers, click +Person.
You can also use this in cases where you have two different people buying jointly. You can have multiple locations.

Creating a company contact

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This is similar to creating an individual. The only difference is that you can add people and departments.

  1. For each person you will need:
    1. First name
    2. Last name
    3. Nickname
    4. Phone
    5. Fax
    6. Email
  2. For each department you will need:
    1. Department
    2. Phone
    3. Fax
    4. Email
  3. Location: You can choose from the options below:
      • You can type in an address and select it from the dropdown
      • Manually add the details by clicking Add Location
  4. Once you have added the information, click Create at the bottom

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  5. On successfully creating a Contact, you will see a success message at the bottom of your screen

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Once a Contact is created, you can edit it to see more options. 

Viewing Contacts

  1. Click on the Contact name and you will see a section open up at the right of your screen

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  2. You can see different tabs under the Contact, you can navigate through these to see the relevant information

Sharing Contacts

This options allows you to share a Contact with people within your company. See Limited Contacts.

Deals

This option lets you view a list of the deals the Contact is part of.

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Finance 

This lets you view any invoices, recurring invoices, bills, and expenses for the Contact.

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Records

These can be text or the user can even upload a file. If there are confidential HR related things, an admin can store those documents in here.

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Editing Contacts

  1. Click the pencil icon at the right

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  2. When you edit an existing contact, you will see more options:
    • Payment Methods
    • Approvals
    • Compliance
    • Payroll
    • Notes
    Note: These options will vary depending on your Contact's category

Payment Methods

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Payment Methods defines how a Contact will both receive, and provide payments.
You can see the following information here:
  • Zipi Pay:
    • This just shows if it has been set up or not
  • Receive money (from Contact):
    • This is where you add credit card details for charging Contacts
    • The Contact can remove its access from the broker (only if the they (contact)entered that info themselves)
  • Pay money (to Contact):
    • This is where you add credit cards and bank accounts paying Contacts
  • Deal Payouts:

Compliance 

This option is only available for Contacts that are part of the Directory

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This is where you add:

  • General Details
    • Anniversary Date
    • Date of Birth
    • Hire Date
    • Termination Date
    • SSN/EIN
  • Licensing/Memberships
  • Compensation Attributes: Read more about that at Custom Attributes.
  • Commission Calculation Modifiers: Read more about that at Commission Calculation Modifiers.

Approvals

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Approvals control what your contact has access to, and what automation capabilities they have within the Zipi platform.

  • Portal access: lets the contact view any bills or invoices the brokerage sends them in their My Business account
  • Auto create bills: lets the brokerage view any bills this contact creates for them in their My Business account
  • Auto create invoices: lets the brokerage view any bills this contact creates for them in their My Business account
  • Auto create bills from payouts: lets the brokerage view any invoices created as a result of a deal payout
  • Auto create invoices from payouts: lets the brokerage view any bills created as a result of a deal payout
  • Recurring invoices: Maps products and services to a brokerage's account. Every time this recurring invoice happens in the future, the brokerage does not have to map it to their chart of accounts.

Payroll

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This is where you enter payroll information. 

Notes

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This can be used for general public information on that Contact.

Deleting Contacts

  1. Click the Delete button at the bottom left of the screen

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    Note: If the Contact is part of the Directory, you will need to delete the profile before you are allowed to delete the Contact.

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  2. You will be asked to confirm, click Ok

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  3.  On successfully deleting a Contact, you will see a success message

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