This guide walks through the complete process of managing contacts (customers/clients) — from creation and categorisation to pricing, portal access, and communication.
Before you begin, make sure that:
| # | Prerequisite | Why | Page |
|---|---|---|---|
| 1 | Contact Types | Categorise contacts (farmer, company, etc.) | Contact Types |
Contact types can be added later, but setting them up first helps with filtering and organisation.
Go to the Contacts page from the menu. The grid displays existing contacts with the following columns:
Use the search bar to quickly find contacts by name, email or phone number.
Click the "+" button to create a new contact. Fill in the fields:
| Field | Description | Required |
|---|---|---|
| First Name | Contact's first name | Yes |
| Last Name | Contact's last name | Yes |
| Email address — required for report delivery and client portal access | No | |
| Phone | Landline phone number | No |
| Mobile | Mobile phone number | No |
| Address | Street address | No |
| City | City | No |
| Postal Code | Postal / ZIP code | No |
| Tax ID | Tax identification number — needed for invoicing | No |
| Tax Office | Tax office — needed for invoicing | No |
| Contact Type | Category (farmer, company, etc.) | No |
| Notes | Free-text notes | No |
| Active | Whether the contact is active | Yes (default: Yes) |
Fill in Tax ID and Tax Office if the customer will receive invoices. Fill in Email if they will receive reports or access the client portal.
Contact types are configurable and help you organise your customer base. Go to the Contact Types page to create types such as:
Each contact can be assigned one type. This lets you filter and group contacts in the grid.
Analysis prices are determined by the Price List (see the Price List page). In addition to standard prices, you can set per-customer pricing overrides:
When creating orders, the contract price is applied automatically instead of the catalogue price.
If no price contract exists for a customer, the standard price list rates apply.
The client portal allows customers to view their analysis reports online. To enable access:
Through the portal, the customer can:
The Contacts page offers search and filtering tools:
Deactivating a contact (Active = No) keeps it in the system but removes it from selection lists (for example in analyses).
Use the toolbar icons to:
Filters are applied to the printout as well — filter the data first, then print.
Contacts appear throughout the application:
| Module | Role |
|---|---|
| Analyses | Requester (who requested the analysis) |
| Samples | Sender (who sent the sample) |
| Invoices | Billing customer |
| Client Portal | User login access |
| Email Notifications | Report recipient |
How do I give a customer portal access?
Make sure the contact has an email address and enable portal access in the contact's settings. The customer will receive an email with login credentials. They log in through a separate portal login page.
How do I set custom prices for a customer?
Go to the Price Contracts page. Create a record selecting the customer, service, and contract price. This price will be applied automatically to orders instead of the catalogue price.
Can I delete a contact?
If the contact is not used in any analyses, samples or invoices, you can delete it. If it is used, deactivate it (Active = No) instead of deleting, so that the historical data is preserved.
What happens if I change a contact's email?
If the customer has portal access, changing the email also updates their login credentials. Make sure to inform the customer.
Are the tax fields (Tax ID, Tax Office) required?
They are not required to create a contact, but they are needed if the customer will receive invoices.