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 columns such as:
All columns are configurable — show or hide them from the columns icon in the toolbar.
Use the search bar to quickly find contacts by name, email, phone, city/municipality, or contact type.
Click the "+" button to create a new contact. The contact record has 4 tabs: Info, Addresses, Phones, Emails. The Addresses/Phones/Emails tabs stay disabled until you first save the basic details in the Info tab.
Fill in the fields of the Info tab:
| Field | Description | Required |
|---|---|---|
| First Name | Contact's first name (at least 2 characters) | Yes |
| Last Name | Contact's last name (at least 3 characters) | Yes |
| Father's Name | Father's name | No |
| Contact Type | Category (farmer, company, etc.) | No |
| Title | Professional title | No |
| Gender | Male / Female | No |
| Tax ID | 9-digit tax identification number — needed for invoicing | No |
| Social Security No. | 11-digit social security number (AMKA) | No |
| Date of Birth | Date of birth | No |
| Website | Contact's website | No |
| Portal Email | Email used as the username in the client portal | No |
| Portal Active | Enable client portal access | No |
| Portal Password | Login password (8–64 characters) — leave empty to keep the existing one | No |
| Email Notifications | Automatic notifications (e.g. for reports) sent to the contact's main email (Emails tab) | No |
| Description | Free-text notes | No |
There is no "Active" field on a contact — you cannot "deactivate" a contact, only delete it (see FAQ).
After the first save, the Addresses, Phones and Emails tabs become available, where you add multiple addresses/phones/emails (each with a label, a "Primary" flag, and notes). A "Collect new sample" button also appears next to the title, for quickly collecting a sample for this customer.
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. Adding/editing price contracts requires the relevant billing-management permission.
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:
The "Max Records" filter controls how many records are included in a printout or CSV export, not in the regular grid view.
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.