Use this guide when someone besides the main customer needs messages, scheduling updates, or their own portal sign-in.

You will add and manage additional contacts under the main customer record with the right roles and communication settings.

Some customers have more than one person involved in their account. A spouse may need car updates. An assistant may schedule appointments. A bookkeeper may need invoices. A vehicle manager may handle drop-off and pickup.

Before you start

• Open the correct main customer record first.
• Have the additional person's first name and last name ready.
• Add an email address if they should receive messages or have portal access.
• Decide whether this person should be the primary contact.
• Decide which types of messages this person should receive.

Open the Contacts section on the customer record

1. Go to Contacts

   Open Contacts.

2. Find the main customer

   Search for the customer who owns the account.

3. Open the customer detail page

   Click the customer row or View Details.

4. Scroll to Contacts

   Scroll down to the Contacts section.

Add an additional contact

1. Click Add Contact

   In the Contacts section, click Add Contact.

2. Enter the person's name

   Fill in First Name and Last Name. These fields are required.

3. Add email and phone if you have them

   Add an email address if this person should receive messages, invoices, contracts, or portal access.

   Add a phone number if your team may call or text them.

4. Choose the role

   Use Role to explain who this person is, such as spouse, assistant, bookkeeper, or other.

   If you choose Other, add a clear role description.

5. Choose access and status

   Turn on Primary contact (main point of contact for this customer) only if this person should be your main contact.

   Turn on Can access customer portal (login with their email) only if this person should sign in to the portal.

6. Choose communication preferences

   Select only the message types this person should receive.

   For example, a bookkeeper may need Invoices but not Car Updates. An assistant may need Scheduling but not Marketing.

7. Click Add Contact

   Click Add Contact to save the person under the customer record.

Edit an additional contact

1. Open the customer record

   Find the customer in Contacts and open the detail page.

2. Go to the Contacts section

   Scroll to Contacts.

3. Click the edit button

   Click the edit action beside the additional contact.

4. Update the information

   Change the name, email, phone, role, portal access, or communication preferences.

5. Click Save Changes

   Save the changes and confirm the contact row now shows the right information.

Send a portal invite to an additional contact

If Can access customer portal (login with their email) is turned on and the contact has an email address, you can send that person their own portal invite.

1. Open the customer record

   Go to Contacts and open the main customer record.

2. Scroll to Contacts

   Find the additional contact.

3. Confirm portal access is enabled

   The contact should show Portal Access in the Access column.

4. Click the send invite action

   Click the send action beside the contact. The system sends a sign-in email to that contact's email address.

If someone needs help after they receive the invite, use Guide a customer through the portal to explain what they can see and do.

Remove an additional contact

Remove a contact only when the person should no longer be connected to the account.

1. Open the customer record

   Go to Contacts and open the customer.

2. Go to the Contacts section

   Find the additional contact.

3. Click the delete action

   Click the delete action beside the contact.

4. Confirm the removal

   Confirm only after checking that this person no longer needs messages or portal access.

Common examples

What happens next

After adding additional contacts, review the main customer record:

• The correct person is marked primary, if needed.
• Only the right people have portal access.
• Communication preferences match each person's role.
• The main customer still has the correct email and phone number.

Troubleshooting