Inventory Base makes it easy to store and manage Contact details for Landlords, Tenants, and other third parties involved in an inspection. This ensures that the right people are notified, receive reports, and can sign documents digitally.
Difference between Contacts and Clients
Contacts | Clients |
These include additional people such as tenants or third parties. You’ll need to add their details for specific actions like receiving notifications, signed reports, or final documents. | Clients automatically receive notifications and completed reports. You don’t need to add them manually to the contact list. Learn more about adding Clients here.
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Adding or Editing Contacts
When creating an inspection, you can add Contact details right away.
Or, go to the Inspection Info page and click the blue 'Manage' link next to the Contacts section to update contact details.
3. Fill in the fields with the relevant information:
Field | Information | Notes |
Name | Name of the contact you are adding. | We encourage you to provide the full name of the contact to ensure accurate identification and avoid any confusion. |
Type | The type of contact, i.e., Landlord, Tenant, Agent, etc. | The types of contacts can also be customised under the Dictionary tab under your account settings. |
Full email address of the contact. | The system can only send the final web report if this email address is valid. | |
Phone | Choose the country code, and add the full phone number of the contact. | A valid phone number is required to use the SMS feature. |
Signee | Pre-fill their details for the signature section to capture a digital signature. | The system will send out a web report to this contact to capture signature when the inspection is marked as Complete. |
Notify | Send them an email when reports are booked or rescheduled. |
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SMS | Send a reminder SMS text before conduct date. | A valid phone number is required to use the SMS feature. |
Deliver | Send the final report to them when the inspection is marked complete. |
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💡 A Contact will only receive the report if you have ticked the "Deliver" box.
Customising Contact Types
The system is preloaded with a range of commonly used contact types:
You also have the option to customise the contact types according to your business specs.
1. Navigate to your Settings tab at the top of your online dashboard, and click on the Dictionary tab:
2. Click on the Action responsibilities tab. Thereafter, type out the new contact type in the second column and click on Add:
Tracking Signatures:
After adding contacts, you’ll see helpful indicators in the Inspection Info tab, showing whether expected signees have signed or not.
Using the App On-Site:
When marking the report as complete using the app on-site, any contacts who need to sign will automatically appear on the Signatures page (if they are present at the property).
Automatic Report Delivery:
Once the report is marked as complete, all Contacts who need to receive it will automatically get an email with a link to the final report. You can track the status of these emails in the Share Activity tab, including when they were sent and opened. This provides a complete audit trail in case you need it later.
Adding Contacts to a Property:
You can add contacts directly to a property. Once added, their details will automatically be pulled into each new inspection for that property. Just go to the Info tab of the property and click Manage to add contacts.
Importing Contacts from a Property
The option to import contacts from a property to an existing inspection streamlines the process, saving time and reducing manual data entry. This feature ensures that all relevant contacts are quickly added, improving efficiency and accuracy in communication.
1. Start off by navigating to the inspection info page on your web dashboard > click on the blue Manage next to Contacts:
2. At the bottom of the Contacts box, click on Import from Property > all the contacts listed for the property will now import to this inspection.
3. You will see a green box at the bottom of the left corner of your screen once this is successful:
Displaying Contacts on the Front Cover
Prominently showcase your contact information on inspection report cover pages. This enhances professionalism, improves communication by making it easier for recipients to find contact details, and adds a personal touch to reports.
❗When this setting is enabled, only the contact's name will appear on the report's front cover, without any additional details (email, phone number, etc.).
How to display the contact(s) name for all reports:
1. Go to Settings tab at the top of your dashboard, click on Reports, then select the Layout and Cover Page option.
2. You can tick the box of which contact you'd like to display on the front cover of all reports.
3. Open your report and click on Preview/View Report; the Contact(s) names will now appear on the front cover:
Displaying the contact(s) names on selected reports:
1. On your dashboard, go to the Inspections tab, find the inspection you want to work on, then navigate to its info page and click on the inspection's Settings:
2. You can tick the box of which contact - either tenant(s) or landlord(s) - you'd like to display on the front cover of that specific report:
3. Open your report and click on Preview/View Report; the Contact(s) names will now appear on the front cover:
