Contacts and Consent - Managing Contact Types
Contacts and Consent - Managing Contact Types
Contact Type is a drop-down option that helps the system determine what role a contact plays for a property and how a contact should receive certain correspondence. Before assigning contact types to records, you’ll need to set them up in Drop Down Options so they’re available throughout the system.
Follow these steps to manage contact types:
In CINC Core, go to System > Drop Down Options. If you are using universal navigation, click Settings > General > Drop Down Options.
The Maintain Drop Down Options page displays. Select Contact Type as the Drop Down List option.
The existing Contact Type drop-down options display. Two default Contact Types, General Contact and Tenant, are built into the system and cannot be deleted. You can rename and configure them, but any name change reflects everywhere in the system, including reports and filters. Rename with care to avoid confusion. Click New.
A blank row displays. Enter a Description and then click Save.
Note: When possible, use labels that reflect both the role and billing behavior. For example: Owner – Statements or Emergency Contact – No Billing. This can reduce setup errors.
Locate the new Contact Type and select the following information:
Default: Enable to set as the default Contact Type that gets assigned to new contacts as they are added to CINC. This can only be enabled for one Contact Type.
Tenant Default: Enable to set as the default Contact Type that gets assigned to new tenant contacts as they are added to CINC. This can only be enabled for one Contact Type.
Statements: When enabled, contacts with the Contact Type are included in the search and select on the Homeowners > Print Statements page.
Coupons: When enabled, contacts with the Contact Type are included in the search and select for the Homeowners > Generate Coupons page.
Click Save and repeat as needed.
Notes:
Billing should be disabled for non-owner contacts, including emergency contacts, CPAs, and similar roles. Enable billing only when a legal receiver or property manager is acting in place of the owner.
Once created, you can assign the Contact Type on the Contacts tab of the Homeowners > Primary
Homeowner Information page.