Contacts & Consent - Managing Contacts
Contacts & Consent - Managing Contacts
The Contacts tab is the central hub for managing everyone associated with a homeowner account. The system uses contact records to determine where and how to send correspondence, statements, coupons, and other communications. A contact record can represent anyone who needs to receive property-related correspondence, including owners, tenants, board members, or other related parties.
Note: Contacts can also be selected when using the Email function on the Correspondence tab of the Homeowners > Homeowner Listing > Information tab.
Distinguishing Between Persona vs. Contact Type
Persona and Contact Type are separate settings that work together to control how a contact is handled in the system. They are not interchangeable.
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Persona
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Contact Type
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What it is
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System-defined role
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Configurable label set by your organization
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Options
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Owner, Tenant, Previous Tenant
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Defined in System > Drop Down Options: Contact Type
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Controls
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Collections eligibility; which contacts receive certain correspondence
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Statement and coupon eligibility
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How it is set
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Manually, or auto updated via WebAxis registration activity
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Configured once at the type level. No per-contact toggling needed
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Required?
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No. A contact can exist without a persona (e.g., emergency contact, CPA)
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Required for statement and coupon eligibility
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Explaining Linked Contacts
Linked contacts are two contact records joined together so they receive a single piece of correspondence rather than separate mailings. The most common use case is two co-owners or tenants at the same property who should share one letter, mailing label, or coupon book.
Rule
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Details
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Property Contact 1 or 2
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Always linked automatically. This cannot be changed.
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Additional contacts
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Can be linked one-to-one using the Link Contact field on the Profile tab when editing a contact record.
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Chaining
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Not allowed. Each contact can only be linked to one other contact.
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Who can be linked
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Only non-primary contacts can be linked this way.
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Defining Contact Record Information
Each contact record displayed on the Contacts tab includes the following information:
Field
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Description
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Name
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The contact associated with the property record. A blue checkmark indicates the contact has a web portal login.
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Send Mail To
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Displays the contact’s legal name. If Use Business Name is enabled, the business name displays here.
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Email and Phone
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Displays the contact’s email address and phone number.
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Persona
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Displays Owner, Tenant, Previous Tenant, or blank if no persona is assigned.
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Contact Type
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Displays the fully configurable label your team defines to describe the contact’s role relative to a property and it controls whether they receive statements or coupons.
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Tags
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Displays flags indicating whether the contact is marked as a Primary Contact or Board Member.
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Related Addresses
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Lists property-related addresses associated with the contact, including Address, Address Type, and Hide From status.
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Activity Log
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Tracks changes to communication preferences and mailing address selections, including who made the change and when. A blue dot indicates the change was made by the homeowner through the WebAxis Homeowner and Board Portal or Homeowner & Board App.
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Keeping Contact Records Current Through Registration
Contact records are updated automatically when a homeowner registers through the WebAxis Homeowner and Board Portal and is matched to an existing CINC Core contact record. The system updates the matched contact with the email address and phone number entered during registration.
This happens when:
A new WebAxis login is created
A new account is added to an existing login
Note: This ensures contact records always reflect the homeowner’s most current contact information without requiring manual updates.
Adding Contact Records
Contact records store the personal and communication details for individuals associated with a homeowner account, such as property owners, tenants, and other related parties. Each contact can have its own profile information, contact details, and notification preferences, allowing CINC Core to route correspondence, statements, and communications to the right person in the right way.
Follow these steps to add a contact record:
In CINC Core, go to Homeowners > Homeowners.
The Homeowner Listing page displays. Select the homeowner or property the contact should be tied to.
The Contacts page displays. Click New.
The New Contact window displays.
Enter the following information on the Profile tab:
Field
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Description
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Legal Name
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Enter the contact’s first and last name.
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Persona
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Select the contact’s role in relation to the property:
Note: To avoid increasing mail volume, use the Persona field to control who receives owner mail. Property Contact 1 and 2 are linked and count as a single mailing.
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Contact Type
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Select from options configured in System > Drop Down Options: Contact Type.
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Linked Contact
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Optionally link to another non-primary contact (one-to-one only).
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Business Name
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Enter if the contact is associated with a business.
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Use business name toggle
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Enable to use the business name instead of the contact’s personal name in mailings and communications.
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Click the Contact Information tab.
Enter the following information on the Contact Information tab:
Field
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Description
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Phone Numbers
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Enter Work Phone, Mobile Phone, and/or Home Phone as applicable.
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Mailing Address
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Select from the available addresses. Addresses are configured on the Addresses tab of the Primary Homeowner Information page.
Each contact only sees addresses available to them based on the settings configured on the System > Drop Down Options: Homeowner Address Types page (the Hide From Owner and Hide From Tenant toggles).
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Email and Secondary Email
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Enter the primary email and, if needed, a secondary email address.
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Secondary email toggle
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Enable if both addresses should receive communications.
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Click the Notification Preferences tab.
Enter the following information on the Notification Preferences tab:
Field
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Description
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Statement Delivery Preferences
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Determines how the contact receives statements.
Options depend on which contact types are enabled in System > Drop Down Options: Contact Type. If no contact types are enabled, that option is unavailable.
Statement delivery is independent of billing method. Each contact can define their preferred delivery method separately.
Statement preference is also separate from general correspondence preference. For example, a homeowner can receive statements by mail but general correspondence by email.
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Essential Communication Preferences
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Determines how the contact receives general correspondence besides statements (violations, collections, welcome letters, ACC, quick correspondence): Email, Mail, Email & Mail, or None.
If Enable Communication Preferences is turned on in System Settings > Miscellaneous Parameters, homeowners can manage this preference from the My Profile page of the Homeowner and Board Portal and Homeowner & Board App.
Non-property contacts can have both preferences set to Off on the Contacts tab. Property contacts (green dot indicator) must have a selection.
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Click Save.
Editing Contact Records
Once a contact record has been created, you can update its profile, contact information, and notification preferences at any time to keep homeowner account data accurate and current.
Follow these steps to edit a contact record:
In CINC Core, go to Homeowners > Homeowners.
The Homeowner Listing page displays. Select the homeowner or property the contact should be tied to.
The Contacts page displays. Click the appropriate Name link.
The Contact window displays. Click each tab and edit the fields as needed.
Note: The Primary Contact and Board Member toggles are view-only:
Primary Contact designation is set on the Homeowners > Homeowner Listing > Primary Homeowner Information page from entries in the Property Contact 1 and Property Contact 2 fields.
Board Member designation is set on the Directory tab of the Setup > Association Setup > Association Information page.
Click Save.
Deleting Contact Records
Contact records can be deleted when they are no longer needed on a homeowner account. Note: If the contact is deleted, it automatically unlinks any associated linked contacts and, where applicable, deletes the associated WebAxis account(s).
Follow these steps to delete a contact record:
In CINC Core, go to Homeowners > Homeowners.
The Homeowner Listing page displays. Select the homeowner or property the contact should be tied to.
The Contacts page displays. Select the checkbox(es) next to the contact record(s) to be deleted and click Delete.
The Confirmation window displays. Click Ok.