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. In CINC, go to Homeowners > Homeowner Listing. If you are using universal navigation, go to Residents > Residents > Resident list.
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.
| Persona | Contact Type |
What it is | System-defined role | Configurable label set by your organization |
Options | Owner, Tenant, Previous Tenant, None | Defined: In CINC, go to System > Drop Down Options: Contact Type. If you are using universal navigation, go to Settings > General > Drop Down Options. |
Controls | Collections eligibility; which contacts receive certain correspondence | Statement and coupon eligibility |
How it is set | Manually, or auto updated via WebAxis registration activity | Configured once at the type level. No per-contact toggling needed |
Required? | No. A contact can exist without a persona (e.g., emergency contact, CPA) | Required for statement and coupon eligibility |
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 | Details |
Property Contact 1 or 2 | Always linked automatically. This cannot be changed. |
Additional contacts | Can be linked one-to-one using the Link Contact field on the Profile tab when editing a contact record. |
Chaining | Not allowed. Each contact can only be linked to one other contact. |
Who can be linked | Only non-primary contacts can be linked this way. |
Defining Contact Record Information
Each contact record displayed on the Contacts tab includes the following information:
Field | Description |
Name | The contact associated with the property record. A blue checkmark indicates the contact has a web portal login. |
Send Mail To | Displays the contact’s legal name. If Use Business Name is enabled, the business name displays here. |
Email and Phone | Displays the contact’s email address and phone number. |
Persona | Displays Owner, Tenant, Previous Tenant, or None. |
Contact Type | Displays the fully configurable label your team defines to describe the contact’s role relative to a property. It controls whether they receive statements or coupons. |
Tags | Displays flags indicating whether the contact is marked as a Primary Contact or Board Member.
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Related Addresses | Lists property-related addresses associated with the contact, including Address, Address Type, and Hide From status. |
Activity Log | 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. |
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 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.