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 to route correspondence, statements, and communications to the right person in the right way.
Follow these steps to add a contact record:
In CINC, go to Homeowners > Homeowners.
OR
In CINC with universal navigation, go to Residents > Residents > Resident list.
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:
Legal Name: Enter the contact's first and last name.
Persona: Select the contact's role in relation to the property:
Owner: Enable if the contact is the property owner. Automatically set if linked to a WebAxis user.
Tenant: Enable if the contact is a current tenant (not the owners). Automatically set if linked to a WebAxis user.
Previous Tenant: Enable if the contact is a former tenant. Automatically set if linked to a WebAxis user.
None: Enable for contacts like emergency contacts, attorneys, management companies, and co-trustees. These contacts do not display in collections runs, do not receive owner-gated portal features, and are not treated as occupants.
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.
Note: To keep an owner contact from receiving mail, enable the None persona on that contact.
Contact Type: Select from options configured:
In CINC, go to System > Drop Down Options: Contact Type.
OR
In CINC with universal navigation, go to Settings > General > Drop down options.
Linked Contact: Optionally link to another non-primary contact (one-to-one only).
Business Name: Enter if the contact is associated with a business.
Use business name toggle: Enable to use the business name instead of the contact's personal name in mailings and communications.
Click the Contact Information tab.
Enter the following information on the Contact Information tab:
Phone Numbers: Enter Work Phone, Mobile Phone, and/or Home Phone as applicable.
Mailing Address: 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:
In CINC, go to the System > Drop Down Options: Homeowner Address Types page (the Hide From Owner and Hide From Tenant toggles).
OR
In CINC with universal navigation, go to Settings > General > Drop down options > Homeowner Address Types, then use the Hide From Owner and Hide From Tenant toggles.
Email and Secondary Email: Enter the primary email and, if needed, a secondary email address.
Secondary email toggle: Enable if both addresses should receive communications.
Click the Notification Preferences tab.
Enter the following information on the Notification Preferences tab:
Statement Delivery Preferences: Determines how the contact receives statements.
Options depend on which contact types are enabled:
In CINC, go to the System > Drop Down Options: Contact Type page.
OR
In CINC with universal navigation, go to Settings > General > 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.
Essential Communication Preferences: 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 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.
Click Save.