This article is divided into two sections:
- Adding a New Contact – Applicable when creating a contact that does not yet exist in the system.
- Adding an Existing Contact – Used when assigning a contact already linked to another client.
For example, a client may have a separate ID for a personal return and a business. Firm360 allows you to associate the same contact with multiple entities, preventing duplicate entries.
Adding a New Contact to an Entity:
1. Navigate to "Clients" on the taskbar to the left.
2. Select the client you wish to add a contact to.
3. Go to the "Contacts" tab.
NOTE: If a contact has not been added yet, it should look like the image below. In which case, select "add a new contact".
If a contact has already been added to the client, it should look like this image.
4. If the contact has an e-mail- you can click the envelope to the right of their e-mail & your desktop e-mail browser will pop up with their e-mail pre-populated. If they have a nickname it will also appear beneath the contacts' name. You are able to search by nickname on the contacts page in the black ribbon.
*NOTE: If you wish for the contact to have portal access, they MUST provide their SSN (or last 4 digits), email address, and phone number*
If you need to add an additional contact for this client click "Add" located to the right, under the search bar. Fill in as necessary and save.
Adding an Existing Contact to Another Entity:
1. Go to the "Contacts" tab on the new/separate client.
2. Click "Add Existing Contact."
3. Use the search box to locate the contact name. (Be sure to click the magnifying glass next to the search box to complete your search.)
4. Click "Add" next to the contact you are wanting to associate with this client.
5. Now you can see the contact in the client's contact list, and it will also show any other clients they are associated with.
*NOTE: If you intend to add an email for an entity, it MUST be different than an email of a contact for the entity. For example, if your client is Firm360 and the contact listed is Jane Doe with an email of Jane@myfirm360.com, then the same email CANNOT be used for the entity. Instead, leave the email entry in the entity BLANK.*
Contact Action Items:
In the Action drop down next to the clients' name- you will see the following options:
- View Details: Ability to view the contacts' details including any other clients they may be associated with
- Edit Details: Ability to edit the details about this client- including turning on or off Client Portal Notifications (when box is checked, system will e-mail the client whenever there is a new document available)
- Send Portal Invite: Pop-up Box will appear to send a message along with the client portal link to this contact. (In order for client portal access you MUST have the Tax ID, e-mail, and phone number for this contact to be able to complete the login)
- Set Alternate E-mail: Space to enter in an alternate e-mail for this client. Nothing will be sent to this e-mail, but it is used as a space to store another e-mail for members of the firm to see.
- Impersonate: This will allow you to impersonate the client and see what they see on their dashboard. This is a user role that you must have on before you are able to see this feature. See more information about the clients' side here!