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How to Manage Account Contacts

Learn how to add, edit, and manage contacts on commercial accounts and projects, and how to give a contact access to the Commercial Customer Portal.

Written by Michelle Carone

Overview

Contacts represent the people at a business account that your team communicates with. Add multiple contacts to an account, assign them to departments, and give the ones who need it access to the Commercial Customer Portal. At the project level, you can assign existing account contacts or add new ones specific to that project.

Before You Start

  • Available to companies with Smart Pro.

  • You must have Accounts permission.

  • The account must already be created.

How to Add a Contact to an Account

  1. Open the account's detail page.

  2. On the Overview tab, locate the Contacts card in the left sidebar.

  3. Click the + icon on the Contacts card. The Add Contact form opens.

  4. Complete the contact form:

Field

Required

Description

Contact Name

Yes

The contact person's full name

Email Address

Yes

The contact's email address

Phone Number

Yes

The contact's primary phone number

Phone Type

Yes

Select the phone type: Mobile, Home, Work, or Other

Job Title

No

The contact's role or title at the business

Primary Contact

No

Check to mark this person as the primary contact

Commercial Portal Access

No

Check to let this contact sign in to the Commercial Customer Portal

  1. To add a secondary phone number, click the + icon next to the phone type field. You can add multiple secondary numbers, each with its own phone type.

  2. Optionally, select a Department from the dropdown to associate this contact with a department.

  3. Click Add Contact to save.

How to Assign an Existing Contact to a Project

When working on a project detail page, you can assign contacts that already exist on the account:

  1. Open the project detail page.

  2. On the Overview tab, locate the Contacts card.

  3. Click the + icon on the Contacts card and select Assign Existing.

  4. Select the account contact you want to assign to this project.

💡 SmartTip: Assigning existing account contacts to projects keeps your contact list consistent. Reserve "Add New Contact" for contacts that are specific to the project and not already on the account.

How to Give a Contact Access to the Commercial Customer Portal

The Commercial Portal Access checkbox lets a contact sign in to the Commercial Customer Portal, where they can pay invoices, review their account statement, sign documents, and track claims.

  1. Open the account, project, or job.

  2. Locate the contact in the Contacts card.

  3. Click the three-dot menu on the contact and select Edit.

  4. Select the Commercial Portal Access checkbox.

  5. Click Update Contact to save.

A blue Portal Access badge appears on the contact entry, and Send Portal Invite becomes available in the contact's menu.

Note: Portal access belongs to the contact. Turning it on or off from an account, project, or job changes it everywhere that contact appears.

How to Send a Portal Invitation

  1. Locate the contact in the Contacts card.

  2. Click the three-dot menu on the contact.

  3. Select Send Portal Invite.

The contact receives the Commercial Portal Invitation email with a sign-in button. The contact signs in with their email address and a 6 digit security code, so there is no password to set or reset.

Note: Send Portal Invite requires an email address on the contact. It is unavailable while the Commercial Portal Invitation email template is disabled, and the tooltip on the greyed-out action names that template. Enable it under Settings > Email/SMS Templates.

You can resend an invitation at any time by selecting Send Portal Invite again. Turning off Commercial Portal Access removes the contact's access to the Commercial Customer Portal.

How to Send an Invoice to Account Contacts

When you open the Send Invoice slideout from the project's Invoices & Payments tab, SmartMoving lists the contacts that have an email address, grouped by where they are assigned. Contacts with portal access carry a Portal Access badge.

Select the checkbox beside each email address that should receive the invoice, then send. You can select more than one.

How to Edit a Contact

  1. Locate the contact in the Contacts card on the account or project Overview tab.

  2. Click the three-dot menu on the contact and select Edit.

  3. Update the fields you want to change.

  4. Click Update Contact to save.

The contact's three-dot menu also offers Delete, Send Portal Invite and Copy Email, plus Unassign on a project or job.

How to Delete a Contact

  1. Locate the contact in the Contacts card.

  2. Click the three-dot menu on the contact and select Delete.

  3. Confirm the deletion.

How to Unassign a Contact from a Project

At the project level, you can unassign a contact without deleting them from the account:

  1. Open the project detail page.

  2. Locate the contact in the Contacts card.

  3. Click the three-dot menu on the contact and select Unassign.

The contact remains on the account but is no longer associated with that project.

Best Practices

  • Designate one contact as the Primary Contact per account so your team knows who to reach first.

  • Give Commercial Portal Access to the contact who approves and pays invoices, since paying an invoice is the most common reason a contact signs in.

  • Associate contacts with departments to keep your organizational structure clear, especially for large accounts with many contacts.

  • Use the Job Title field to help your team identify the right contact for billing, operations, or other specific needs.

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