Managing user contacts

3 min read | This article is for *Agents*

Getting There:

• Dashboard tab → Contacts panel
• Contacts tab

OVERVIEW

Agents have the ability to save and manage their client, supplier, and brokerage contact information through their BrokerBay contacts list.

You can add pre-existing user contacts to a listing's Showing Configuration. Contacts added to a listing's Showing Configuration will automatically be added to your personal user contacts list.

IN THIS ARTICLE

• Viewing your contacts
• Adding a new contact
• Editing an existing contact
• Deleting and restoring contacts
• Using contacts in listings
• Transferring contacts between Agents

Viewing your contacts

Your contacts list is accessible through two locations:

1. The Contacts tab on the left sidebar.
2. The Contacts panel on your Dashboard. To view:
   1. From the left sidebar, select the Dashboard tab.
   2. The Contacts panel will be on the far left of the screen.

Contacts are sorted into three categories:

• Clients
  • Buyers
  • Landlords / Managers
  • Sellers
  • Tenants
• Suppliers
• My Brokerage

You can narrow your view down to only specific users by selecting the relevant category.

Adding a new contact

1. Locate the Add Contact button:
   1. If on the Contacts tab, select Add Contact.
   2. If on the Dashboard tab, select Add within the Contacts panel.
2. Select whether the contact is a Client or Supplier.
3. Fill out the mandatory fields marked with asterisks, as well as any optional field.
4. Select Save. 

Editing an existing contact

1. Select the contact you wish to edit.
2. Select the pencil icon beside the individual's name.
   
3. Make the desired changes. Ensure you keep all the mandatory fields filled.
4. Select Save.

Deleting and restoring contacts

To delete a contact:

1. Select the contact you wish to delete.
   1. If accessing from the Contacts tab, ensure the box beside their name is checked, then select Delete.
      
   2. If accessing from the Contacts panel in the Dashboard tab, select the pencil icon, then select the ... menu > Delete.
      

Deleted contacts move to the Archived tab within the Contacts tab. Deleted contacts can be restored at any time by selecting the ... menu > Restore.

Using contacts in listings

You may have worked with clients previously and have them as contacts already, or pre-emptively added your contacts before a listing was loaded in. To add an existing contacts to an existing listing's Showing Configuration:

1. Navigate to the listing.
2. Select Showings.
3. Select Showing Configuration.
4. Beside Manage Listing Contacts, select Add Contact.
5. Under Use Existing, search for and select the relevant contact.

Any contacts you manually add to a listing's Showing Configuration page will be automatically added to your personal contacts list.

Transferring contacts between Agents

Your contact list is only accessible to you and your brokerage's Administration staff unless you are co-listed on a property. Co-listed agents will have shared listing contacts.

You can also transfer ownership of any of your contacts to another Agent.

1. Select the contact you wish to transfer ownership of.
2. Select the pencil icon.
3. Select the ... menu > Change Owner.
4. Search for the Agent you wish to transfer ownership of the contact to, then select Change Owner.