Overview
Contacts are the people associated with establishments and providers in your FOG program. They receive notifications, appear on establishment and provider detail pages, and serve as the point of communication for compliance activities.
SwiftComply FOG has two types of contacts: Establishment Contacts (also called Location Contacts) and Provider Contacts. Each type is managed separately but shares the same core fields and notification subscription system.
Navigation
On the left navigation panel, click Contacts to access the main list of contact records. Within this list, you can toggle between Location Contacts (default view) and Provider Contacts.
Location Contacts: individuals associated with a specific food service establishment or facility — such as the owner, manager, or on-site contact responsible for that location.
Provider Contacts: individuals associated with the service provider company — such as the technician or representative responsible for performing grease trap cleaning and maintenance services.
You can also access contacts from within an establishment or provider detail page.
Contact Details
Within the contact table you can search for and select the contact you’d like to review by clicking the contact name. This opens the contact details.
Within the contact details, you’ll see the following:
Contact Details
In the upper left section of the contact record, you’ll see the main details pertaining to this contact. What you see here depends on the contact type.
Establishment Contact Details
Field | Required | Notes |
Full Name | Yes | The contact's name |
Email Addresses | Recommended | Array of email entries (type + email). At least one valid email is required for notifications to work |
Telephone Numbers | No | Array of phone entries (type + number). Format is validated |
Mail Subscription | Yes | Default: Subscribed. Controls whether this contact receives automated notifications |
Tags | No | Multi-select field for categorizing contacts |
Custom Properties | Varies | Available if the custom_properties feature is enabled for your organization |
Provider Contact fields
Provider contacts have the same core fields as establishment contacts, plus a few more applicable fields:
Field | Required | Notes |
Full Name | Yes | The contact's name |
Email Addresses | Recommended | Required for notifications and for inviting users |
Telephone Numbers | No | Format validated |
Mail Subscription | Yes | Default: Subscribed |
Tags | No | Multi-select for categorization |
Driver's License State | No | State that issued the license |
Driver's License Number | No | License number |
Driver's License Expiration | No | Expiration date |
Custom Properties | Varies | If enabled |
Mail subscription statuses
The Mail Subscription field controls whether a contact receives automated notifications:
Status | Effect |
Subscribed | Contact receives automated notifications |
Unsubscribed | Contact does not receive any automated notifications |
⚠️ Warning: Even if a contact is set to Subscribed, they will not receive notifications unless they have a valid email address on file.
Adding a contact
Adding an establishment contact
From an establishment record (recommended):
Click Establishments in the left sidebar and open the establishment.
Scroll down to the Contacts section and click to expand it.
Click Add Contact.
Fill in Full name (required) and any email addresses, phone numbers, or custom fields.
Confirm Mail subscription is set to Subscribed if you want this contact to receive notifications.
Click Save. The contact is now linked to this establishment.
From the Contacts page (alternative):
Click Contacts in the left sidebar.
Click Add Contact (or the create button).
Fill in the contact's details.
Link the contact to one or more establishments using the establishment selector.
Click Save.
Adding a provider contact
From a provider record (recommended):
Click Providers in the left sidebar and open the provider.
Scroll to the Contacts section and expand it.
Click Add Contact.
Fill in Full name (required) and any contact details.
Click Save. The contact is now linked to this provider.
From the Contacts page (alternative):
Click Contacts in the left sidebar.
Switch to the Provider contacts tab.
Click Add Contact.
Fill in the contact's details and link to one or more providers.
Click Save.
What happens next
The contact is linked to the establishment(s) or provider(s) and will begin receiving notifications (if subscribed and has a valid email). New contacts default to Subscribed mail subscription.
Editing a contact
Navigate to the contact (via the Contacts sidebar or from an establishment/provider detail page).
Click the contact to open their detail view.
Click Edit.
Update the fields as needed.
Click Save.
Deleting a contact
Contacts are soft-deleted (discarded) rather than permanently removed:
Navigate to the contact.
Click Delete (or the delete action).
Confirm the deletion.
📝 Note: Soft-deleted contacts are removed from active lists but their historical data (sent notifications, activity logs) is preserved.
Searching for contacts
The Contacts page supports searching by name, email, phone, and tags, and you can filter by establishment, mail subscription status, and any custom property your organization has configured. Saved filters work the same way they do on every other table.
See Searching, Filtering, Importing, and Exporting across all tables for the full walkthrough -- search, filters, saved filters, CSV export, and emailed reports all work the same on Contacts as they do on other tables.
❗ Important: Imports can quickly create duplicate or partial records that are hard to fix afterward. Before running a bulk import, reach out to your CSM (Customer Success Manager). They'll walk you through the correct template, the column requirements, and any data prep your file needs -- and can review your file before you commit. Contact support@swiftcomply.com or your assigned CSM.
Importing and exporting contacts
Use the Actions menu on the Contacts page to import contacts from CSV or export the current view to CSV. The import and export workflow is the same as other record types -- see Importing and Exporting Providers for the full step-by-step (the steps are identical, just with a Contact Import template).
FAQ
Q: Why is my contact not receiving notifications?
A: If you know the that contact is associated with the proper establishment, check two things: (1) Mail Subscription must be Subscribed, and (2) the contact must have a valid email address. Both conditions must be met.
Q: Can one contact be linked to multiple establishments?
A: Yes. Establishment contacts can be associated with multiple establishments. Add the contact from each establishment's detail page, or link establishments from the contact's record.
Q: What is the difference between establishment contacts and provider contacts?
A: Establishment contacts are people associated with food service establishments (owners, managers, operators). Provider contacts are people associated with service providers/haulers (drivers, office staff). They are stored in separate tables and receive different notification types.
Q: Can I change a contact's mail subscription in bulk?
A: Currently, mail subscription must be updated on each contact individually through the edit form.