Who this article is for: Authority Users
Overview
The Contacts page lists your organization's contacts. It uses the same table as Locations and Assemblies, and each contact opens as a full page instead of a side panel. From a contact you can see every linked location and assembly with their compliance, and you can update many locations at once, for example when a property changes hands.
This page replaced the earlier Contacts page and its side panel. Links to a contact from other pages, like Go to Contact on a location's Contacts tab, open the contact's full page.
Before You Begin
To add, edit or delete contacts, your role needs to allow it. Admin and User roles can add, edit and delete contacts. Read Only users can view contacts but can't change them.
Finding a Contact
In the sidebar, click Contacts. The Contacts list opens.
To search, pick the column to search in from the dropdown (it starts on Name), then type.
Click a row to open that contact.
The list shows active contacts by default. To include inactive contacts, change the Active filter in the filter panel.
The default columns are Active, Name, Phone, Email, Address, City, State / Prov and Postal Code. You can add Country, Locations, Assemblies, Contact ID, Last Communication Sent, Notes and your organization's contact custom fields from the column chooser. Locations counts the contact's active locations. Assemblies counts active assemblies at all of the contact's linked locations, including inactive ones.
The table works like the Locations and Assemblies tables: you can save views, use the Advanced Filter Builder and export to CSV.
📝 When you export, you can pick All Columns, Only Visible, or (if your organization has contact custom fields) Standard + Visible Details, which is the default in that case. ID columns are always included in the file.
Reading a Contact's Page
The top of the page shows the contact's name with an Active or Inactive badge, then four summary cards:
Contact: email and phone.
Primary Address: where letters to this contact are mailed.
Survey Compliance: survey compliance across the contact's active locations.
Assembly Compliance: compliance of the active assemblies at all of the contact's linked locations, including inactive ones.
Beside the cards is a map with a pin for each active linked location, colored by survey compliance. Click a pin to open that location. Locations without map coordinates aren't pinned, and the map notes how many are missing.
Below the summary are seven tabs: Details, Contact Addresses, Locations, Assemblies, Communications, Notes and Attachments.
Editing Contact Details
The Details tab lists the contact's Standard Properties (First Name, Last Name, Care Of, Email, Phone, Contact ID and Notes) and any Custom Properties your organization uses. If the contact has notes, the pinned note (or the latest one) shows above them.
To change one field, hover over it and click the pencil, make the change, then press Enter or click Save. Press Esc to cancel. For Notes, click Save, since Enter starts a new line. Custom properties with a list, checkbox or date picker save as soon as you choose a value.
To change several fields at once:
On the Details tab, click Edit. The Edit Contact page opens.
Make your changes.
Click Save. You'll see Contact updated successfully.
Making a contact inactive. Click Edit, turn off Active at the top of the page, then click Save. The page explains: This contact will be skipped when communications are generated, both scheduled and batch. It can still be added to one manually. Active can only be changed on the Edit Contact page, not with a pencil.
Care Of. Use Care Of for the person mail should go to when the contact is a company, for example "c/o Jane Smith" on a contact named Walmart. It prints exactly as you type it, so add "c/o " yourself if you want it.
On letters, Care Of prints only when the communication template uses the {{ADDRESS_WITH_CARE_OF}} merge field. Templates that use {{ADDRESS}} don't show it. {{ADDRESS_WITH_CARE_OF}} also puts both street lines on one line.
On postcards, Care Of prints under the contact's name whenever it's filled in.
Adding a Contact
On the Contacts list, click Add Contact. The Add New Contact page opens.
Fill in First Name (required) and any of Last Name, Care Of, Contact ID, Email, Phone and Notes, plus any custom properties. If your organization doesn't allow editing Contact ID, that field is grayed out. Active starts on.
Click Save.
When you save, SwiftComply looks for existing contacts with a similar name, including inactive ones. If it finds any, Possible Duplicates Found opens:
Go Back returns you to the form.
Go to Selected opens the contact you picked, without saving the new one.
Save Anyway creates the new contact.
You can also click Check Duplicates before saving to run the same check.
After the contact is saved, its page opens.
Managing Addresses
On the Contact Addresses tab:
To add an address, click Add Address. If the contact has active linked locations, you can pick one under Copy address from a linked location to fill in the street, city, state and postal code. Country isn't copied.
To edit an address, click it. Edit Address opens.
To remove addresses, select them with the checkboxes and click Remove, then confirm. This can't be undone.
📝 New addresses start as the primary address. In Add Address, the Primary Address switch starts on, and the form tells you which address it will replace. Letters go to the primary address, so a new address saved with the switch on starts getting the contact's mail.
To change which address is primary, open the address that should get mail and turn on Primary Address. On the current primary address the switch is locked on, because a contact always keeps one primary address while it has any. A contact's first address is always its primary.
If you remove the primary address, the contact's most recently added or edited remaining address becomes the primary.
Working With a Contact's Locations
The Locations tab lists every location linked to the contact.
Survey Compliance at the top counts the contact's active locations. Click a segment to filter the table to that status, and click it again to clear the filter.
Turn on Show Inactive to add inactive locations to the table.
Use the table and map icons at the top of the tab to switch views. Export, Show Inactive and the column chooser are in table view.
Click a row to open the location.
To link a location that's already in SwiftComply:
Click Link Existing Location.
Search for the location and click it. Locations already linked to this contact are grayed out. The search shows active locations; turn on Show Inactive in the window to include inactive ones.
Choose this contact's Contact Types for the location, and turn on Primary contact for this location if it should be the primary.
Click Link Location.
📝 To create a brand new location for this contact, click Add Location instead. The new location form opens with a Link to section for this contact, where you choose Contact Types and Primary contact for this location. Saving creates the location and links it to the contact.
Updating Many Locations at Once
Select locations with the checkboxes on the Locations tab. A bar appears at the bottom of the screen with four actions. If every row on the page is selected and more locations match, the bar offers Select all N locations.
Edit contact types. Check or uncheck a type to apply it to every selected location. A dash means only some of the locations have that type. Only the types you change are applied, and the window shows what will change before you click Apply.
Edit primary contact.
Make it the primary makes this contact the primary at every selected location, replacing whoever is primary there now.
Remove it as the primary leaves those locations with no primary contact until someone else is set.
Link to another contact.
Click Link to another contact and pick the other contact.
Choose the other contact's Contact Types for these locations, and turn on Primary contact for these locations if it should be the primary.
To move the locations instead of sharing them, check Also remove these locations from this contact.
Click Move N locations (if you checked the box) or Link N locations.
Remove from contact. Removes the links between this contact and the selected locations. The locations themselves aren't deleted.
⚠️ Two settings in Link to another contact decide who gets communications after you move locations:
The primary switch starts off. Turning the switch on makes the other contact the primary at every selected location, replacing whoever is primary there now, even where this contact wasn't the primary. If this contact was only the primary at some of the locations, move those in their own batch. If this contact was the primary at those locations and you leave the switch off, the locations end up with no primary contact. Leaving the switch off doesn't take primary away from the other contact where it's already the primary. Templates set to Use Primary Contact then go to every contact at the location that has one of the template's contact types.
Contact types start filled in only if this contact has the same types at every selected location. Otherwise they start empty, and leaving them empty links the other contact with no types. A contact with no types at a location doesn't get automatic or batch communications there, unless it's the primary and the template uses Use Primary Contact.
If the other contact is already linked to some of the locations, the types you pick are added to what it already has, and nothing is removed. You can fix either setting afterward from the other contact's Locations tab with Edit primary contact or Edit contact types.
Seeing a Contact's Assemblies
The Assemblies tab lists the assemblies at the contact's locations, with an Assembly Compliance chart at the top. Click a segment to filter the table, and click it again to clear it. You can export the table or switch to the map. Turn on Show Inactive to add inactive assemblies to the table. To see which location each assembly is at, add Location Name or Address from the column chooser.
📝 The chart and the summary card count active assemblies at every linked location, including inactive locations. Turning on Show Inactive adds inactive assemblies to the table, and those aren't counted in the chart.
Communications, Notes and Attachments
Communications lists the contact's communications by Sent On, newest first. Communications that haven't been sent yet are at the bottom. To start one, click Add Communication and answer Which location is this communication for? The communication opens with the contact and location filled in. The button appears only when the contact has linked locations.
Notes and Attachments hold notes and files for the contact itself.
Contacts on a Location's Page
The Locations table shows each location's Primary Contact and Contact Email by default. Its Phone column is the location's own phone number, not the contact's.
A location's Contacts tab lists the contacts linked to that location, with their Contact Types and a check mark for the Primary Contact.
To add a contact to a location:
Open the location and click the Contacts tab.
Click Create New Contact to add someone new, or Link Existing Contact if they're already in SwiftComply.
For a new contact, fill in First Name (required) and any other details, then click Create Contact. If similar contacts already exist, you can select one to link it instead, or click Save Anyway. To link an existing contact, select them and click Link Contact.
To assign contact types or make the contact primary at this location, expand its row and click Edit.
Expanding a contact's row shows the contact's details at this location, with three buttons:
Go to Contact opens the contact's full page.
Edit opens the contact for this location. Under At This Location you can turn on Primary Contact and choose Contact Types.
Remove Contact from Location unlinks the contact after you confirm with Remove from Location. The contact itself isn't deleted.
📝 A location has one primary contact. You can also set it on the location's Details tab: click Edit and choose from the Primary Contact dropdown.
Deleting a Contact
On the Details tab, click Delete.
Type the contact's name exactly as shown, including capital letters.
Click Delete Contact.
The window tells you how many locations the contact is linked to. Deleting removes the contact and its links to locations and service providers. The locations themselves aren't deleted.
⚠️ There's no undo.
FAQ
Q: Where did the contact side panel go?
A: A contact now opens as a full page. Click a contact in the Contacts list to open it.
Q: How do I make a contact inactive?
A: Open the contact, click Edit on the Details tab, turn off Active, and click Save. There's no separate Set as Inactive button.
Q: Why did this contact's primary address change?
A: New addresses start as the primary address, so adding one replaces the old primary unless you turn off Primary Address first. Removing the primary address also moves primary to the most recently added or edited remaining address.
Q: Why does this location have no primary contact?
A: A move with Primary contact for these locations left off, Remove it as the primary, or removing the primary contact from the location leaves it with none. Open the contact that should be primary, select the locations on its Locations tab, and use Edit primary contact.
Q: I can't find a contact in the list.
A: The list shows active contacts by default. Change the Active filter to include inactive contacts, and check which column the search is set to.
Q: Why don't the assembly numbers match?
A: The summary card, the chart and the list's Assemblies column count active assemblies at every linked location, including inactive locations. If Show Inactive is on, the Assemblies tab table also lists inactive assemblies, which aren't counted.
Q: A bulk action on a lot of locations failed.
A: A bulk action can update up to 500 locations at a time. A larger selection fails with an error message, and nothing is changed. If a bulk action fails for any reason, none of the selected locations are changed.
Q: Can I merge duplicate contacts or add my own contact types?
A: No. SwiftComply doesn't merge contacts, and the contact types are fixed: Owner, Property Manager, Onsite, Mailing and Maintenance.