Adding or Editing a Contact

To add or edit a contact, do one of the following:

Navigate to Functions > Core > New Contact or Organisation > Employee > New Employee to display the Contact Editor.
Search for and open an existing contact record.

Click the New Contact option in the Tasks panel of a business unit, zone, building, floor or room record.

Enter or edit the details on the relevant tabs.

The Contact Editor comprises the following tabs:

Person details

The fields on the Person details tab are described in the following table:

This field…	Holds this information...
Title	The contact's title.
Initials	The contact's initials.
Gender	The contact's gender.
First Name	The contact's first name.
Last Name	The contact's surname. This field is mandatory.
Car Registration	The registration number of the contact's car.
Date of Birth	The contact's date of birth.
National Insurance Number	The contact's National Insurance Number.
Surveyor	Whether the contact is a surveyor.
Direct Labour	Whether the contact is a direct labour operative. This allows them to be assigned to job records. A mobile number must be recorded for the contact if this check box is selected.
Instructing Officer	Whether the contact is an instructing officer (that is: the person responsible for a contract).
Archive	Whether to archive the contact record.
Owner	The business unit that the contact belongs to.
Location	The contact's location, if applicable. Click the Location button to display the Select location window. Use the level selector to select the relevant room, floor, zone, building, site or business unit. You can add an additional location by clicking the Link contact to location option in the Tasks panel once a location has been recorded.
Location Description	A description of the contact's location, if applicable.

Contact details

The fields on the Contact details tab are described in the following table:

This field…	Holds this information...
Phone	The contact's phone number.
Mobile	The contact's mobile phone number. This is required for contacts that have the Direct Labour check box selected.
Fax	The contact's fax number.
Direct Line	The contact's direct line.
Email	The contact's email address.
Pager	The contact's pager number.
Contact Address	The contact's address.
Contact	The contact's emergency contact.
Phone	The emergency contact's phone number.
Comments	Any comments, as required.

Employee details

The fields on the Employee details tab are described in the following table:

This field…	Holds this information...
Employee Status	The contact's employee status (for example: Permanent, Part Time, and so on). These can be defined in the Employee Status reference data (accessed by navigating to Functions > Core > Reference Data > Core).
Started	The contact's start date, if known.
Supervisor	Whether the contact is a supervisor that has responsibility for managing direct labour operatives.
Finished	The contact's end date, if applicable.
ID Card	The contact's ID card number.
Staff Number	The contact's staff number.
Bar Code	The bar code number of the ID card, if applicable.
Position	The contact's job position. These can be defined in the Contact Position reference data (accessed by navigating to Functions > Core > Reference Data > Core).
Supervisor	The contact's supervisor. Select from the drop-down list, which is populated with contacts with the Supervisor check box selected.
Resource Status	Whether the contact is currently available to undertake jobs. These can be defined in the Resource Status reference data (accessed by navigating to Functions > Core > Reference Data > Core).
Operative Sub Team	The operative sub team that the contact is a member of. These can be defined in the Resource Status reference data (accessed by navigating to Functions > Core > Reference Data > Core).
Cleared	Whether the contact has DBS (Disclosure and Barring Service) clearance.
Level	The DBS level. Select from the drop-down list. If the Restrict Assignment by DBS Status setting in System Options is set to 'True', jobs with a Restriction and Warning record that require a DBS check can only be assigned to a contact with a DBS check of the required level
Reference Number	The DBS reference number.
Check Date	The date that the certificate is valid from.
Expiry Date	The date that the certificate expires. This is calculated automatically based on the DBS Expiry Period setting in System Options.

Additional Notes

Use this tab to record any additional information about the contact (for example: hours of availability).

Click Save.

If the contact has the Direct Labour check box selected, the Show Pin link is displayed, which you can click to display.

This can be provided to the contact so that they can access K2 Mobile.