Skip to main content
Use this guide when someone besides the main customer needs messages, scheduling updates, or their own portal sign-in.

​
What you will accomplish

  • Add a spouse, assistant, bookkeeper, or other helper under the main customer record.
  • Choose which messages each person should receive (invoices, scheduling, car updates, and more).
  • Turn on portal access and send a separate sign-in link when that person should use the customer portal with their own email.
  • Edit or remove additional contacts when roles change.
Some customers have more than one person involved in their account. A spouse may need car updates. An assistant may schedule appointments. A bookkeeper may need invoices. A vehicle manager may handle drop-off and pickup.
Not the same as a new customerAdditional contacts belong under one customer account. If someone owns their own cars and billing, create a separate customer in All Contacts instead.

​
Before you start

  • Open the correct main customer record first.
  • Have the additional person’s first name and last name ready.
  • Add an email address if they should receive messages or have portal access.
  • Decide whether this person should be the primary contact.
  • Decide which types of messages this person should receive.
  • Know whether this person needs their own portal sign-in (separate email) or only copies of messages.
Additional contacts are not separate customersUse an additional contact for someone connected to the main customer’s account. If the person owns their own cars, receives their own invoices, or needs their own customer history, create a separate customer record instead.

​
Open the Contacts section on the customer record

1

Go to All Contacts

Open All Contacts.
2

Find the main customer

Search for the customer who owns the account.
3

Open the customer detail page

Click the customer row or View Details.
4

Scroll to Contacts

Scroll down to the Contacts section. On a wide screen it sits below CRM Information.If you do not see it: Someone may have hidden the Additional Contacts block. An admin can turn it back on in Customize the contact page.
Contacts vs Additional ContactsOn the customer page the heading says Contacts. In Settings > CRM the same block is named Additional Contacts. Both names mean the spouse, assistant, or bookkeeper list—not the main All Contacts directory.
Contacts section on a customer detail page showing Jamie Morgan as Spouse with email, 3 of 7 communication types enabled, Portal Access, and action icons
After you save, each additional contact appears under Contacts with their role, email, how many message types they receive (for example 3 of 7 enabled), and whether they have Portal Access.

​
Add an additional contact

1

Click Add Contact

In the Contacts section, click Add Contact.
2

Enter the person's name

Fill in First Name and Last Name. These fields are required.
3

Add email and phone if you have them

Add an email address if this person should receive messages, invoices, contracts, or portal access.Add a phone number if your team may call or text them.
4

Choose the role

Use Role to explain who this person is, such as spouse, assistant, bookkeeper, or other.If you choose Other, add a clear role description.
5

Choose access and status

Turn on Primary contact (main point of contact for this customer) only if this person should be your main contact. Most facilities leave the main customer as primary and add helpers as additional contacts.Turn on Can access customer portal (login with their email) only if this person should sign in to the portal themselves—not just receive email copies.Why this matters: Portal access gives someone their own sign-in link. Communication preferences only control which automatic messages they receive.
6

Choose communication preferences

Under Communication Preferences, check only the message types this person should receive:
  • Invoices & Billing
  • Estimates & Quotes
  • Scheduling Notifications
  • Car Updates
  • Contracts
  • Social Events
  • Marketing
Add Contact dialog showing communication preference checkboxes for invoices, scheduling, car updates, contracts, and marketing
Turn on only the message types each person should receive. A bookkeeper may need Invoices only; an assistant may need Scheduling and Car Updates.Why this matters: The main customer and each additional contact can receive different messages. A bookkeeper may need Invoices & Billing but not Marketing. An assistant may need Scheduling Notifications and Car Updates only.Expected result: The contact row shows a communication count (how many types are turned on). Fewer checked boxes means fewer automatic messages to that person.
7

Click Add Contact

Click Add Contact to save the person under the customer record.Expected result: The new person appears in the Contacts section with their role, email, communication count, and portal access status.
Add Contact dialog showing name, email, phone, role, portal access checkbox, and communication preference checkboxes with Scheduling, Car Updates, and Contracts selected
Check only the message types this person should receive. Fewer checked boxes means fewer automatic emails and texts.
What “3 of 7 enabled” means on the listAfter you save, each contact row shows how many communication types are turned on—for example 3 of 7 enabled. That is a quick reminder of who receives invoices versus who only gets scheduling updates.
Adding many at once?You can import additional contacts from a spreadsheet alongside their customers. See Import additional contacts.

​
Edit an additional contact

1

Open the customer record

Find the customer in All Contacts and open the detail page.
2

Go to the Contacts section

Scroll to Contacts.
3

Click the edit button

Click the pencil (edit) icon beside the additional contact—or use the edit button with the pencil icon in the Actions column.Expected result: A window titled Edit Contact opens with the person’s current information filled in.
4

Update the information

Change the name, email, phone, role, portal access, or communication preferences.
5

Click Save Changes

Save the changes and confirm the contact row now shows the right information.

​
Send a portal invite to an additional contact

If Can access customer portal (login with their email) is turned on and the contact has an email address, you can send that person their own portal invite.
1

Open the customer record

Go to All Contacts and open the main customer record.
2

Scroll to Contacts

Find the additional contact.
3

Confirm portal access is enabled

The contact should show Portal Access in the Access column.
4

Click the send invite action

Click the send (mail) icon beside the contact.A window titled Notify the customer? asks if you want to send the invite now. Choose Yes to send the sign-in email. Choose No or close the window to cancel without sending.Expected result: After Yes, the contact receives a sign-in email at their own address—not the main customer’s.
Contacts section on customer detail page showing an additional contact with role, email, communication preferences, and action icons for edit, send invite, and delete
After you save an additional contact, use the mail icon to send a portal invite, the pencil to edit, or the trash icon to remove the person from the account.
Each person signs in with their own emailThe main customer and additional contacts can each have their own sign-in link. They see information connected to the same customer account, but they use their own email address to sign in.
If someone needs help after they receive the invite, use Guide a customer through the portal to explain what they can see and do.

​
Remove an additional contact

Remove a contact only when the person should no longer be connected to the account.
1

Open the customer record

Go to All Contacts and open the customer.
2

Go to the Contacts section

Find the additional contact.
3

Click the delete action

Click the trash (delete) icon beside the contact. Confirm when the app asks.Why this matters: Deleting removes portal access and stops messages tied to that person. The main customer record stays.
4

Confirm the removal

Confirm only after checking that this person no longer needs messages or portal access.

​
Common examples

​
What happens next

After adding additional contacts, review the main customer record:
  • The correct person is marked primary, if needed.
  • Only the right people have portal access.
  • Communication preferences match each person’s role.
  • The main customer still has the correct email and phone number.
  • If the Contacts section is missing on some computers, restore Additional Contacts in Customize the contact page.

​
Troubleshooting

The invite button does not appearThe contact needs an email address and portal access must be turned on. Edit the contact, add the email, and check Can access customer portal (login with their email).
The wrong person is receiving messagesOpen the additional contact and review Communication Preferences. Turn off message types that person should not receive.
I need this person to be their own customerCreate a separate customer record from All Contacts. Use additional contacts only for people who belong under another customer’s account.