> For the complete documentation index, see [llms.txt](https://help.getswimtech.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.getswimtech.com/documentation/using-swimtech/contacts.md). # Contacts Build and manage your central SwimTech business directory for customers, vendors, suppliers, technicians, and other business contacts. ## Your SwimTech Business Directory **Contacts is the central business directory in SwimTech.** It contains the people and businesses your company works with, including **Customers, Vendors, Suppliers, Technicians, and other business contacts**. Because Contact information is used throughout SwimTech, build your Contacts directory with as much complete and accurate information as possible from the beginning. A well-maintained Contact record gives your team the information it needs when working with customers, Water Bodies, Quotes, Work Orders, messaging, and other areas of SwimTech. ## Best Practices **Build complete Contact records from the beginning.** Contacts is the central SwimTech business directory, and Contact information is used throughout the application. Enter as much accurate information as possible for **Customers, Vendors, Suppliers, Technicians, and other business contacts**. Include useful phone numbers, email addresses, physical addresses, business information, photos, and other available details. For customer Contacts, add the appropriate **Water Bodies** and related service information. Keeping Contact information complete and current reduces duplicate entry and helps SwimTech carry accurate information into **Quotes, Work Orders, messaging, and other workflows**. ## 🎥 Contacts Instructional Video Watch the Contacts instructional video for a guided walkthrough of the Contacts workflow, including finding, adding, viewing, editing, and organizing Contact information. {% embed url="" %} [▶ Watch the Contacts Instructional Video](https://drive.google.com/file/d/1sKPQvmO-FEWv8njTqlvkXw7w8M3RgKJb/view?usp=drivesdk) For customers, the Contact becomes the starting point for additional information and customer work. You can associate Water Bodies and other related information with the customer and then create Quotes or Work Orders using the customer's Contact information. **Customer Contact → Water Body → Quote or Work Order** ## Open Contacts **Select Contacts from the SwimTech Home screen or bottom navigation when available.** SwimTech opens the **Contacts LIST**. Contacts follows the standard SwimTech pattern: **Existing Contact: LIST → READ → EDIT → Save** **New Contact: LIST → + → EDIT → Save** ## Find a Contact — LIST UI **Use the Contacts LIST to find a Contact, open an existing Contact, or begin adding a new one.** Contacts LIST UI The Contacts LIST displays your Contact records and identifies the Contact's **Category** when available. Categories help classify business roles and organize and filter the directory. From the LIST you can use **Search**, select **Filter/Sort**, select a Contact to open it in READ mode, use the **+ button** to begin adding a Contact, or select the **three-dot menu** for additional Menu Actions. ### Contacts LIST Menu Actions **Select the three-dot menu in the upper-right corner of the Contacts LIST to display additional Contact actions.** Contacts LIST Menu Actions These Menu Actions can include exporting to Excel, importing a device Contact, printing the LIST, adding a User, AI assistance, messaging, and instructional videos. ### Filter and Sort Contacts **Select Filter/Sort to organize the Contacts LIST and narrow it to the Contact Categories you need.** Contacts Filter and Sort Available sort options include alphabetical and date-based sorting. The Category filter can narrow the LIST to one or more Contact Categories available in your account. Select **Apply filters** to update the LIST or **Clear all** to remove selected filters. > Contact Categories shown in the Filter panel are based on the Categories available in the account and may differ from the examples shown here. ## Add a Contact — NEW/EDIT Mode **From the Contacts LIST, select the + button to create a new Contact.** SwimTech opens a new Contact in EDIT mode so you can enter the Contact's information.
New Contact EDIT — Overview
### Choose a Category **Choose Category to classify the Contact by an available business role.** Examples can include Vendor, Supplier, Builder, Plumber, or another Category configured for your account. Categories help organize Contacts and make them easier to find using Filter/Sort.
Contact Category selector
> **Important:** Category is used to classify available business roles such as Vendor, Supplier, Builder, or Plumber. **Customer, User, and Technician are established through their related SwimTech workflows rather than by selecting a Category.** A Customer association is established when a Quote or Work Order is created for the Contact. A User or Technician association is established when the Contact is selected while defining the corresponding User or Technician. ### Enter Contact Information **Enter the basic information available for the Contact.** This can include First, Middle, and Last Name, Business Name, Category, and other information shown in the Contact record. ### Add Related Information **Use the + buttons in the Contact sections to add related information.** This can include Phone, Photos, Email, Address, Water Body, Product, Service, Website, and other related records when appropriate.
New Contact — Related Information
For customer Contacts, add the appropriate Water Bodies and related service information. Select **Save** when you finish creating the Contact. ## View a Contact — READ Mode **Select a Contact from the LIST to open it in READ mode. Use READ mode to review the Contact and its related information without changing the record.** Contact READ UI Review the Contact information displayed on the screen. Depending on the information associated with the Contact, this can include Category, Name or Business Name, Phone numbers, Photos, Email addresses, Addresses, Water Bodies, Products, Services, Websites, and User information. ### Contact Actions **From the Contact READ screen, use the available actions to work with the selected Contact.** Contact READ Menu Actions Use **Add Quote**, **Add Work Order**, or **Message** for common Contact actions. Select the **three-dot menu** for additional actions appropriate to the selected Contact. > **Tip:** Creating a Quote or Work Order from the Contact helps carry the customer's Contact information forward into the new record, reducing duplicate entry and helping keep information consistent. ## Edit a Contact — EDIT Mode **From the Contact READ screen, select Edit to open the Contact in EDIT mode and make changes.** Contact EDIT UI In EDIT mode, you can change existing Contact information or add related information. This can include First, Middle, and Last Name, Business Name, Category, Phone numbers and types, Email addresses, Addresses, Photos, Water Bodies, Products, Services, Websites, and related User information. ### Add Related Information **Select the + button in a Contact section to add another item to that section.** Contact EDIT related information A Contact can have multiple phone numbers, email addresses, addresses, and other related records. Some sections also provide actions such as dialing a phone number, sending an email, opening an address in a map, adding a note, or adding photos. ## Add a Water Body for a Customer **For a customer Contact, use the Water Body section to associate the customer's pool, spa, or other serviceable Water Body with the Contact.** The Water Body connects the customer to the pool, spa, or other location where service is performed.
Water Body EDIT — Details
On the Water Body screen, enter a **Name** for the Water Body. The Name is required. You can also record **Gallons**, **Baseline Filter Pressure (psi)**, and **Notes**, and use **Add Photos** to attach Water Body photos.
Water Body — Related Information
Use the **+** buttons to add related **Check List - Water Body**, **Reading**, **Item Needed**, **Equipment**, **Product**, and **Photos** information. When you finish entering the Water Body information, select **Save** at the top of the screen. A customer may have one or multiple Water Bodies. Maintaining Water Body information with the Contact gives your team access to the customer and service-location information needed when creating and performing work. ## Save Your Changes **When you finish adding or changing Contact information, select Save at the top of the screen.** > **Tip:** Keep Contact information current as your business changes. Complete and accurate Contact records improve the information available throughout SwimTech. ## What's Next? After entering a customer and the appropriate Water Body information, you can begin creating customer work. Continue to **Quotes** when you need to prepare proposed work or pricing, or **Work Orders** when you are ready to create and manage service work for the customer. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://help.getswimtech.com/documentation/using-swimtech/contacts.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.