Plot Contacts

Modified on Wed, 8 Oct at 2:10 PM

Plot contacts can be added to plots to record who is residing in, or, managing a property.

Contact types can be Resident, Estate Agent or Landlord.

Plot contacts must have either an email address or phone number to be added within the 'Contacts' tab.

Adding a new Plot Contact

Step 1: Select the plot > Contacts > + New Contact

Step 2: The default option is to add by email address. We recommend entering this all lower-case.

If you do not have an email address, you can add by phone number by click 'This contact does not have an email' as shown in the below screenshot. If you have the Resident Portal on your account, plot contacts cannot login using a phone number.

Step 3: Click Continue

Step 4: Complete all required information. Forename and Surname are mandatory fields.

The contact type will default to 'Resident', this can be changed if required by clicking the drop-down options.

If the resident portal is enabled you will need to enter a start date for the resident to be able to login and view their plot.

Step 5: Click Save

Editing a Plot Contact

Once a contact is created, you can click 'Edit' to amend the details including Title, Name, Start/End Dates, Phone Number, Type & Notes. Once you have updated the changes, click 'Save'.

The email address cannot be amended.

Should you need to change an email address, a new Plot Contact will be required.

Removing a Plot Contact

If you wish to remove a plot contact, click 'Edit' & then click 'Remove this contact'.

If you have multiple plot contacts to remove, the primary contact must be removed last.

Resident Portal

If the Resident Portal is enabled on your account & you wish the plot contact to have login access, please Click Send Invitation. This will send an email invitation to the contact to confirm their email address and set a password. Please Note: you cannot log in to the Resident Portal using a phone number only.

If the Resident Portal is enabled, the plot contact can be given the ability to raise Defects and receive Notifications using the toggle buttons in the 'Contacts' tab.

If the Create Defects toggle does not appear please head to Admin > Your Account > Edit and ensure the option 'Can Residents Create Defects' is switched on.

For plot contacts to raise new Defects, there must be a Start Date against the Plot & Contact as shown below. Without this, the portal will be blank when the contact logs in to the Resident Portal.

When a Resident leaves a property

There is an option to add 'End Dates' to your plot contacts to help control access to Defect information when a Resident has left a property, and a new Resident has moved in.

For example, in the below example Resident 1 lived within this property from February 2025 to April 2025.

Resident 2 then moved in May 2025.

By ensuring these dates are added accurately, Resident 1 cannot see any Defects belonging to Resident 2 and vice versa.

As soon as the 'End Date' expires, the access to the Resident Portal will cease & they can no longer log in.