Contacts
Contacts are the people you communicate with when managing a client's work.
Each contact stores a name, email address, and phone number. Contacts belong to your business, so the same person can be linked to multiple clients or locations without creating duplicate records.
You can also assign a primary contact to each location, allowing TREVY to automatically select the right person when communicating about work at that address.
Understanding contacts
A client and a contact serve different purposes in TREVY.
The client is the customer record that connects jobs, invoices, quotes, locations, and other documents.
A contact is a person who can be associated with that client or one of their locations.
For example, a property manager might be your client, while individual tenants are contacts associated with different rental properties.
Each location can have one primary contact. When a job uses that location, TREVY uses the primary contact by default.
If the location doesn't have a primary contact, TREVY uses the client instead.
Contacts can be reused
Contacts belong to your business rather than being restricted to a single client or location.
If someone is already saved in TREVY, you can attach their existing contact record instead of entering their details again.
See Locations for more information about how contacts relate to addresses.
Add a contact
You can add a contact from a client's details or directly from a location.
From a client
- Open the client.
- Tap + in the Locations & Contacts card.
- Select Add contact.
- Enter the contact's details.
The contact is added to the client.
You can also link them to one or more of the client's locations.
From a location
- Open the client's location.
- Tap + in the Contacts card.
- Select Add contact.
- Enter the contact's details.
TREVY automatically links the new contact to the location.
Contact fields
On the Add Contact screen, enter the following information:
| Field | Required | Description |
|---|---|---|
| Name | Yes | The name displayed throughout TREVY. |
| No | The contact's email address, automatically converted to lowercase. | |
| Phone | No | Validated against your business country. |
| Locations | No | One or more of the client's locations to associate with this contact. |
You can also add a contact while creating a location. The contact is saved with that location.
Attach an existing contact
If a person is already saved in TREVY, you can reuse their contact record.
To attach an existing contact to a location:
- Open the location.
- Tap + in the Contacts card.
- Select Attach existing contact.
- Choose the person you want to link.
TREVY doesn't show contacts that are already linked to the location.
This avoids creating duplicate location relationships.
Set a primary contact
Each location can have one primary contact.
The primary contact is marked with a PRIMARY badge and is used by default for job communication at that address.
From the client details screen
In the Locations & Contacts card, tap a contact listed under a location.
Choose one of the available actions:
| Action | What it does |
|---|---|
| Set as primary | Makes this person the primary contact for the location. |
| Remove as primary | Removes the primary designation but keeps the contact linked. |
| Unlink from this location | Removes the contact from the address while keeping them associated with the client. |
From a location
Open the location details and use the menu beside a contact.
You can select Set as primary, Remove primary, or Unlink.
Primary contacts are location-specific
A contact can be associated with multiple locations.
Setting someone as the primary contact for one address doesn't make them the primary contact for every other address.
How contacts affect communication
TREVY uses saved client and contact information to select default recipients for jobs and documents.
The exact behaviour depends on what you're creating.
Jobs
When you select a client for a job, TREVY initially uses the client as the job's primary contact.
The client's name, phone number, and email are used as the starting contact details.
Selecting a location
When you select a location, TREVY loads the contacts associated with that address.
If the location has a primary contact:
- That person becomes the job's primary contact.
- Their email becomes the job's communication email.
If the location doesn't have a primary contact, TREVY uses the client.
Changing a job's address
If you change the location on a job, TREVY asks what to do with the current access note and primary contact.
You can keep the existing details or replace them with the information saved against the new location.
Changing a job's contact
You can change a job's contact before or after saving it.
You can choose:
- The client.
- Another contact linked to the location.
- A contact entered for that job only.
You can also change the job's communication email.
These changes affect only the job. They don't modify the saved client or location.
Job-specific contact details
If a different person is handling a particular job, you can enter their details on that job without changing the customer's permanent contact information.
Booking and reminder emails
If Booking Email or Reminder Email is enabled, the job needs a valid contact email.
If the selected contact doesn't have one, TREVY prompts you to add an email before it can send the communication.
Demo jobs
Demo job drafts have fixed contact details so you can explore them safely.
Invoices, quotes, and credit notes
When you select a client for an invoice, quote, or credit note, TREVY initially uses the client's email address as the recipient.
Before sending, you can change the recipient.
TREVY lets you choose from:
- The client.
- Contacts linked to the client's locations.
- Another email address entered for that document only.
Contacts linked to locations are labelled with their associated location, making it easier to select the right person.
Sending a document again
After a document has been sent, TREVY remembers the address it was last sent to.
That address is selected by default the next time you send the document.
Demo documents
Demo documents use your own account email address.
Their recipients cannot be redirected.
Changing a contact doesn't update previously sent documents
Emails are sent to the recipient saved on the record at the time.
Changing a client's email or a location's primary contact doesn't change the recipient recorded on documents that have already been sent.
You can select a different recipient when sending a document again without changing the saved client or location.
Unassigned contacts
A contact can belong to a client without being linked to a specific location.
These contacts appear under UNASSIGNED CONTACTS in the client's Locations & Contacts card.
Tap an unassigned contact to:
- View contact: Open the contact's details.
- Assign to location: Link the contact to one of the client's locations.
Assigning a contact to a location doesn't create a new contact record. It adds a relationship to the existing contact.
Edit a contact
Open a contact to view and edit their details.
You can update:
- Name
- Phone
- Linked locations
Changes to the name, email, and phone save automatically as you finish editing.
You can also change which of the client's locations the contact is associated with.
Unlink or delete a contact
Unlinking and deleting are different actions.
Unlink a contact
Unlink a contact when you only want to remove their relationship with a particular location.
The contact remains saved and can still be associated with the client or other locations.
Delete a contact
Deleting removes the contact from your business entirely.
Before deletion, TREVY shows the locations where the contact is currently used.
Deleting a contact:
- Removes them from every client and location.
- Clears their primary contact designation wherever applicable.
- Permanently deletes their contact record.
Contact deletion is permanent
Deleting a contact cannot be undone.
If you only want to remove someone from one address, unlink them from that location instead.