Contact Directory

The Contact Directory stores organizational contact records for people associated with buildings, assets, contracts, and other entities (for example, building managers, tenant representatives, contractor technicians, equipment suppliers, emergency contacts). Create contacts with detailed information including name, job title, organization, phone numbers, email, and contact class (for example, Internal Staff, External Contractor, Supplier, Tenant). When logging a helpdesk issue, technicians can quickly select the issue reporter from the Contact Directory drop down rather than typing details manually, the system auto-populates name, phone, and location information, accelerating issue logging and ensuring accurate contact data. Link contacts to specific buildings, departments, or suppliers to support filtered searches (for example, "show me all electrical contractors" or "list all contacts at Building A"). Use contact classes to organize people by relationship type, enabling targeted communications (for example, email all tenant contacts about planned maintenance). This centralized contact management reduces duplicate data entry, ensures consistency across modules (helpdesk, tasks, contracts, assets), and provides quick access to key personnel information during emergencies or routine operations.

Facilities > Contacts > Contacts

The link will open the Contacts grid. It is a grid view which can be searched, sorted and customised as normal.

To add a new Contact click New , to edit an existing Contact click Edit . A pop up window will appear which will allow the creation or amendment of a Contact.

Click to view - Detail Tab Fields and Descriptions

Field Name	Description
Personnel Details
First Name	The first name of the Contact.
Surname	The surname of the Contact.
Title	The title of the Contact e.g. Mr, Mrs, Dr.
Job Title	The job title of the Contact.
Staff ID	The Staff identification number of the Contact.
Contact Class	From the drop down select the Contact Classes of the Contact - for more information see Contact Classes.
Company	From the drop down select the company the Contact is associated with - the drop down is linked to Suppliers.
User Account	From the drop down select the User Account - the drop down is connected to User Accounts. If the User has access to Widgets that require Contact information, connecting this drop down will cause the widget to auto-populate the Contact details.
MRI Dreamscape User	Available from 5.5.1.0 Select a MRI Dreamscape User to link it to the current Contact. The list contains MRI Dreamscape Users not already linked to other Contacts (similar to the way that the Evolution Go User field works in Resource Input Panel). This field is only displayed if the MRI Dreamscape Integration purchase key is licensed.
Client	Available from 6.0.1.0 From the drop down select the Client the Contact is associated with.
Contact Details
Office	The office telephone number - This field will auto-populate the phone number on the Helpdesk and Helpdesk Widgets.
Mobile	The mobile number of the Contact,
Home	The home number of the Contact.
Fax	The fax number of the Contact.
Other	Any other contact number for the Contact.
Bleeper	The bleeper or pager number of the Contact.
Email1	The Email of the Contact - This field will auto-populate email on the Helpdesk and Helpdesk Widgets.
Email2	A secondary Email of the Contact.
LDAP ID	The Contacts LDAP (Lightweight Directory Access Protocol) Identification.
Picture URL	The URL Link to the Contacts Picture.
Address	The address of the Contact.
Postcode	The postcode of the Contact.
Country	Available from 4.4.5 From the drop down select the Country of the Contact - for more information see Countries.

Click to view - General Tab Fields and Descriptions

Field Name	Description
General Details
Employee Type	From the drop down select the Contact's Employee Type - for more information see Employment Types
Position	From the drop down select the Contact's Position - for more information see Positions
Desk Status	From the drop down select the Contact's Desk Status- for more information see Desk Status.
Grade	From the drop down select the Contact's Grade - for more information see Grades.
Team	From the drop down select the Contact's Team - for more information see Team.
Grid Reference	The grid reference of the Contact for use with work space management.
Directory Qty	The directory quantity of the Contact.
Desk No.	The desk number of the Contact.
Joining Date	The joining date of the Contact.
Leaving Date	The leaving date of the Contact.
First Aider	Check the box if the Contact is a first aider.
First Aid Expiry	The date the Contact's first aid certificate expiries.
Fire Warden	Check the box if the Contact is a fire warden.
Security No.	The Contact's security number.
Sec. No. Expiry	The expiry date of the Contact's security number.
Photo ID No.	The Contact's photo ID number.
Photograph	Other information relating to the Contact's photograph.
Car Registration 1	The car registration of the Contact.
Car Registration 2	A secondary car registration for the Contact.
Car Park	The car park / space allocation of the Contact.

Click to view - Employment Tab Fields and Descriptions

Fields	Description
Working in
Department	From the drop down select the Department the Contact is working in - for more information see Departments.
Dept. Group	Department Group will be auto-populated from the selection of Department, providing the Department has been placed in a Department Group - for more information see Department Groups.
Element	From the drop down select the Contact's Department Elements - the available list will filter according to the Department the Contact has been assigned to. A Department must be linked to be able to connect Elements - for more information see Department Elements.
Manager	From the drop down select the Contacts Manager - This connects to the Contacts Manager.
Building	From the drop down select the Building the Contact is situated in - for more information see Building Register. Available from 7.0.0.0 It is possible to display the relevant parent/child relationship data in this auto-complete by enabling the Enable Hierarchical Auto-Completes option in the General Preferences page.
Location	From the drop down select the Location the Contact is situated in - the Location list will filter according to the Building selection, the Building must be selected before a Location can be chosen - for more information see Location Register. Available from 7.0.0.0 It is possible to display the relevant parent/child relationship data in this auto-complete by enabling the Enable Hierarchical Auto-Completes option in the General Preferences page.
Belonging to
Department	From the drop down select the Department that the Contact belongs to.
Dept. Group	Department Group will be auto-populated from the selection of Department, providing the Department has been placed in a Department Group.
Cost Info
Cost Centre	From the drop down select the Cost Centre the Contact belongs to - for more information see Cost Centres Available from 6.1.0.0 Cost Centres that have a Historic or Suspended state are excluded from this list.
Cost Code	From the drop down select the Cost Code the Contact Belongs to - the Cost Code list will filter according to the Cost Centre selected, the Cost Centre must be selected before a Cost Code can be chosen - for more information see Cost Codes Available from 6.1.0.0 Cost Codes marked as Locked against the Cost Centre are excluded from this list.

Click to view - Additional Notes / Needs Tab Fields and Descriptions

Field	Description
General Notes
General Notes	Free text general notes regarding the Contact.
Special Needs
Disabilities	Check the box if the Contact has a disability.
Special Needs	Free text detailing any special requirements or needs of the Contact.

Click to view - Communication Preferences Tab Fields and Descriptions

Field	Description
Communication Preference	From the drop down set the preference for the Contact to be opted in or out of receiving automated emails generated by the system via standard functionality of workflows.
Last Updated	System generated to show when the preference was last updated
Last Updated By	System generated to show who last updated the preference
Contact Preference	Available from 5.5.0.0 Multi-select drop down allowing the Contact's preferred methods of communication to be set. The available options as follows: No Preference Email Phone Text Letter Other To take advantage of this feature any workflows that automate communication with Contacts will need to refer to these preferences.

Complete the fields and click Save .

Once the Contact header has been completed and saved a sub navigation will appear to allow additional entities to be assigned.

These include:

Assign Activities
Assign Assets
Associated Locations
Buildings
Suppliers
Contracts
Tasks

Assign Activities

Click to view more detail.

Within day-to-day operations, Contacts may be required to undertake certain activities. For example: fire drills and staff induction. Assigned Activities can be used to record these.

Facilities > Contacts > Contacts

The link will open the Contacts / Activity grid. It is a grid view that can be customised and sorted as normal.

To add a new Activity click New , to edit an existing Activity click Edit . A pop up window will appear which will allow the creation or amendment of a Activity.

Click to view - Activity Fields and Descriptions

Fields	Description
Date	The date the Contact completed the Activity.
Activity	From the drop down select the Activity Type the Contact has completed.
Result	Enter the result of the Activity for example: pass or 98%
Renewal Date	The date that the Activity should be renewed or retaken.

Complete the fields and click Save and Close .

To create Activity Types see Activity Type

Assign Assets

Click to view more detail.

Assets can be assigned to a Contact, this keeps a record of who has the equipment, when they took possession and when it was returned.

Facilities > Contacts > Contacts

The link will open the Contacts / Asset grid. It is a grid view that can be customised and sorted as normal.

To add a new Contact Asset Assignment click New , to edit an existing Contact Asset Assignment click Edit . A pop up window will appear which will allow the creation or amendment of an Assigned Asset

Click to view - Assign Assets Fields and Descriptions

Field	Description
Asset	From the drop down select the Asset the Contact is taking charge of.
Allocated	Enter the date the Asset was allocated to the Contact.
Returned	Enter the date the Contact returned the Asset.

Complete the fields and click Save and Close .

To create Assets see Asset Register

Associated Locations

Buildings

Suppliers

Contracts

Tasks

Additional Icons

Additional Icon	Name	Description
	Contact Status	Available from 4.8.0.0 From the drop down select the Contact Status To create a Contact Status see Contact Status

Additional Icon

Name

Description

Contact Status

Available from 4.8.0.0

From the drop down select the Contact Status

To create a Contact Status see Contact Status