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Manage company contacts

Goal​

To view and manage contacts associated with a company, enabling you to control user access, create orders on their behalf and manage their account settings.

Understanding Company Contacts​

Contacts are individual users who belong to a company and can:

  • Log in to place orders on behalf of the company
  • Access company-specific pricing and products
  • View and manage favorite lists
  • Receive order confirmations and communications

Viewing Company Contacts​

When viewing a company's detail page, the Contacts section displays all associated contacts in a table format.

Contact Information Displayed​

For each contact, the following information is shown:

  • Name: Full name of the contact
  • Email: Email address (used for login and communications)
  • Phone: Fixed phone number
  • Mobile: Mobile phone number
  • Primary Language: The contact's preferred language for communications

Contact Actions​

Each contact has several actions available in the table:

Account Management Actions​

  1. Reset password

    • Triggers a password reset for the contact
    • Sends reset instructions to the contact's email
    • Use when contacts forget their login credentials

  2. Create / delete Account

    • Creation:
      • Sends an email to the contact for setting a password
      • After setting a password, the contact can log in to the webshop
    • Deletion:
      • Permanently removes the contact's login access
      • Contact information is retained for historical records
      • Orders placed by this contact remain in the system

Sales Actions​

  1. Favorite lists

    • View and manage the contact's favorite product lists
    • Useful for understanding buying preferences
    • Can help with targeted sales efforts

  2. Create Quote

    • Create a new quote on behalf of the contact
    • Pre-fills contact and company information
    • Useful for sales representatives assisting customers

  3. Create Order

    • Create a new order on behalf of the contact
    • Bypasses the normal checkout process
    • Useful for phone orders or assisted sales

Adding New Contacts​

  1. Click the New contact button in the top right corner
  2. You'll see placeholder rows for new contacts in the table
  3. Fill in the required contact information
  4. The new contact will be associated with the current company

Contact Display Information​

The contacts section shows:

  • Total number of contacts (e.g., "6 contacts")
  • Download icon for exporting contact data
  • Pagination if there are many contacts

Best Practices​

Contact Management​

  • Unique Emails: Each contact must have a unique email address
  • Complete Information: Fill in all contact fields for better communication
  • Language Settings: Set the correct primary language for each contact

Security Considerations​

  • Password Resets: Only trigger when requested by the contact
  • Account Deletion: Verify before deleting accounts
  • Access Control: Ensure contacts only have appropriate permissions

Sales Support​

  • Assisted Orders: Use Create Order for phone sales
  • Quote Management: Create quotes during sales conversations
  • Favorite Lists: Review to understand buying patterns

Common Use Cases​

New Employee Onboarding​

  1. Add new contact to the company
  2. Trigger create account for initial login

Important Notes​

  • Deleting a contact's account does not delete their order history
  • Each contact inherits the company's pricing and product access
  • Password resets are sent to the contact's registered email
  • Contacts can belong to multiple companies
  • Create Order/Quote actions use the company's billing and shipping addresses by default, but they can be changed