It’s a good idea to create a contact or two for each project. That way you’ve got someone to reach out to when questions come up and challenges arise, as they occasionally do.
BigTime allows you to include information about the contacts you create. You can add details like your contact’s name, type of work, and association to you. For example, Max McPerson is an accountant and billing contact for our ABC Studios project. Plus, we can add Max's address and phone number. These details are useful when you’ve got a several projects and many contacts to keep straight!
First, let's learn how to create a project contact. Then, we'll explain how to delete a contact.
1. Click MY COMPANY... PROJECT LIST in the navigation bar.
2. Select the project you want to add project contacts to.
3. Click on the CLIENT tab at the top of your project page, and then click the CONTACTS tab below that.
4. Click on the gray ADD CONTACT button.
You’ll notice the “Edit Contact” window pop up. It’ll look like this:
5. Now you’re ready to add information about your contact. We recommend adding as much information as possible. You’ll appreciate doing so when you’re having a frantic moment and need to get ahold of your billing contact immediately!
Here are some points to consider when adding information about your contacts:
Identify your contact’s role in the project: primary, billing, or other. Do this by clicking the GRAY ARROW under CONTACT ROLE ON THIS PROJECT. Click here to learn more about these roles.
Add your contact’s address. BigTime can automatically apply the client’s address to your contact—if the client and contact share the same address.
Click USE CLIENT ADDRESS to apply the client’s address to your contact.
Your billing contact’s address should be the same as the client’s, if you want your client’s address to appear on the invoices you create in BigTime. Click here to learn about adding client information to your projects.
Identify your contact type. This field is a helpful reminder about the type of work your contact performs. If your contact, Tim Johnson, is an accountant, then select “accountant” from the picklist (dropdown menu) under Contact Type.
Click here to learn how to add and edit the values in BigTime’s picklists.
6. Save your work by click on the blue SAVE button.
Although it’s easy to add project contacts, it’s just as easy to copy contacts within projects for the same client. Click here to learn how to copy contacts.
Deleting a Project Contact
It’s easy to delete a project contact. Here’s how:
1. Go to MY COMPANY...PROJECT LIST. Select the project you’d like to delete your contact from, and then click on the CLIENTS tab at the top of your project page.
2. Next, select the tab marked CONTACTS to view your contacts' information. Click on the hyperlinked name of the contact you’d like to delete.
3. Now click DELETE.
4. BigTime will prompt you with a pop up window to make sure you want to delete your contact. Click YES to delete them.
- WHERE ARE PROJECT CONTACTS DISPLAYED?
There are two ways to see your project contacts:
HERE'S THE FIRST WAY:
Click MY COMPANY...PROJECT LIST from the navigation bar. Then, select a project from your list of projects, and go to the DETAILS tab.
Now, you’ll see the project contacts you’ve created on the right side of the Project Dashboard window.
HERE’S THE SECOND WAY:
Click on the CLIENT tab inside your Project Dashboard. Then, click the header labeled CONTACTS.
You’ll see all of the project contacts you’ve created.
This view is handy when you need to see specifics about a project contact or want to make an edit. Simply click on the hyperlinked name and the contact’s information will pop up in a new window.
Now you can see all of the information for your contact, and you can edit it.
You can also access your contacts on the BigTime mobile app for your smartphone. In fact, you can utilize GPS navigation to get to your contact's location.
- WHAT BIGTIME FUNCTIONS USE PROJECT CONTACTS?
You can add project contacts to the custom reports you create. For example, you could create a report with billing contacts and projects. That way, you've all of the billing contacts for each project you’re working on.
You can also add project contacts to your project list. It’s another way to see your contacts at a glance. Here’s how to set this up:
Click MY COMPANY...PROJECT LISTon the navigation bar.
Click the GEAR ICON.
A picklist of options will appear. Scroll through this list and select the contact information that’s pertinent to you, such as primary contact first and last names. These selections will be field names on your project list.
Before you hit APPLY, scroll up to the top of the picklist and you can click and drag the SIX DOTS to move your selected fields. This affects how the tabs will appear on your project list.
Click APPLY after you’ve made your selections and changes. In the example below, you’ll see that our primary project contact information was added to the project list view.
WHAT’S THE DIFFERENCE BETWEEN CLIENT INFORMATION AND PROJECT CONTACTS?
Client information is simply information about the client. This information is applied to all of your projects associated with a particular client.
For example, our client is ABC Studios and Michael Smith is the person most closely associated with our client. So ABC Studios and Michael Smith’s name appear on all five of our projects for ABC Studios. Plus, when we invoice out of BigTime, our invoices are addressed to Michael.
In contrast, project contacts are people you’d reach out to if you’ve got a question about the specific project you’re working on. For example, when a billing question comes up we’ll reach out to our billing contact at ABC Studios, not Michael Smith.
It’s important to note that project contacts are project specific. For instance, we’ve got five projects for our client ABC Studios. Each project has its own contacts. However, you can copy contacts from one project to another.