How to Manage Client Contacts

Table of Contents

Interactive Demo

User Permissions

Accessing the Client List

Managing Contacts

     Adding a New Contact

     Assigning Contacts to Projects

     Deleting a Contact

View Client Projects

Interactive Demo

Explore BigTime Client List Tab below with an interactive demo. Click Get Started to navigate seamlessly through the interface and discover a feature. You can restart the demo whenever it works best for you.

User Permissions

Only users with the View/Manage Client List permission will see the Client List in the Sales Tab.

Admins can enable this under User Rights Settings.

Accessing the Client List

To access the Client List:

• Navigate to the Sales tab in the main menu.
• Click Client List.

Here, you’ll see an alphabetical list of all clients in your firm. Use search, filter, or sort to find the clients you're looking for quickly.

Managing Contacts

Under the Contacts tab, you can:

• Add new contacts without needing an associated project.

• View all contacts for a client and the projects they’re assigned to.

• Click a contact’s name to view or edit their details and assign them to new projects.

Adding a New Contact

Once you’ve selected a Client from the Client List, navigate to the Contacts tab to add or manage associated contacts. You can now create contacts independently of a Project, giving you flexibility when building quotes or preparing for client work.

To Add a New Contact:

1. Navigate to the Contacts Tab

Go to the Client List and click the Client name:

You’ll be redirected to Client Info page: 

Then click the Contacts tab to view all associated contacts for the selected client:

2. Click the Add Contact Button

Select Add Contact to open a modal window.

3. Enter Contact Details. 

4. Fill in required fields: 

• First Name
• Last Name

5. Optionally, fill in:

• Title, Contact Type
• Email, Company Name
• Address, City, State/Province, Zip, Country
• Main Phone, Mobile Phone

6. Click Add to save the contact.

Assigning Contacts to Projects

When a contact needs to be linked to a specific project (e.g., for billing or communications), follow these steps:

1. Go to the Project List

Navigate to the desired Project, then access the Contacts tab under that project.

2. Click “Copy” button

Use the COPY button to select a contact from the existing list of client contacts.

3. Assign a Role

In the modal:

• Choose the contact.
• Assign a Role: Billing, Primary, or Other.

4. If a “Primary” or “Billing” contact already exists, the system will automatically update the old contact to “Other” and apply the selected role to the new contact.

5. Save the Contact to the Project

Deleting a Contact

Contacts can be deleted even if they’ve been used in projects or invoices — BigTime will notify you before removing them from any associated records.

To delete a contact:

1. From the Client List, click into the desired client record.

2. Navigate to the Contacts tab.

3. Locate the contact you want to delete.

4. Click on the contact’s name to open their details.

5. Click the Delete button (or trash icon).

6. Confirm the deletion when prompted.

View Client Projects

You can now view all projects linked to a client directly from the Client List.

1. Open the Client List from the Sales tab.
2. Click a client’s name to open its record.
3. Select the Projects tab.
4. Review all related projects, including:
   • Project Name (clickable)
   • Project ID
   • Project Owner
   • Deposit Amount
   • Additional custom or cost center fields
5. Click a project name to open it in the Project List.

Tip: Use sorting and filters to find projects faster.

Note: This tab makes it easier to review all client-related work without switching screens.