About Contacts
👤 Adding a New Contact in Acquaint
Everyone you interact with—Applicants, Landlords, Vendors, Contractors, Solicitors, Estate Agents, Companies—is added as a Contact in Acquaint. Each Contact Type determines how the system handles and displays their information.
🛠️ How to Add a Contact
You can add a Contact in two ways:
Standard Method
Go to the Main tab of the Ribbon Menu
Click the New Contacts icon
Fill in the required fields
Click Save
Quick Add Method
Use the Quick Add screen for minimal data entry
Ideal for fast input during calls or walk-ins
Watch Acquaint Desktop - Adding a New Contact for a full walkthrough of the standard method, including field-by-field guidance.
https://youtu.be/lJ9T4vsd-MA?si=Pexm-s86j525iaxk
🧾 Key Fields to Complete
First & Last Name – Triggers duplicate checking
Mobile Number & Email – Also checked for duplicates
Title & Salutation – Used for correspondence; customizable for formal/informal tone
Birth Date – Optional, selected via calendar
Contact Type – Crucial for system behavior (e.g. Applicant, Landlord)
Status – Current or Expired
Source – Tracks how the Contact was introduced
User Assigned To – Can be reassigned
Site/Branch – Automatically set, but editable
For company Contacts (e.g. Utility Suppliers, Solicitors), enter the name in the Company Name field - not First/Last Name.
🏠 Address Details
Each Contact can store two addresses:
1. Home Address
Includes:
Country, Postcode, Property Name, Street, Town, Region
Telephone, Fax
Option to mark as Mailing Address
2. Business Address
Includes:
Company, Department, Job Title, Qualifications
Country, Postcode, Street, Town, Region
Telephone, Fax, DX
Option to mark as Mailing Address
Royal Mail postcode lookup is available (charged per click).
🔄 Duplicate Checking
📌 Mandatory Fields
You must complete all required fields before saving. If anything is missing, a pop-up will alert you to fill in the gaps.
🔗 Linking Contacts
Use the Link field to associate related Contacts (e.g. joint buyers with different surnames). Watch Acquaint Web - Linking Contacts to see how linking works in practice.
🧠 Applicant-Specific Setup
If the Contact is an Applicant, it’s essential to complete the Requirements screen accurately. This ensures proper property matching based on their criteria.
🧰 Additional Tools & Icons
Depending on Contact Type, you’ll see icons for:
More Details
Correspondence
Appointments
Property Requirements
Sent / Offers
Properties (for Vendors/Landlords)
References (Lettings Applicants)
Tenancies (Lettings Applicants)
Account (Landlords/Tenants)
Work Order
User Settings (for internal users)
📝 Notes & Documents
You can add internal notes and attach documents to a Contact:
Acquaint Desktop - Adding a Note shows how to log important updates or reminders.
Acquaint Desktop - Adding a document demonstrates how to attach files like ID scans or contracts.
🏷️ Best Practices
Use the New Contact icon in the Quick Access toolbar for fast entry
Expire inactive Contacts instead of deleting them—this preserves historical data
For Offers, watch Acquaint Web - Creating Offers via Contacts to see how to manage property offers from a Contact record
⚙️ Advanced Tab Features
The Advanced tab provides powerful tools for managing Contacts, verifying identity, generating reports, and integrating with external services.
Here's what each option does:
🔗 Create Link (Advanced / Quick)
Create Link (Advanced): Allows detailed linking between Contacts, including relationship type and shared property interests.
Create Link (Quick): A faster method for linking Contacts with minimal setup—ideal for straightforward associations.
📋 Copy Contact
Duplicates an existing Contact record. Useful when adding similar Contacts (e.g. family members or business partners) without re-entering shared details.
🔀 Merge Contacts
Combines duplicate Contact records into one. Preserves linked data and correspondence. Use with caution—this action is irreversible.
📊 Requirements Report
Generates a report based on a Contact’s property requirements. Helps agents match properties more effectively and track applicant preferences.
📤 Send Details to IFA
Sends relevant financial and contact information to an Independent Financial Advisor. Typically used during property transactions.
✅ Veriphy ID / AML Check
Initiates an ID verification and Anti-Money Laundering (AML) check via Veriphy. Ensures compliance with legal and financial regulations.
📅 Event Log
Opens the Event Log to view actions taken on the Contact record (e.g. deletions, logins, correspondence). Useful for auditing and tracking changes.
📣 Send to Brief Your Market
Sends Contact details to Brief Your Market, a marketing platform. Enables targeted campaigns and automated communications.
🏡 The Moving Hub
Integrates with The Moving Hub, a platform for conveyancing and property-related services. Facilitates smoother transitions for buyers and sellers.
💳 Credit Safe Check
Performs a credit check on the Contact using CreditSafe. Useful for assessing financial reliability, especially for tenants or buyers.
🌐 View Client Login
Logs into the Client Login portal using the Contact’s credentials. Displays their personalized Home Page, showing appointments, documents, and updates.