Acquaint Help Topics
Acquaint Help Topics
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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

  1. Go to the Main tab of the Ribbon Menu

  2. Click the New Contacts icon

  3. Fill in the required fields

  4. Click Save

Quick Add Method

  1. Use the Quick Add screen for minimal data entry

  2. 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.

🧾 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

When entering:

  • Name

  • Mobile Number

  • Email Address

The system checks for existing records and prompts you to:

  • Continue Adding a new record

  • Or Select an existing one to modify


📌 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): 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.