Acquaint Help Topics
Acquaint Help Topics
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Adding Contacts

👤 Adding a New Contact

Every person or company you interact with—Applicants, Landlords, Vendors, Contractors, Solicitors, Utility Suppliers—is added as a Contact in Acquaint.

🛠️ 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

🧾 Key Contact Fields

  • 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 behaviour (e.g. Applicant, Landlord)

  • Status – Current or Expired

  • Source – Tracks how the Contact was introduced

  • Linked To – Connect related Contacts (e.g. joint buyers)

  • 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:

  • Home Address – Includes postcode, town, region, phone, fax

  • Business Address – Includes company, department, job title, qualifications

đź“Ť Postcode Lookup Options

  • Internal (default) – Builds a local database as you enter Contacts

  • Postcode Anywhere – Uses Royal Mail’s database (charged per lookup)

đź“Ś 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.

đź”— 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 Tabs Based on Contact Type

Depending on the Contact Type, you’ll see icons for:

  • More Details

  • Correspondence – Letters, SMS, Emails, Notes, Tasks.

  • Appointments

  • Property Requirements

  • Sent / Offers

  • Properties – Vendors / Landlords only

  • References – Lettings Applicants only

  • Tenancies – Lettings Applicants only

  • Account – Landlords / Tenants only

  • Work Order

  • User Settings – Users only

🧭 Advanced Tab Features

The Advanced tab provides powerful tools for managing and verifying Contacts:

  • Create Link (Advanced / Quick) – Link Contacts with detailed or fast setup

  • Copy Contact – Duplicate a record

  • Merge Contacts – Combine duplicates

  • Requirements Report – Generate property match reports

  • Send Details to IFA – Forward financial info to advisors

  • Veriphy ID / AML Check – Verify identity and compliance

  • Event Log – View audit trail

  • Send to Brief Your Market – Push data to marketing platform

  • The Moving Hub – Integrate with conveyancing services

  • Credit Safe Check – Run credit checks

  • View Client Login – Access the Contact’s Client Login portal

âś… 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 manage property offers efficiently