Contacts

👥 Contacts & Communication

About Contacts

Overview of how Contacts are structured in Acquaint, including types (e.g. Applicant, Landlord, Vendor) and how they link to properties, correspondence, and financial records.

Adding Contacts

Use the New Contact icon to create a record. Fill in personal details, assign a Contact Type, and save. Essential for managing relationships and linking to properties.

Adding Contacts with Quick Add

A streamlined method for adding basic Contact details quickly. Ideal for phone enquiries or walk-ins where full data entry isn't immediately needed.

Contact List

Displays all Contacts in the system. Use filters to search by name, type, or status. Right-click for quick actions like edit, delete, or correspondence.

Copy Contact

Duplicates an existing Contact record. Useful when creating similar records (e.g. family members or business partners) without re-entering shared details.

Delete a Contact

Removes a Contact from the system. Only possible if the Contact has no linked properties, tenancies, or outstanding balances.

Edit a Contact

Open the Contact record and update fields such as address, phone number, or status. Changes are logged in the Event Log.

Linking Contacts

Connect related Contacts (e.g. landlord and tenant, buyer and solicitor). Enhances visibility and streamlines communication.

Merge Contact

Combines duplicate Contact records into one. Preserves linked data and correspondence. Use with caution—this action is irreversible.

Merge Fields

Dynamic placeholders used in templates (e.g. {{ContactName}}). Automatically populate with Contact-specific data when sending letters or emails.

Contact Correspondence

View and manage all communications linked to a Contact. Includes letters, emails, SMS, and documents. Useful for audit trails and follow-ups.

Sending Correspondence

Initiate communication from the Contact record. Choose method (email, SMS, letter), select a template, and send. Correspondence is logged automatically.

Labels

Generate printable address labels for selected Contacts. Useful for bulk mailings or physical correspondence.

Letters

Create or send templated letters to Contacts. Use merge fields for personalization. Letters are stored in the Contact’s correspondence history.

Notes

Add internal notes to a Contact record. Can be used for reminders, call logs, or important updates. Not visible to the Contact.

📅 Appointments & Tasks

Appointments

Schedule viewings, meetings, or calls. Link to Contacts and Properties. Appears in the diary and can trigger reminders.

Automatic Appointment Reminders

System-generated reminders sent via email or SMS. Helps reduce no-shows and keeps Contacts informed of upcoming appointments.

Tasks

Create and assign tasks to users. Track progress, set deadlines, and link to Contacts or Properties. Useful for workflow management.

🏠 Property Management

Property Information

Core details about a property: address, type, status, owner, and linked Contacts. Forms the basis for listings, tenancies, and sales.

Property Market Position

Indicates where a property sits in the sales or lettings pipeline (e.g. Available, Under Offer, Sold). Helps track progress and reporting.

Property Requirements

Used for matching Applicants to suitable properties. Define preferences like location, price range, and number of bedrooms.

⚖️ Legal & Compliance

Tools and guidance for managing data privacy. Includes anonymisation, consent tracking, and the right to erasure.

Send Details to IFA

Send financial details of a Contact to an Independent Financial Advisor. Typically used during property transactions.

Send Details to Solicitor

Send relevant Contact and property details to a solicitor. Streamlines legal communication during sales or lettings.