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Create and Edit a Contact Using Time Captis

Apr 27, 2020     TUTORIAL

Manage your contacts and clients, both individual and business, in Time Captis. Refer to the detailed instructions in the step by step guide below.


1. Sign in to your Time Captis Account
2. Click on ‘Contacts’ from the Dashboard menu.

Figure 1
Figure 1

3. Upon doing so, the ‘Contacts’ page will appear as shown in Figure 2 in which different types of Contact are shown.

Figure 2
Figure 2

4. You can create two types of Contact with Time Captis. Choose ‘Individual’ if your Contact is an individual or choose ‘Business’ if your Contact is a company or business. You can also choose whether the Individual or Business Contact is a Client or not.
To add a Contact, click on the ‘Add Contact’ button and then as shown in Figure 3.

Figure 3
Figure 3

5. Upon doing so, the ‘Add Contact’ page will appear. Choose the contact type from the Add Contact page. Each step shown in Figure 4 is explained in the below table.

Figure 4
Figure 4
Sl. No. Name Type Description
1 Full Name Required Enter the full name of the contact
2 Email Address Optional Enter the email address
3 Mobile Number Optional Enter the mobile number
4 Date of Birth Optional Enter the date of birth of the contact
5 Share Required Choose the team for which the contact is getting added
6 Is Client Optional Check this, if the contact is a client. The 'Is Client' option will be available for all the Teams except 'My Personal'.
7 Address Type Optional Choose the address type from the drop-down menu
8 Address Optional Enter the address for the chosen address type
9 City Optional Enter the city for the chosen address type
10 State Optional Enter the state for the chosen address type
11 Country Optional Enter the country for the chosen address type
12 Zip/Pin Optional Enter the zip/pin code for the chosen address type
13 Add Address Optional Click to add more address type
14 Label Type Optional Choose the label type from the drop-down menu
15 Description Optional Enter the description for the chosen label type
16 Value Optional Enter the value for the chosen label type
17 Add Label Type Optional Click to add more label type
18 Related Person Type Optional Choose the related person type from the drop-down menu
19 Full Name Optional Enter the full name for the chosen related person type
20 Email Address Optional Enter the email address for the chosen related person type
21 Mobile Number Optional Enter the mobile number for the chosen related person type
22 Date of Birth Optional Enter the date of birth for the chosen related person type
23 Add Related Person Optional Click to add more related person type
24 Note Optional Enter a note (if any)
25 Attach Files Optional Choose and upload file from your system

Once you are done with, click on the ‘Save’ button as shown in Figure 4. Upon doing so you can see your recently added Contact appearing in the Contact page.

6. To view a Contact, click on the said Contact on the Contact page as shown in Figure 5.

Figure 5
Figure 5
    For a specific Team, the 'Contacts' will not appear if 'None' permission is given to the user for Contacts.

7. Upon doing so, the view page for the Contact will open as shown in Figure 6. Each step shown in Figure 6 is explained in the below table.

Figure 6
Figure 6
Sl. No. Name Description
1 Full Name Full name of the individual contact
2 Email Address Email address of the individual contact
3 Mobile Number Mobile number of the individual contact
4 Date of Birth Date of birth of the individual contact
5 Details The details added for the contact will appear in this tab
6 Time Report Time report added for all the to-dos, notes, events in which this contact is selected as a contact and time report added for this particular contact will appear in this tab
7 To-Do Time report added for all the to-dos for which this contact is selected as a contact will appear in this tab
8 More Time report added for all the notes, calendar events and invoices (for client only) for which this contact is selected as a contact will appear in this tab
9 Primary Address The details of the added primary address
10 Label The details of the added label
11 Related Person The details of the added related person
12 File The files attached in the add contact page will appear here
13 Add Time Click to add time for this contact
14 Edit Contact Click to edit the contact
15 Delete Contact Click to delete the contact
16 Back Click to return to the contact page

8. To view all the Time Reports added for this Contact, click on the 'Time Report' tab present in the details page of the Contact as shown in Figure 7.

Figure 7
Figure 7

9. Upon doing so, the Time Reports will appear as shown in Figure 8. Each step shown in Figure 8 is explained in the below table.

Figure 8
Figure 8
Sl. No. Name Description
1 Time Report for Contact The time report added for this contact. Click to view the time report.
2 Time Report for Event The time report added for a calendar event in which this contact is added. Click to view the time report.
3 Time Report for To-Do The time report added for a to-do in which this contact is added. Click to view the time report.
4 Time Report for Note The time report added for a note in which this contact is added. Click to view the time report.

10. To view an individual time report added for a Contact/Calendar Event/To-Do/Note, click on the 'View' button appearing against each individual time report in the Time Report tab of the View Contact page as shown in Figure 9.

Figure 9
Figure 9

11. Upon doing so, the Time Report added for the said Item will appear as shown in Figure 10. Each step shown in Figure 10 is explained in the below table.

Figure 10
Figure 10
Sl. No. Name Description
1 Date The date on which the time report was added
2 Total Time The total time added for the item
3 Is Billable? Whether the added time is billable or not
4 Category The category chosen for the time report
5 Comment The comment added while adding the time
6 Edit Time Click to edit the time report
7 Delete Time Click to delete the time report
8 Go Back Click to go back to the time report page

12. To delete an individual time report added for an item, click on the 'Delete' button appearing against each individual time report in the Time Report tab on the view Contact page as shown in Figure 11.

Figure 11
Figure 11

13. Upon doing so, you shall see a pop-up window to confirm before deletion. Click on the 'Confirm' button as shown in Figure 12 and the said time will be deleted.

Figure 12
Figure 12

14. To view all the Time Reports added for the To-Dos in which this contact is added, click on the 'To-Do' tab present in the details page of the Contact as shown in Figure 13.

Figure 13
Figure 13

15. Upon doing so, the Time Reports of To-Do for this Contact will appear as shown in Figure 14.

Figure 14
Figure 14

16. To view all the Time Reports added for the Notes, Calendar Events and Invoices (appear only for clients) in which this contact is added, click on the 'More' tab present in the details page of the Contact as shown in Figure 15.

Figure 15
Figure 15

17. Click on the 'Notes' option from 'More' tab to view the Time Reports added for the Notes as shown in Figure 16.

Figure 16
Figure 16

18. Upon doing so, the Time Reports of Notes for this Contact will appear as shown in Figure 17.

Figure 17
Figure 17

19. Click on the 'Calendar Events' option from 'More' tab to view the Time Reports added for the Calendar Events as shown in Figure 18.

Figure 18
Figure 18

20. Upon doing so, the Time Reports of Calendar Events for this Contact will appear as shown in Figure 19.

Figure 19
Figure 19

21. Click on the 'Add Time' button to add time for this contact as shown in Figure 20.

Figure 20
Figure 20
    In the team specific Contact, the 'Add Time' button in the view Contact page will only appear if the 'View/Edit' permission is given to the user for Time Report.

22. Upon doing so, the Add Time page for the respective Contact will appear as shown in Figure 21. Each step shown in Figure 21 is explained in the below table.

Figure 21
Figure 21
Sl. No. Name Type Description
1 Date Required The current date will auto-populate
2 Total Time Required Enter the total time for the contact
3 Category Required Enter the category for the time report
4 Is Billable? Required Choose whether the adding time is billable or not
5 Add Comment Optional Enter comment for the time report
6 Attach Files Optional Choose and upload file from your system

Once you are done with, click on the ‘Save’ button as shown in Figure 21. Upon doing so you can see your recently added Time appearing on the view Contact page and in the Time Report tab.

23. To edit the Contact, click on the 'Edit Contact' button as shown in Figure 22.

Figure 22
Figure 22
    For a specific Team, the 'Edit Contact' button in the view Contact page will only appear if 'View/Edit' permission is given to the user for Contact.

24. Upon doing so, the Edit Contact page will appear as shown in Figure 23. Edit the details as per your requirement and click on the 'Save' button to save the changes.

Figure 23
Figure 23

25. To delete the Contact, click on the 'Delete' button present in the details page of the Contact as shown in Figure 24.

Figure 24
Figure 24
    For a specific Team, the 'Delete contact' button in the view Contact page will not be available to any of the Team users except the Admin of that Team.

26. Upon doing so, you shall see a pop-up window to confirm before deletion. Click on the 'Confirm' button as shown in Figure 25 and the said Contact will be deleted.

Figure 25
Figure 25

27. To sort the Contacts name by Alphabet, click on the 'Sort By Alphabet' button present in the Contact page as shown in Figure 26.

Figure 26
Figure 26

28. Then click on any of the alphabet as you want for which the result will appear as shown in Figure 27.

Figure 27
Figure 27

29. To check the today and upcoming birthdays of the Contacts, click on the 'Birthdays' button present in the Contact page as shown in Figure 28. A 'Birthday' icon will appear on the menu bar if there is a birthday today or it is upcoming. Clicking on that icon will also direct a Subscriber to the Birthday page as shown in Figure 28.

Figure 28
Figure 28

30. Upon doing so, you shall see the today and upcoming birthdays of the Contacts as shown in Figure 29.

Figure 29
Figure 29

31. There is a facility provided for Pro Subscribers to send birthday greetings to Contacts. To send birthday greetings as Email to a Contact, click on the 'Send Email Greeting' button as shown in Figure 30.

Figure 30
Figure 30

32. Upon doing so, two fields 'Subject' and 'Message' will appear as shown in Figure 31. Enter the Subject and Message and click on the 'Send' button to the send the email to the Contact.

Figure 31
Figure 31

33. To send birthday greetings as SMS to a Contact, click on the 'Send SMS Greeting' button as shown in Figure 32.

Figure 32
Figure 32

34. Upon doing so, a 'Message' field will appear as shown in Figure 33. Enter the Message and click on the 'Send' button to the send the SMS to the Contact.

Figure 33
Figure 33
   
  1. The feature to send Birthday Greetings is only available for Pro Subscribers.
  2. The two buttons 'Send Email Greeting' and 'Send SMS Greeting' will only appear for those Contacts for whom there are email address and mobile number details.

35. To Filter Contact(s), click on the 'Filter ' Text box as shown in Figure 34.

Figure 34
Figure 34

36. Upon doing so, the Contact page will display the fields for filtering as shown in Figure 35. Each step shown in Figure 35 is explained in the below table.

Figure 35
Figure 35
Sl. No. Name Description
1 Name Enter any contact name to be filtered
2 Toggle Up Click to hide all the filter fields
3 Share Filter contacts by choosing a team from the drop-down menu
4 Select Type Filter contacts by choosing a type from the drop-down menu
5 Is Client? Filter contacts by choosing whether the contact is a client or not
6 Search Click to see the filtered result
7 Reset Click to clear all the search parameters