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Create and Edit a Contact Using TimeCaptis

Oct 14, 2021    

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

1. Sign in to your TimeCaptis Account
2. Click on the ‘Contacts’ link from the selected team from the list of teams appearing on the left sidebar menu. The 'My Personal' team will display only your personal data you have entered in that team, which can not be shared.

Figure 1
Figure 1

3. Upon doing so, the ‘Contacts’ page will appear as shown in Figure 2. Each step shown in Figure 2 is explained in the below table.

Figure 2
Figure 2
Sl. No. Name Description
1 Add Contact Click to add an individual or a business contact
2 Export to Excel Click to export the contacts to excel
3 Import Records Click to import the contacts
4 Sort By Alphabet Click to sort the contacts by alphabet
5 Birthdays Click to view the today's and upcoming birthdays of your contacts
6 Business Contact The contact type is business contact
7 Individual Contact The contact type is individual contact
8 Individual Client The contact type is individual client
9 Business Client The contact type is business client

4. You can create two types of Contact with TimeCaptis. 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  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 Is Client Optional Check this, if the contact is a client. The 'Is Client' option will be available for all the Teams except 'Private - Only Me'
6 Address Type Optional Choose the address type from the drop-down menu
7 Address Optional Enter the address for the chosen address type
8 City Optional Enter the city for the chosen address type
9 State Optional Enter the state for the chosen address type
10 Country Optional Enter the country for the chosen address type
11 Zip/Pin Optional Enter the zip/pin code for the chosen address type
12 Add Address Optional Click to add more address type
13 Label Type Optional Choose the label type from the drop-down menu
14 Description Optional Enter the description for the chosen label type
15 Value Optional Enter the value for the chosen label type
16 Add Label Type Optional Click to add more label type
17 Related Person Type Optional Choose the related person type from the drop-down menu
18 Full Name Optional Enter the full name for the chosen related person type
19 Email Address Optional Enter the email address for the chosen related person type
20 Mobile Number Optional Enter the mobile number for the chosen related person type
21 Date of Birth Optional Enter the date of birth for the chosen related person type
22 Add Related Person Optional Click to add more related person type
23 Note Optional Enter a note (if any)
24 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 import Contacts, click on the 'Import Records' button as shown in Figure 5.

Figure 5
Figure 5

7. Upon doing so, the 'Import Contacts' page will appear as shown in Figure 6. Click on the 'Download Sample File' link to download the sample '.xlsx' file to your local system as shown in Figure 6.

Figure 6
Figure 6

8. In the sample template as shown in Figure 7, the first row should be the column headers. The next five rows from the template contain the sample data.

Figure 7
Figure 7

9. Once you have the necessary data in the Spreadsheet, you can choose the file by clicking the 'Choose File' button and import the file by clicking on the 'Import' button as shown in Figure 8.

Figure 8
Figure 8

10. After importing the file, the 'Import Contacts' page will appear as shown in Figure 9. Enter the other details and then click on the 'Save' button.

Figure 9
Figure 9

The import will be complete, and your data will be saved. You will also be able to see all the Contacts you imported in the Contact page.

11. To export the Contacts to excel, click on the 'Export to Excel' button as shown in Figure 10.

Figure 10
Figure 10

12. To view a Contact, click on the said Contact on the Contact page as shown in Figure 11.

Figure 11
Figure 11
    For a specific Team, the 'Contacts' will not appear if 'None' permission is given to the user for Contacts.

13. Upon doing so, the view page for the Contact will open as shown in Figure 12. Each step shown in Figure 12 is explained in the below table.

Figure 12
Figure 12
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

14. 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 13.

Figure 13
Figure 13

15. Upon doing so, the Time Reports will appear as shown in Figure 14. Each step shown in Figure 14 is explained in the below table.

Figure 14
Figure 14
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

16. 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 15.

Figure 15
Figure 15

17. Upon doing so, the Time Report added for the said Item will appear as shown in Figure 16. Each step shown in Figure 16 is explained in the below table.

Figure 16
Figure 16
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

18. 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 17.

Figure 17
Figure 17

19. Upon doing so, you shall see a pop-up window to confirm before deletion. Click on the 'Confirm' button as shown in Figure 18 and the said time will be deleted.

Figure 18
Figure 18

20. 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 19.

Figure 19
Figure 19

21. Upon doing so, the Time Reports of To-Do for this Contact will appear as shown in Figure 20.

Figure 20
Figure 20

22. 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 21.

Figure 21
Figure 21

23. Click on the 'Notes' option from 'More' tab to view the Time Reports added for the Notes as shown in Figure 22.

Figure 22
Figure 22

24. Upon doing so, the Time Reports of Notes for this Contact will appear as shown in Figure 23.

Figure 23
Figure 23

25. Click on the 'Calendar Events' option from 'More' tab to view the Time Reports added for the Calendar Events as shown in Figure 24.

Figure 24
Figure 24

26. Upon doing so, the Time Reports of Calendar Events for this Contact will appear as shown in Figure 25.

Figure 25
Figure 25

27. Click on the 'Add Time' button to add time for this contact as shown in Figure 26.

Figure 26
Figure 26
    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.

28. Upon doing so, the Add Time page for the respective Contact will appear as shown in Figure 27. Each step shown in Figure 27 is explained in the below table.

Figure 27
Figure 27
Sl. No. Name Type Description
1 Date Required The current date will auto-populate. However, you can still edit the date
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 27. Upon doing so you can see your recently added Time appearing on the view Contact page and in the Time Report tab.

29. To edit the Contact, click on the 'Edit Contact' button as shown in Figure 28.

Figure 28
Figure 28
    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.

30. Upon doing so, the Edit Contact page will appear as shown in Figure 29. Edit the details as per your requirement and click on the 'Save' button to save the changes.

Figure 29
Figure 29

31. To delete the Contact, click on the 'Delete' button present in the details page of the Contact as shown in Figure 30.

Figure 30
Figure 30
    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.

32. Upon doing so, you shall see a pop-up window to confirm before deletion. Click on the 'Confirm' button as shown in Figure 31 and the said Contact will be deleted.

Figure 31
Figure 31

33. To sort the Contacts name by Alphabet, click on the 'Sort By Alphabet' button present in the Contact page as shown in Figure 32.

Figure 32
Figure 32

34. Then click on any of the alphabet as you want for which the result will appear as shown in Figure 33.

Figure 33
Figure 33

35. To check the today and upcoming birthdays of the Contacts, click on the 'Birthdays' button present in the Contact page as shown in Figure 34. 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 34.

Figure 34
Figure 34

36. Upon doing so, you shall see the today and upcoming birthdays of the Contacts as shown in Figure 35.

Figure 35
Figure 35

37. 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 36.

Figure 36
Figure 36

38. Upon doing so, two fields 'Subject' and 'Message' will appear as shown in Figure 37. Enter the Subject and Message and click on the 'Send' button to the send the email to the Contact.

Figure 37
Figure 37

39. To send birthday greetings as SMS to a Contact, click on the 'Send SMS Greeting' button as shown in Figure 38.

Figure 38
Figure 38

40. Upon doing so, a 'Message' field will appear as shown in Figure 39. Enter the Message and click on the 'Send' button to send the SMS to the Contact.

Figure 39
Figure 39
   
  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 the Contacts with email address and mobile number.

41. To Filter Contact(s), click on the 'Filter ' Text box as shown in Figure 40.

Figure 40
Figure 40

42. Upon doing so, the Contact page will display the fields for filtering as shown in Figure 41. Each step shown in Figure 41 is explained in the below table.

Figure 41
Figure 41
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

 

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