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Create and Manage a Contact Using TimeCaptis

Jul 18, 2023    

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 Contact Label Settings Click to add custom contact fields
2 Add Contact Click to add an individual or a business contact
3 Export to Excel Click to export the contacts to excel
4 Import Records Click to import the contacts
5 Sort By Alphabet Click to sort the contacts by alphabet
6 Birthdays Click to view the today's and upcoming birthdays of your contacts
7 Business Contact The contact type is business contact
8 Individual Contact The contact type is individual contact
9 Individual Client The contact type is individual client
10 Business Client The contact type is business client

Custom Field Types in TimeCaptis

Learn about different custom field types available for you to choose from:

  1. Text Field (single-line)
    Text fields accept any entry, including letters and numbers, and is best if there's a wide variation in the values of the field. A single-line text field is a good choice if you need some flexibility, but won't have much text to enter.
  2. Text Area (multi-line)
    Text areas accept any text, including letters and numbers. Line breaks can be added to break up larger entries. A multi-line text area field is a good choice if you need some flexibility, and will have a large amount of text to enter.
  3. Single Select (dropdown list)
    Dropdown lists have a pre-entered list of options to choose from. You can choose one entry from the options for this field. A single select dropdown list is a good choice if the field options are limited and you want only one option to be selected.
  4. Multi Select (dropdown list)
    Dropdown lists have a pre-entered list of options to choose from. You can choose more than one entry from the options for this field. A multi select dropdown list is a good choice if you want multiple options to be selected.

Creating Custom Contact Fields

Here's how you can create custom contact fields to track additional details of your contact:
Note: For a specific Team, the 'Contact Label Settings' button will be available to the Admin of the Team and the users who have 'Add/Edit' permission for Contacts.

4.To add custom fields, click on the ‘Contact Label Settings’ button as shown in Figure 3.

Figure 3
Figure 3

5. In the Contact Label Settings page, enter the Title of your custom section. If you select the field type as Text Field, a textbox will appear where you need to add the Label Title. The Label that you add and a textbox will appear in the Add/Edit Contact page. Click the ‘Save’ button to add the field. To add more fields click on the ‘Add More’ button as shown in Figure 4.

Figure 4
Figure 4

6. If you select the Field Type as Single Select, two textboxes will appear. One for adding the Label and the other for adding the Options that will be available in the dropdown list to select from. You need to enter the options separated by a comma as shown in Figure 5.

Figure 5
Figure 5

7. On selecting the field type as Multi Line, a textbox will appear to add the Label Title. The Label that you add and a text area will appear in the'Add/Edit' Contact page as shown in Figure 6.

Figure 6
Figure 6

8. If you select the field type as Multi Select, two textboxes will appear. One for adding the Label and the other for adding the Options that will be available in the dropdown list for selecting multiple options at a time. You need to enter the options separated by a comma as shown in Figure 7.

Figure 7
Figure 7

9. The custom fields added by you will be available in the Add Contact form as shown inFigure 8.

Figure 8
Figure 8

10. To edit any custom field click on the ‘Contact Label Settings’ on Contacts page as shown in Figure 9.

Figure 9
Figure 9

11. Customize your field type from Multi Line to Text Field in the form and click on the ‘Save’ button as shown in Figure 10. Upon doing so the Add Contact form will be updated.

Figure 10
Figure 10

12. To delete any field go to the Contact page and click on ‘Contact Label Settings’ as shown in Figure 9 above. Now, The Contact Label Settings form will open. Click on the ‘x’ button appearing for the field you don't want anymore. Then click on the ‘Save’ button to save your changes as shown in Figure 11.
Note: This field and any data stored in this field will be removed from all contacts within the Team and cannot be retrieved.

Figure 11
Figure 11

13. Upon doing so, the success message of the contact labels updated will be displayed as shown in Figure 12.

Figure 12
Figure 12

14. The Contact form will be updated with the changes as shown in Figure 13.

Figure 13
Figure 13

15. 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 14.

Figure 14
Figure 14

16. Upon doing so, the ‘Add Contact’ page will appear. Choose the contact type from the Add Contact page. Each step shown in Figure 15 is explained in the below table.

Figure 15
Figure 15
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 Educational Details Optional Label of the Custom Field
14 Qualification Optional Choose the option from the dropdown menu
15 Percentage Optional Enter the value for the field
16 Institution Name and Address Optional Enter the value for the field
17 Label Type Optional Choose the label type from the drop-down menu
18 Description Optional Enter the description for the chosen label type
19 Value Optional Enter the value for the chosen label type
20 Add Label Type Optional Click to add more label type
21 Related Person Type Optional Choose the related person type from the drop-down menu
22 Full Name Optional Enter the full name for the chosen related person type
23 Email Address Optional Enter the email address for the chosen related person type
24 Mobile Number Optional Enter the mobile number for the chosen related person type
25 Date of Birth Optional Enter the date of birth for the chosen related person type
26 Add Related Person Optional Click to add more related person type
27 Note Optional Enter a note (if any)
28 Attach Files Optional Choose and upload file from your system

17. Once you are done with, click on the ‘Save’ button as shown in Figure 15. Upon doing so you can see your recently added Contact appearing in the Contact page.

18. To import Contacts, click on the 'Import Records' button as shown in Figure 16.

Figure 16
Figure 16

19. Upon doing so, the 'Import Contacts' page will appear. Click on the 'Download Sample File' link to download the sample '.xlsx' file to your local system as shown in Figure 17.

Figure 17
Figure 17

20. In the sample template as shown in Figure 18, the first row should be the column headers. The next five rows from the template contain the sample data.

Figure 18
Figure 18

21. 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 19.

Figure 19
Figure 19

22. After importing the file, the 'Import Contacts' page will appear as shown in Figure 20. Enter the other details and then click on the 'Save' button.

Figure 20
Figure 20

23. 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.

24. To export the Contacts to excel, click on the 'Export to Excel' button as shown in Figure 21.

Figure 21
Figure 21

25. To view a Contact, click on the said Contact on the Contact page as shown in Figure 22.

Figure 22
Figure 22
    For a specific Team, the 'Contacts' will not appear if 'None' permission is given to the user for Contacts.

26. Upon doing so, the view page for the Contact will open as shown in Figure 23. Each step shown in Figure 23 is explained in the below table.

Figure 23
Figure 23
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 Educational Details The details of the added educational details
10 Primary Address The details of the added primary address
11 Label The details of the added label
12 Related Person The details of the added related person
13 File The files attached in the add contact page will appear here
14 Add Time Click to add time for this contact
15 Edit Contact Click to edit the contact
16 Delete Contact Click to delete the contact
17 Back Click to return to the contact page

27. 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 24.

Figure 24
Figure 24

28. Upon doing so, the Time Reports will appear as shown in Figure 25. Each step shown in Figure 25 is explained in the below table.

Figure 25
Figure 25
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

29. 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 26.

Figure 26
Figure 26

30. Upon doing so, the Time Report added for the said Item 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 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

31. 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 28.

Figure 28
Figure 28

32. Upon doing so, you shall see a pop-up window to confirm before deletion. Click on the 'Confirm' button as shown in Figure 29 and the said time will be deleted.

Figure 29
Figure 29

33. 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 30.

Figure 30
Figure 30

34. Upon doing so, the Time Reports of To-Do for this Contact will appear as shown in Figure 31.

Figure 31
Figure 31

35. 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 32.

Figure 32
Figure 32

36. Click on the 'Notes' option from 'More' tab to view the Time Reports added for the Notes as shown in Figure 33.

Figure 33
Figure 33

37. Upon doing so, the Time Reports of Notes for this Contact will appear as shown in Figure 34.

Figure 34
Figure 34

38. Click on the 'Calendar Events' option from 'More' tab to view the Time Reports added for the Calendar Events as shown in Figure 35.

Figure 35
Figure 35

39. Upon doing so, the Time Reports of Calendar Events for this Contact will appear as shown in Figure 36.

Figure 36
Figure 36

40. Click on the 'Add Time' button to add time for this contact as shown in Figure 37.

Figure 37
Figure 37
    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.

41. Upon doing so, the Add Time page for the respective Contact will appear as shown in Figure 38. Each step shown in Figure 38 is explained in the below table.

Figure 38
Figure 38
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

42. Once you are done with, click on the ‘Save’ button as shown in Figure 38. Upon doing so you can see your recently added Time appearing on the view Contact page and in the Time Report tab.

43. To edit the Contact, click on the 'Edit Contact' button as shown in Figure 39.

Figure 39
Figure 39
    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.

44. Upon doing so, the Edit Contact page will appear as shown in Figure 40. Edit the details as per your requirement and click on the 'Save' button to save the changes.

Figure 40
Figure 40

45. To delete the Contact, click on the 'Delete' button present in the details page of the Contact as shown in Figure 41.

Figure 41
Figure 41
    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.

46. 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 42
Figure 42

47. To sort the Contacts name by Alphabet, click on the 'Sort By Alphabet' button present in the Contact page as shown in Figure 43.

Figure 43
Figure 43

48. Then click on any of the alphabet as you want for which the result will appear as shown in Figure 44.

Figure 44
Figure 44

49. 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 45.

Figure 45
Figure 45

50. Upon doing so, you shall see the today and upcoming birthdays of the Contacts as shown in Figure 46.

Figure 46
Figure 46

51. 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 47.

Figure 47
Figure 47

52. 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 48
Figure 48

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

Figure 49
Figure 49

54. Upon doing so, a 'Message' field will appear as shown in Figure 50. Enter the Message and click on the 'Send' button to send the SMS to the Contact.

Figure 50
Figure 50
   
  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.

55. To Filter Contact(s), click on the 'Filter ' Text box as shown in Figure 51.

Figure 51
Figure 51

56. Upon doing so, the Contact page will display the fields for filtering as shown in Figure 52. Each step shown in Figure 41 is explained in the below table.

Figure 52
Figure 52
Sl. No. Name Description
1 Filter Enter any contact name to be filtered
2 Toggle Up Click to hide all the filter fields
3 Select Type Filter contacts by choosing a team from the drop-down menu
4 Is Client? Filter contacts by choosing whether the contact is a client or not
5 Search Click to see the filtered result
6 Reset Click to clear all the search parameters

 

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