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Dec 31, 2025

Customer File | Contacts Tab

This article examines the Contacts tab within the customer file, outlining the various options, fields, and features it contains.

Topics included in this article

Accessing the Contacts Tab
Adding a New Contact
Setting Up Contacts for Invoice or Statement Copies

Here's how to get there

Expert: Program Menu > File Maintenance > Customer File
Elite: Configuration Gear > File Maintenance > Customer File

Accessing the Contacts Tab

Select your desired customer.
Select Contacts after the customer record appears.

Select Functions and choose Modify.

Only Allow Listed Employees to Rent	With this box checked, only employees on the contacts list will be allowed to rent for this customer. With this box unchecked, an option will be available to type in the employee picking up the equipment on the picked-up list.
Force Picked-Up By on Open	With this box checked, the counterperson must enter the employee's name in the 'picked-up by' field on the contract.
Force Ordered By	With this box checked, the counterperson must enter an employee for the 'ordered by' field on the contract. Note: This option is only available if your default overtime rate code is set to Party Rate in Parameters.
Show Inactive Employees	By checking this box, all employees will be shown regardless of whether they are active or inactive.
Name Alias	Different variations of how the customer can be referred to.
New	This button allows you to add new employees to the authorized list. Note: You can modify any existing employee by clicking on the employee. When you click on New or click on an existing employee, you will get the following screen.

Adding a New Contact

Once you have selected the New button, the above screen will appear. This will allow you to enter information for your contact into the listed fields. Below are definitions regarding those fields.

Image of the a Customer Contact Record from Elite version 2026.01

Use Customer Record #	When this is checked, the contact links back to the employee’s customer record in the database. When a field on the customer record is updated (name, DL number, phone, email), it will automatically be updated on the contract.
Name	This is the employee’s name. It will be displayed in the 'Picked-Up By' list when writing a contract.
Title	This allows you to enter the individual title, for example, VP or President.
Department	This is the employee’s department, such as Office, Accounting, or Maintenance.
Employee Id	This field is for information purposes. You can use it to hold any information about this employee you desire such as “Maintenance Guy” or “Purchasing Director."
DL Number	This is the employee’s driver’s license number. This field is required if you want to use the force verification option.
Force verification on open	This option requires the counterperson to enter the DL Number to verify that this is the correct employee. If the DL Number isn’t entered EXACTLY as it is entered on this screen, then you will not be allowed to select that employee. Please note to use the force verification option properly, you should have both the "Only Allow Authorized" and "Forced Picked-Up By" boxes checked. In this way, a contract cannot be written to the customer unless one of the employee DL numbers is entered.
Phone	This is the employee’s phone number.
Mobile	This is the employee’s mobile number.
Fax	This is the employee’s Fax number.
Email	This is the employee’s email address. This is used when emailing contracts or Payment receipts.
Don’t send Marketing emails	This blocks emails from being received.
Opt into Marketing emails	This allows the person to opt into receiving emails.
View	This button will view the employee’s record. It is only an option if this contact is linked to the employee’s customer record.
Link	This button will link to the employee’s customer record. If the employee does not yet have a customer record, one can be added from the customer lookup screen. Note: If you want to hold a picture of the employee, you must use the link option and store the picture in the employee’s customer record.
Active Date	This date is automatically entered when you add the employee.
Inactive Date	This date marks the end of the employee's eligibility to rent under this account. Typically, you would want to put the date the customer called and probably add a customer call log to document who called to remove that employee from the authorized list.
Notifications	If a Notification option is selected, the contact person will receive a notification every time a modification happens. In Elite versions 2026.01 and above, notifications can be sent via email, Twilio (if enabled), and SMS text. The SMS option will only be available in the drop-down if Twilio is enabled. Please note that you can set up multiple notifications for a contract using the "Assigned To" feature. First, select an operator and set their notifications, then choose a different operator and configure the notifications you would like for that user. It will keep the settings for both and send each operator their respective notifications.

Setting Up Contacts for Invoice or Statement Copies

When billing a customer and sending invoices or statements through mass fax or email, you can configure the customer record to ensure that multiple departments receive a copy. If you are adding a new contact, select "Add Contact" and enter "Billing," "A/P," or "Accounts Payable" in the department field.