Contacts and client logins

A contact is your organization’s record of a person at a client: who to call, who gets the quote, who claims the RUT deduction. This article explains what belongs to that record, and how a client’s own sign-in to the client portal gets connected to it.

A contact belongs to your organization

Add contacts on the client’s Contacts tab. A contact has a name, a phone number, a title, a language and what they are used for: Primary, Service, Access, Billing, Quote approver, Emergency or Feedback.

All of it is yours. The same person can be a contact at several companies that use Rytmia, and each company keeps its own name, language and personnummer for them. If you rename a contact, nobody else’s record changes, and the other companies never see what you have entered.

You can type a phone number any way you like, such as 070-123 45 67, 0701234567 or +46701234567. Rytmia stores it in one form, so one number is always one person.

A private client is its primary contact

A private client is a person, so it doesn’t have a contact the way a business does. It is one. When you create a private client, Rytmia creates its primary contact from the same name and phone number. Afterwards they stay the same:

• The client’s name is the primary contact’s name. Renaming either renames both, and the client card says so.
• The client’s phone number is the primary contact’s number.
• The client’s personnummer is the primary contact’s personnummer.

To make someone else the primary contact, choose … on that contact and Make primary contact. The Choose another primary contact link on the client card takes you there. The primary contact always needs a phone number.

Contacts without a phone number

A contact can be added without a phone number, usually a second person in a household who claims part of the RUT deduction. Such a contact:

• can’t be sent quotes, and shows No phone number when you pick a recipient
• can’t sign in to the client portal
• can’t be the primary contact

If two people in a household share one phone, add the second person without a phone number. A number belongs to one person.

Personnummer

A contact’s personnummer is set separately: choose … on the contact, then Set personnummer. It’s needed for anyone who claims RUT. See Deduct RUT on quotes and invoices.

A personnummer is protected. Only roles with access to personnummer see it in full, others see it masked, and it isn’t part of the ordinary search.

How a client gets a login

The client portal is where your client reads quotes and sees their visits. Clients sign in with their phone number and a code sent by text message. There are no passwords.

A login and your contact are two different things. You can add a contact without them ever signing in. A contact with Has a login on the Contacts tab is one whose person has signed in and proved the number.

Only a code connects a login to a contact. Typing someone’s number on a contact doesn’t give that person access to anything. The connection is made when they prove the number:

• When they sign in. Every contact with that number, at every company that has one, is connected to their login.
• When they’re already signed in and you send a quote to a contact they aren’t connected to yet. The portal then shows More quotes are waiting for you. It names the company but nothing from the quote. When they choose Connect and enter a code, the quote appears.

When you change a contact’s number

The login stays connected. That’s right when the person got a new number. If the old number belonged to someone else, also choose Unlink login, see below.

When a sign-in is waiting on you

A person can only be connected to one contact per client. If they prove a number and already have another contact at the same client, Rytmia doesn’t guess which one is right. The new contact stays unconnected and shows Sign-in not linked. The Clients list shows 1 sign-in is waiting on you with the contact’s name, and the person sees in the portal that the company needs to confirm who they are.

Open the client and settle it:

• Both contacts are the same person: delete one of them.
• The other contact isn’t theirs: choose Unlink login on it. Their next sign-in connects the waiting contact.

Unlink a login

Unlink login on a contact disconnects it from the person’s login, for example when a number has been taken over by someone else, or the wrong person got connected.

• Open quotes sent to that contact are withdrawn from the person’s portal.
• Signing in with the number won’t connect the contact again.

To let it connect again, choose Allow linking on the contact. The next sign-in with the number connects it. Changing the contact’s number also lets it connect again.

When the client changes their own details

In the portal, under Profile, a client can change their name and phone number. A change there applies to every contact connected to their login, at every company, and the page tells them so. A contact that isn’t connected to their login is left alone.

When a client deletes their account

Your record of a client is yours, not the client’s. If they delete their account:

• your contact stays, with its name, number and personnummer, but without a login
• open quotes sent to them are withdrawn
• if they sign up again with the same number, your contact isn’t connected automatically. Choose Allow linking if it should be.

If the client wants your records of them erased, delete the contact. That’s your decision as the one keeping the record.