How do you create a contact person in Easyflor?

What is a contact person?

A contact person is someone at a customer (debtor) to whom you can send emails. This can be the buyer, the financial employee, or the owner of the company.

Why do you need contact persons?

• You cannot send emails to customers without a contact person
• Each customer needs at least one contact person
• You can create multiple contact persons per customer (for example one for invoices and one for orders)
• Webshop accounts are created per contact person, not per customer
• You can set which emails each contact person receives (invoices, order confirmations, or both)

When do you need multiple contact persons?

Examples:

• Contact person 1: The buyer who wants to receive order confirmations
• Contact person 2: The accountant who only wants to receive invoices
• Contact person 3: The owner who wants to receive everything

How do you create a contact person?

Step 1: Go to the debtor

1. Click on "Organization"
2. Click on "General"
3. Click on "Debtors"
4. Select the customer (debtor) for whom you want to create a contact person

Step 2: Create a new contact person

1. Click on "Contact"
2. Click on "Contact persons"
3. Click on "+New"

Step 3: Fill in the details

Required field:

• Surname: This is the only field you MUST fill in
  • Don't have a specific person? Enter for example "General" or "Financial administration"

Optional fields:

• First name
• Email address (important for sending emails!)
• Phone number
• Other contact details

Step 4: Set what this contact person may receive

This is an important setting! Scroll down in the menu to "Default for".

Here you can choose what this contact person automatically receives:

Options:

• Order confirmation: This person receives order confirmations
• Invoice: This person receives invoices
• Order confirmation AND Invoice: This person receives both
• Check nothing: This person receives no automatic emails

Examples:

• The buyer → Check: "Order confirmation"
• The accountant → Check: "Invoice"
• The owner → Check: "Order confirmation" AND "Invoice"
• A contact person who only calls → Check nothing

Step 5: Save

Click "Save" to create the contact person.

Important tips

Tip 1: Always at least one contact person

Each debtor must have at least one contact person, otherwise you cannot send emails!

Tip 2: Use clear names

If you don't have a specific person, use names like:

• "General"
• "Financial administration"
• "Purchasing department"
• "Reception"

Tip 3: Multiple email addresses possible

You can create multiple contact persons with different email addresses. This way multiple people can receive the same information.

Tip 4: Webshop accounts

Do you want a customer to be able to log in to the webshop? Then you need to create a webshop account for that specific contact person (not for the entire debtor).

Summary: Quick checklist

For each contact person:

• Surname filled in (required)
• Email address added (if you want to send emails)
• "Default for" set (order confirmation, invoice, or both)
• Contact person saved

Remember:

• Each debtor needs at least 1 contact person
• You can create multiple contact persons per debtor
• Webshop accounts are per contact person, not per debtor
• The setting "Default for" determines which emails are sent