Contacts: Overview
The Contacts page serves as the central hub for managing your customer profiles. Here, you can store essential contact details, financial data, and addresses while configuring permissions and specific discounts.
The section is organized into four key tabs for streamlined management:
List: Your main database of all individual customer contacts.
Groups: For categorizing contacts for bulk actions or pricing rules.
Vouchers: For managing promotional and discount codes.
Industry: A global list used to categorize your business customers by their sector.
1. Industry Settings
Before managing individual contacts, use the Industry tab to define the sectors your business serves (e.g., Aerospace, Automotive, Medical).
Customer Registration: Business Customers will select their industry from this list when registering via the Customer Portal.
Manual Assignment: You can also manually update a customer’s industry within their profile.
Organization: Use the drag-and-drop handles to reorganize the display order for the registration dropdown.
Note: Industry selection is only available for Business accounts; it is automatically excluded from Private account forms.
2. Managing the Contacts List
The List tab provides a high-level view of your customer base. To locate data quickly, you can use the global search or sort the table by any column.
Main Table Columns:
Contact ID, Name, Email, and Company
Region, Status, and Registration Date
Billing Country, Telephone, and Tags
3. How to Create a Customer Contact
Contacts are added to AMFG in three ways:
Self-Registration: Customers who sign up via your Web Portal.
Direct Entry: Creating a contact from the Tickets or Work Orders overview.
Manual Creation: Clicking the Create Customer button on the Contacts → List tab.
The Registration Form
The manual creation form is split into two steps:
Step 1: Enter name, email, and Account Type (Business or Private).
Step 2: Complete the profile.
Business Accounts include additional fields: Company, Company Number, VAT ID, and Industry.
Private Accounts exclude these professional fields.
Note: The system automatically checks for duplicate email addresses and will provide a warning if the email is already in use.
Selecting this option opens a pop-up details form. The form is structured across two pages, allowing you to add customer details step by step:
Start by entering the customer’s first name, last name, and email address, then choose the account type (Business or Private are the only supported types).
Note: Private registration can be enabled or disabled in Settings → Portal Settings.
Click Continue to complete the remaining fields on the second page of the form.
For Business accounts, the additional data fields include: Country, Address, ZIP Code, City, State, Telephone, Company, Company Number, VAT ID, and Industry.
For Private accounts, the Company, Company Number, VAT ID, and Industry are excluded.
Please note that if you attempt to save the form without completing all required fields, any missing mandatory fields will be highlighted in red.
Each new contact is automatically assigned a unique Contact ID.
You can customise the format of these IDs in Settings → Workflow.
The system also checks for duplicate email addresses.
If you enter an email address that already exists in the database and try to save it, a warning message will appear informing you that the email is already in use:
4. How to Edit Contact Details
To access a contact’s profile, click on their Contact ID, Name, or Company Name in the list.
Clickable fields are highlighted in blue, making it easy to identify which details can be selected.
1. Contact Details
Within the customer contact's profile, you can view and edit the following information:
First Name
Last Name
Contact Group
(Customer groups can be managed in Contacts → Groups tab.)Contact Regions
(created in Quotation Forms, refer to this Guide)Department
(created in Users → Departments tab)Industry
(applicable for Business account types only)Contact ID
(not editable, automatically generated upon creation)Custom Contact ID
(manual input)Status
(New statuses can be created in Settings → Attributes & Status page.)Account type
(not editable, selected upon creation)Email Address
CC addresses
(can be used in Workflow Automation Rules)Brief Information / Notes
2. Finance Section
In the Finance section of the contact's profile, you can update the following details:
Enable or disable VAT charges for the contact
Edit the VAT ID (located in the Billing Address section)
Assign a Profit Center (created in Settings → Profit Centers & Tax Rate)
Select specific Payment Methods available to this contact
Add a Hidden Discount Rate (applied per service, in %)
Add a Displayed Discount Rate (applied per order, in %)
3. Delivery & Billing Addresses
Below, you can also Edit or Add additional Delivery and Billing addresses:
When multiple addresses are available, you can determine which one would be used as the Default one in:
A) Contacts → Contact details → Delivery or Billing Address:
B) Work Orders Overview → Order overview → Order widget:
Note: The main difference when creating/editing a Delivery or Billing address is that you would have two additional fields available in the Billing address creation form - Company Number & VAT ID.
5. Assigning Regions and Tags
You can update customer details without leaving the list view. Select a customer to open the right-hand management panel:
Assign Region: Choose from regions previously configured in your front-end Quotation Form.
Assign Tags: Type a new tag name and click the (+) icon to create and assign it instantly.
Note: The regions available for selection are based on the regions that have been previously configured in the front-end portal Quotation Form. Only regions configured there will appear in the list when assigning a region to a customer.
Note: To create a new tag, click Assign Tags. In the input field, type the name of the new tag, then click the plus (+) icon. The newly created tag will be added immediately and can be assigned to the selected customer.