People and contacts
People are individual contacts in the active workspace. Link a person to a company when they represent that organisation.
What to record
A person can include:
- first and last name;
- role or job title;
- email address;
- phone number;
- linked company.
Use the role field for a recognisable position such as Estimator, Buyer, Project Manager, Engineer, or Accounts Payable.
Create a person from a company
Open the company and add the person from its People area when the relationship is already known.
This is useful when entering several contacts for one customer or supplier.
Create or match a requester during RFQ intake
When creating an RFQ, select an existing person when the requester is already known.
If the email address or name is ambiguous, review the match instead of linking the wrong person. Two people can share a name, and one person can use different email addresses.
Choose a useful role
Role examples:
- Estimator — prepares or reviews the customer’s tender package.
- Buyer — requests pricing or places purchase orders.
- Project Manager — coordinates scope, dates, and delivery.
- Engineer — answers technical questions or issues revisions.
- Accounts Payable — handles invoices rather than RFQ scope.
Roles help users recognise who to contact, but they do not grant app permissions.
Keep company and person details separate
Use the company record for organisation-level information such as business identity, address, website, and commercial notes.
Use the person record for the individual’s name, role, email, and phone.
Avoid replacing the person name with a department label such as “Estimating Team” unless that is genuinely how the requester identifies the contact.
Example: one company, several contacts
Atlas Structural may have:
- Mina Hart — Estimator
- Noah Kim — Project Manager
- Priya Shah — Accounts Payable
Link the RFQ requester to Mina while retaining Noah and Priya for later project or payment communication.
When a person changes company
Update the link only after confirming the change. Keep the person’s contact information current and avoid changing historical RFQ meaning without review.
Before deleting a person
Check whether the person is referenced by active RFQs or other records. Kwantflow may prevent deletion when removing the person would break an important business relationship.