Features at a glance
Multiple contact persons: associate up to 6 contact persons with a single customer.
Primary contact person: clearly designate one person as the main point of contact.
Email preferences: choose whether a contact person is included in email communications.
Seamless integration: sync contact persons between Adfin and Xero.
Validation Checks: ensure data accuracy by preventing duplicate entries.
1. Creating a customer with multiple contact persons
To begin, head over to the Customers dashboard and click "Create Customer". When creating a customer in Adfin:
Mandatory fields:
Customer name
Primary contact person details: first name, last name, and email.
Note: The first contact person added is automatically set as the primary contact. You can adjust this later.
Adding additional contacts upon customer creation:
Step 1: Add additional contact persons by clicking "+ Add Contact".
Step 2: Provide details like name and email for Contact Person #2.
You can add up to 6 additional contact persons.
Note: Contacts are included in email communications unless excluded.
2. Editing and managing contact persons
Adding a new contact for an existing customer
Step 1: Open the customer profile in Adfin.
Step 2: Click “Add contact person”.
Step 3: Enter the new contact’s details and set their email preferences.
Removing a contact
Step 1: access the customer profile.
Step 2: locate the contact to remove.
Step 3: hit 'Remove'.
Updating details
To update contact details:
Step 1: access the customer profile.
Step 2: locate the contact to remove.
Step 3: click 'Edit details'
Modify and save changes.
3. Communication preferences
Email communication
Primary contact: receives all emails and reminders by default.
Additional contacts: can be included or excluded from communications.
To exclude a contact, tick the “Exclude from all email communication” option.
WhatsApp & SMS
Only the primary contact receives WhatsApp and SMS notifications to ensure clarity.
4. Validation and duplicate management
Prevent duplicate entries
Customer name: must be unique.
Contact persons: cannot have identical names under the same customer.
Error messages will prompt corrections when duplicates are detected.
Missing information
Email: required for all contacts to prevent errors.
Phone number: optional but necessary for SMS/WhatsApp.
5. Troubleshooting common issues
Duplicate names or missing mandatory fields may trigger an error. Correct the input and try again
6. Importing customers from Xero
When you first import customers from Xero:
All contact persons will be imported, including:
Primary contact person: first name, last name, email, phone (always included in emails).
Additional contacts: first name, last name, email with email preferences carried over.
On an ongoing basis:
When a customer is updated in Xero, we update:
Customer information (name)
Primary contact person information
Note: we do not capture any updates on secondary persons.
Updates or new secondary persons won’t be synced from Xero -> Adfin
Updates or new secondary persons won’t be synced from Adfin -> Xero
We only fetch secondary persons when customers are created.