Contacts: Creating, Assiging to a Customer and Inviting to the Portal

What Are Contacts?

Contacts are individuals that are assigned to customers (the company). Contacts are the main point of communication between you and your customers. They can be owners, managers, lead baristas, or anyone who does the ordering for your customer.

How to Create Contacts

Contacts can be Created three ways:

1. Imported when you connect to your accounting platform (see this help article)
2. uploaded by CSV  See here for how to upload and assign contacts.
3. Created manually and individually.

To manually add contacts, navigate to Sales > Contacts and click the New Contact button in the top right corner.

Assigning Contacts to More Than One Customer

You can assign a contact to more than one customer. This will give the contact ordering access for any customer they are assigned to.

To assign a contact to more than one customer, visit the contact's Edit page and add the applicable customers then update the contact. 

If the portal is enabled for a customer, the contact will be able to access and order through each portal. When your contact enters the portal, they will be prompted to choose which customer to order as. The contact can change the customer portal by navigating to the menu bar and selecting Change Customer.

How to Invite a Contact to the Portal

Your wholesale portal is the best way to ensure your customers can place their orders easily 24 hours a day.

Required Before Inviting a Contact to the Portal:

1. The Portal must be turned on for your account see: enable the wholesale portal for your account.
2. You must Enable the Portal for your customer

How to Enable the Portal for Your Customers

1. Navigate to Sales > Customers.
2. For your desired customer, click the Portal toggle to On.
   1. If there is a contact assigned to this customer, you are given the option to send an email invitation to that contact. If you select Send Email, the assigned contacts will receive an email invitation to create a login. 

Inviting additional Contacts to the portal

1. Go to Sales > Customer > Edit > Scroll to Contact section
2. Create New Contact (if needed) or
3. Invite an existing Contact to the portal
4. They will receive an email like the one below with a button to accept the invitation

When to Assign a Contact to More Than One Customer

Assigning one contact to multiple customers is a great way to allow a contact to manage the orders for multiple locations.

Simply create a customer for each location (for example: Coffee Customer Uptown and Coffee Customer Downtown) and assign to the appropriate contact.

Learn how to add customers to RoasterTools.

Using Logins and Passwords for Customers

If your customer decides to create a login and password, they can simply log in at any point to create orders. If they decline to create a personalized account, they can still access the portal through the link in the Outreach Emails

To turn on outreach emails, in the customer settings, scroll to the "Outreach and Portal" section, select "Send Reminder Email on Sundays" and then save.

How to Assign Contacts to Outreach Plans

RoasterTools can automate your weekly outreach for this customer based on their assigned production schedule. As part of enabling a customer to access the portal, you may want to also consider assigning the customer to a weekly outreach plan.  

You can learn more about how to do this by reviewing the articleHow to Send Automatic Outreach Emails.