> For the complete documentation index, see [llms.txt](https://fieldworker.gitbook.io/fieldworker-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://fieldworker.gitbook.io/fieldworker-docs/fundamentals/pages/contacts.md). # Contacts Organize all your contacts in one place ## Overview The Contacts module in FieldWorker is more than just a digital address book; it is a dynamic directory for managing the extended network of individuals who support your clients. This includes family members, caregivers, case managers, community agencies, and medical staff. Crucially, the Contacts page acts as the connective tissue between the agency-facing FieldWorker platform and the family-facing AbilityHub app, ensuring that every stakeholder is synchronized and informed. When you navigate to the Contacts module from the main sidebar, the interface is split into two primary functional areas designed for rapid data retrieval and management. #### 1. Contact List & Management Your agency needs to keep track of many people and organizations beyond your customers. These could be your customers' relatives, caregivers, or friends. You also have to keep the contact details of staff and management of various daycares or other managed homes. There is also a need for various other professional, community, or social care agencies. They are beneficial when you need to find the best resources for your customers. The Fieldworker platform allows your agency to organize all its contacts in one place. The Contacts page in the FieldWorker app serves as a centralized directory for managing all individuals associated with your projects and clients, such as family members, case managers, or primary points of contact. This dynamic data table houses your entire database of contacts. * Search & Filter: Use the top search bar to quickly locate individuals by name or phone number. Dynamic filtering allows you to sort by specific `Contact Types` (e.g., isolating all "Emergency Contacts" during a regional incident). * Data Columns: Get a quick read on essential data, including the contact's Name, Phone Number, Date Created, and Last Update Date. * Creation: The primary + ADD NEW CONTACT button is located at the top of this list for manual entry.
#### 2. Contact Details (Profile View) Selecting a contact from the list populates their comprehensive profile, allowing you to view and action their data: * Identity & Status: View their Designation (e.g., Case Manager), Contact Type (e.g., Family), and current Status (Active/Inactive). * Communication Preferences: Access primary and secondary phone numbers, email addresses, and explicitly note their preferred communication mode (Text, Voice, Email) for compliance. * Associations & Tracking: See exactly which client they are linked to under `Related Customer`. Automated `First Contact Date` and `Last Contact Date` fields provide a quick audit trail of engagement. * Quick Actions: Immediately edit the profile, delete the record, or send a direct Email via the header icons. #### Navigation Links You can quickly jump to other related modules from the sidebar: * [Clients](https://dev.fieldworker.ai/customers): View the organizations or primary accounts linked to these contacts. * [Projects](https://dev.fieldworker.ai/projects): See the specific work assignments involving these individuals. * [Scheduler](https://dev.fieldworker.ai/scheduler): Coordinate meetings or visits with your contacts.
For every contact, the platform allows you to keep track of the following information. * Contact details, including address, phone number, and email * Preferred communication mode * Is the contact active? * When was the first contact made? * When was the last contact made? * Any notes that can capture any special situation If your agency has subscribed to the customer portal, you would notice an icon to invite the currently selected contact to the Ability Hub app. The Contacts page is more than just a digital address book; it is the connective tissue between the FieldWorker (agency-facing) and AbilityHub (family-facing) ecosystems. It ensures that every stakeholder—from the legal guardian to the support coordinator—is synchronized. ### Comprehensive Field Documentation When adding or editing a contact, the following data points ensure complete case transparency:
CategoryKey Fields & Functionality
IdentityFull Name, Designation (e.g., Case Manager, Guardian), and Contact Type (Family, Friend, Care Worker).
CommunicationPrimary/Secondary Phone, Email, and Preferred Mode (Text, Voice, Email) to ensure compliance with communication preferences.
RelationshipsRelated Customer/Client: Links the contact to a specific service recipient. Multiple contacts can be linked to one client to form a "Circle of Care."
TrackingStatus (Active/Inactive), First/Last Contact Dates: Automatically updated when interactions are logged, serving as a "last seen" for audit trails.
MetadataSource/Referral Info: Useful for tracking how the contact entered the system (e.g., via a specific referral agency).
### Core Workflows: Step-by-Step Understanding how to properly enter and connect contacts is vital for accurate billing, compliance, and family communication. #### Adding a New Contact When capturing a new contact in the field or the office, thorough documentation ensures case transparency. 1. Click + ADD NEW CONTACT. 2. Enter standard identity and communication details. 3. Critical Step: Always populate the `Related Customer` field. A contact must be linked to a specific service recipient to form their "Circle of Care" and be usable in downstream workflows. ### Cross-App Usage: FieldWorker vs. AbilityHub Data entered in the Contacts module flows securely throughout the entire FieldWorker ecosystem. Understanding this data flow is essential for platform mastery. #### In FieldWorker (Agency/Admin View) For agency operations, this module is built around accountability and compliance: * Case Note Integration: When dictating or typing a case note, field workers can tag specific contacts to document actions (e.g., "Guardian was notified of meds change"). * Billing & Referrals: Contacts labeled as "Payers" or "Referral Sources" feed directly into the Revenue Cycle/Billing modules to ensure claims are routed correctly. * Audit Readiness: Maintains a clear, documented support network for state and compliance audits. Activity logs track every time a profile is updated or called. #### In AbilityHub (Family/Client View) For families, this data manifests as the "Circle of Care." * Real-Time Coordination: Contacts added in FieldWorker appear in the AbilityHub app, allowing family members to see who is on their loved one's care team. * Secure Messaging: Families use the contact list to send secure, HIPAA-compliant messages or photos directly to the assigned care workers. * Shared Calendar: Contacts can be invited to view or manage the client’s shared schedule (appointments, therapies, etc.), reducing the "phone tag" between agencies and families. ### 3. Advanced Features * Bulk Import: If migrating from systems like iRecord, you can import contacts via CSV to populate the directory instantly. * Activity Logs: Every time a contact is edited or called through the app, FieldWorker creates a background log, providing a transparent history of who updated the contact's information and when. * Dynamic Filtering: You can filter the contact list by "Contact Type" to quickly isolate all "Emergency Contacts" across your entire agency in the event of a regional incident. > Note: Changes made to a contact's phone number or email in the FieldWorker dashboard sync in near real-time to the AbilityHub app, ensuring family members always have the correct office numbers. #### Step-by-Step: Linking a New Contact to a Project To ensure that the right people are involved in a client's care, follow these steps to link a contact to a specific project. This creates a bridge between the administrative side of FieldWorker and the family-facing side of AbilityHub. **Step 1: Create or Locate the Contact** * Navigate to the [Contacts](https://dev.fieldworker.ai/contacts) page. * If the person doesn't exist yet, click the [ADD NEW CONTACT](https://dev.fieldworker.ai/new) button. * Crucial: Ensure the Related Customer field is filled out. Contacts must be linked to a client (e.g., [ABC Inc](https://dev.fieldworker.ai/customers)) before they can be effectively pulled into that client's specific projects. **Step 2: Assign to a Project** * Go to the [Projects](https://dev.fieldworker.ai/projects) module from the sidebar. * Select the specific project related to your client. * In the Project Details or Team/Stakeholders section, click on "Add Stakeholder" or "Link Contact." * Search for the contact name (e.g., Steve Rogers). Because you linked them to the Customer in Step 1, they will appear as a recommended contact for this project. **Step 3: Define the Role & Permissions** * Once selected, assign a Role within the project (e.g., "Primary Emergency Contact" or "Support Coordinator"). * AbilityHub Sync: Toggle the "Visible in AbilityHub" switch if you want this contact to be able to see project updates or communicate with the field staff via the family app. **Step 4: Verify the Connection** * Return to the [Contacts](https://dev.fieldworker.ai/contacts) list and click on the contact's name. * Check the Notes or Related Customer section to verify the project link is active. * The contact will now receive automated notifications or be available for selection when workers log [Timesheets](https://dev.fieldworker.ai/timesheets) or [EVV](https://dev.fieldworker.ai/evv) data for that specific project. #### Why this matters for your workflow: 1. Communication: Field workers can call the contact directly from the mobile app while on-site. 2. Compliance: It creates a digital paper trail showing exactly who was involved in the decision-making process for a specific project. 3. Family Engagement: In AbilityHub, the family sees a "Who's Who" of the project team, building trust and transparency.