Contact Roles

Learn how you set an email, text, or call step to go to a specific contact involved in a process.

Aimee avatar
Written by Aimee
Updated over a week ago

Contact roles allow you to specify what types of contacts are needed for a particular process type. (i.e, for an Owner Onboarding process, you will need to communicate with the new owner, so you would want to add Owners as a contact role.) 

Once you've specified the contact roles needed for a process, you will be able to specify for each email, text, or call step, towards which contact role that particular task will be directed. 

(For example, for a Lease Renewal, you may want to send one email step to the owner, and another email step to the tenant.) For each step, you can set the specific contact role for that step, or include all contact roles for that step.

Setting Up Contact Roles

Step 1: Specify the contact roles for this process type

On the General tab for the process type, add contact roles and give them each a name. Each process type will have its own roles, unconnected from other processes.

Be sure to select the pipeline for LeadSimple to pull the contacts from. Owners should be coming from your PM software owners pipeline and your tenants should be coming from your PM software tenant pipeline.

You can also choose the stage for LeadSimple to pull contacts from in the pipeline you select. For most processes, leave this setting as "All Current stages", but for the Move In process, you will want LeadSimple to pull the contacts from the "Future Tenant" stage.

Leadsimple will auto-populate the contact roles based on your settings when the process is started:

Step 2: Specify the contact role for each email, call, or text step in the stages and workflows for this process type.

In each workflow, identify the contact role for each email, call, or text step. You can also select "All contact roles".

Using Contact Roles

Here's how a task that has a specified contact role works. An email task will use the email address (or addresses, if there are multiple owners for example) of the contact in that particular role.

A call or text task will use the phone number of the contact in that particular role. For instructions on how to send a text to each contact in a contact role (for example, all tenants), see this article.

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