Managing Contacts & Companies

In the contacts area, you organize all your people and companies in one central place, whether they're customers, temporary staff, partners, or suppliers. Every contact comes with a complete CRM overview: all events, requests, finance documents, calls, and notes in one place.

Opening and searching the contacts area

You'll find the area in the main menu under Contacts. At the top, you can see at a glance how many contacts you have in total and how many of them are Active or Inactive. Below that, you control the list using the filter bar:

1. Type in the search field to search by name, email, phone, or associated company.
2. Narrow the list with the All, People, or Companies pills.
3. Filter by your tags (for example VIP) or by Active and Inactive.
4. Use the A–Z index on the right edge to jump straight to a starting letter.

The letter in the A–Z index always follows the name shown in the list: the company name for companies, the first name for people. To look someone up by last name, use the search field instead — it also searches last name, email address and phone number.

The list is sorted by Last contacted by default, so the most recent contacts appear at the top.

Creating a new person or company

Click Create contact in the top right. A dialog opens with the contact form.

1. Under Type, choose between Person and Company.
2. For a person, fill in Salutation, Title, First name, and Last name, and use Associated company to assign an existing company.
3. For a company, enter the Company name and, if needed, add Website, VAT ID, Tax number, and the Managing directors.
4. Enter contact details such as Email, Phone, and Mobile, and capture the Address via the address field. The Additional info field right below it holds the address addition — this is where you put an "attn." line such as attn. Mr Mayer. It appears in the recipient block on quotes and invoices as soon as your template contains the {Address_Line_4} placeholder (see "How do I create layouts for financial documents?").
5. Assign the relevant keywords in the Tags field (see below).
6. Click Create contact to save.

The Customer number is assigned automatically when you create the contact, so you don't have to set it yourself.

Sorting contacts with tags

Tags are free-form keywords such as VIP, Supplier, or Wedding that let you group your contacts and filter the list by them later. They work the same way for people and for companies.

1. Open the Tags field in the contact form — both when creating a contact and when you Edit an existing one.
2. Type a keyword and confirm with Enter or a comma. The arrow on the right of the field shows every tag that already exists in your workspace so you can pick one.
3. A tag that doesn't exist yet is created automatically when you save and is available everywhere afterwards.
4. To remove a tag, click the ✕ on it.
5. Save the contact — the tags are only applied at that point.

The assigned tags then appear at the top of the contact card, and you can filter the contact list by them. Capitalisation doesn't matter: Wedding and wedding are the same tag.

Importing contacts via CSV

If you already have a contact list, you can read it in all at once instead of creating each entry by hand.

1. Click Import to open the Import contacts dialog.
2. Drag your CSV file into the field or click Select CSV file.
3. In the Map columns step, assign the matching field to each column: First name, Last name, Email, Phone, or Company. Leave any columns you don't need set to — Ignore —.
4. Click Preview to check the first few rows.
5. Confirm with Import.

Univents automatically detects both comma- and semicolon-separated files and already suggests the mapping for common column names.

Using the detail view and the CRM

Click a row in the list to open the detail view. In the header, you'll see key figures such as Events, Revenue, Avg. order, and Last contact. Using the tabs below, you can reach the contact's full history:

• Overview: cards for events, requests, finance documents, tasks, and the Master data.
• Events and Requests: all events and requests the contact is involved in.
• Finances: the associated Quotes, Invoices, and Delivery notes.
• Emails and Calls: the communication history; use Log call to record phone calls.
• Notes and Tasks: manual notes and open to-dos.
• Relationship: linked people and companies.

In the top right, you'll also find the actions Add request, Send email, and More actions.

Linking people to companies

To keep your CRM connected, you assign contact persons to their company. There are two ways to do this:

Quick path when creating or editing: Open the person, click Edit (or create a new one), and use the Associated company field to search for and select the matching company. Save with Save. The company then appears as a subtitle of the person.

Detailed link in the Relationship tab: Open the person or company and switch to the Relationship tab. Click Link company (on a person) or Link person (on a company). In the dialog, select the counterpart, optionally enter a Position / title (for example "Managing Director"), and use the Set as primary switch to mark it as the primary employer. A person can have several company links, but only one of them can be marked as primary.

Each row in the Relationship tab shows the name of the linked person or company along with its role — either the text you entered under Position / title, or, if left blank, the default Primary employer, Employer, or Employee. Primary links also carry the Primary label. Use the pencil and trash icons to edit or remove a link.

If a company was only entered through the simple Associated company form field, the corresponding row in the Relationship tab shows an Adopt button instead. Clicking it converts the simple link into a full, editable relationship and automatically marks it as the primary employer. The underlying contacts themselves are unaffected — only how the link is stored changes.

Frequently asked questions

Why can't I change the customer number? The Customer number is assigned automatically when the contact is created and is only shown as a display value in the form. It stays unique and stable.

Which fields do I see for a company compared to a person? As soon as you switch Type to Company, the form shows company-specific fields such as Company name, Website, VAT ID, Tax number, and Managing directors. Fields like First name, Last name, or Associated company only appear for people.

What do "Active" and "Inactive" mean in the list? This label is based on when the contact was last updated or contacted. That way, you can tell at a glance which contacts are currently active and which have been quiet for a while.