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Employees, like other contacts, can be added multiple ways.  You can add them manually or import them.

To Add an Employee, go to the Menu > Directory > Add New… > Select Employee.

To Import a list of Employees, go to Menu > Directory. On the right side you will see a column that represents each contact type.  In the dropdown is an import template that can be used to import the data into the system.  Use the same dropdown to import the data.  If the import turns out to have mistakes or you want to remove it, click on the Previous Import option to remove it. More about importing contacts can be found here: https://contractorforeman.com/knowledge-base/importing-contacts/

  • You can also add an image for the employee to help you put a face to the name, you can do so by clicking on “Add an Image”
  • Training & Certifications can be uploaded & attached to the employees Profile by clicking on “Add an Attachment”
  • The new popup allows you to click “Add Files” to select the files from your computer or you can drag and drop them into the popup.  Once you do so, click Upload All files. Depending on the file size, it could take several minutes for the files to transfer.  Once finished, you are taken back to the details screen.  Click Submit to Save the files.
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Purpose:

To Create a Directory.

Background:

Contractor Foreman breaks down your contacts into categories. These help with organization as well as speeding up data entry by keeping lists shorter and searches faster. The categories are, Employees, Customers, Contractors, Vendors Misc. Contacts and Leads.

Points to Remember:

Required fields are marked with an Asterisk (*.)

To save your work, click the blue “Submit” button.

To edit the record, click the green pencil icon in the upper right corner.

Deleting Items can only be done by a person with Admin Rights or if you are given access to do so.

If items from the Directory needs to be Deleted, you can do so by clicking on the Item then the “Action” button at the bottom of the page on the right.

Steps to Create Items in Directory:

  1. Navigate to Main Menu.
  2. Click on Directory.
  3. Click on blue button “Create a New ______” on the left.
  4. Enter the following information:

Employees:

  • Import Options:
  • First / Last Name: (Mandatory)
  • Email:
  • Phone / Cell:
  • Title / Wage (Hourly):
  • Group(s):
  • Street:
  • City/State/Zip:
  • Hire / Release Date:
  • Employee ID / DOB:
  • SSN/ID #:
  • Emergency Contact:
  • Relationship / Phone:
  • Notes:
  • Add an Image:
  • Show on Calendar: Check Mark the Box for “Show Employee Column”
  • App Access: Check Mark the Box for “Authorize”
  • Username:
  • Password:
  • Role: Select from Drop-down.
  • User Has access to: Select from drop-down
  • Assigned Projects: Select from System List.
  • Training & Certifications:
  • Add an Attachment: Upload all Photos & Files in link to this Project. (On the phone or Tab this would be a Camera button so just click away & it will upload here automatically)

Contractors:

  • Import Options:
  • First / Last Name: (Mandatory)
  • Company Name: (Mandatory)
  • Email:
  • Phone / Cell: (Mandatory)
  • Fax / Title:
  • Street:
  • Street 2:
  • City/State/Zip:
  • Tax ID:
  • Add an Image:
  • Scope of Work: Select from Drop-down.
  • Note:
  • Add Contractor Service Name:
  • Additional Contacts:
  • Insurance Certificates: Policy Type, Policy & Expire Date.
  • Licenses & Certifications: License Type, License & Expire Date.
  • Add an Attachment: Upload all Photos & Files in link to this Project. (On the phone or Tab this would be a Camera button so just click away & it will upload here automatically)

Customers:

Contact Tab:

  • Import Options:
  • First / Last Name:
  • Company Name:
  • Email:
  • Phone / Cell: (Mandatory)
  • Fax / Title:
  • Street:
  • Street 2:
  • City/State/Zip:
  • Add an Image:
  • Access / Gate Code:
  • Referred By:
  • Internal Note:
  • Additional Contacts:

Sales Tab:

  • Sales Date:
  • Quality/Stage: Select from Drop-down.
  • Referral Source: Select from Drop-down.
  • Project Type: Select from Drop-down.
  • Lead Value ($):
  • Assigned To: Select from System List.
  • Project Address: Copy from contact Address.
  • Street:
  • Street 2:
  • City/State/Zip:
  • Add Customer:

Files & Photos Tab:

  • Add an Attachment: Upload all Photos & Files in link to this Project. (On the phone or Tab this would be a Camera button so just click away & it will upload here automatically)

Vendors:

  • Import Options:
  • First / Last Name:
  • Company Name: (Mandatory)
  • Name on Check:
  • Email:
  • Phone / Cell: (Mandatory)
  • Fax / Title:
  • Street:
  • Street 2:
  • City/State/Zip:
  • Website:
  • Scope of Service: Select from Drop-down.
  • Add Vendor: Service Name.
  • Note:
  • Billing Rate (Hr) / Terms: Select from Drop-down.
  • Opening Balance:
  • Account # / Tax ID #:
  • Additional Contacts:
  • Add an Attachment: Upload all Photos & Files in link to this Project. (On the phone or Tab this would be a Camera button so just click away & it will upload here automatically)

Misc. Contacts:

  • Import Options:
  • First / Last Name: (Mandatory)
  • Company Name: (Mandatory)
  • Email:
  • Phone / Cell: (Mandatory)
  • Fax / Title:
  • Street:
  • Street 2:
  • City/State/Zip:
  • Add an Image:
  • Note:
  • Service Provided:
  • Additional Contacts:
  • Add an Attachment: Upload all Photos & Files in link to this Project. (On the phone or Tab this would be a Camera button so just click away & it will upload here automatically)

Leads:

  • Import Options:

Contacts Tab:

  • Opportunity Name:
  • First / Last Name:
  • Company Name:
  • Email:
  • Phone / Cell: (Mandatory)
  • Fax / Title:
  • Street:
  • Street 2:
  • City/State/Zip:
  • Add an Image:
  • Access / Gate Code:
  • Referred By:
  • Internal Note:
  • Additional Contacts:

Sales Tab:

  • Sales Date:
  • Quality/Stage: Select from Drop-down.
  • Referral Source: Select from Drop-down.
  • Project Type: Select from Drop-down.
  • Lead Value ($):
  • Assigned To:
  • Project Address: Copy from Contact Address?
  • Street:
  • Street 2:
  • City/State/Zip:

Files & Photos Tab:

  • Add an Attachment: Upload all Photos & Files in link to this Project. (On the phone or Tab this would be a Camera button so just click away & it will upload here automatically)
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Importing contacts into your Directory is a simple process with Contractor Foreman.  In the web panel, you can import the following contact types;

  • Employees
  • Vendors
  • Contractors
  • Customers
  • Misc. Contacts

Contacts must be in CSV format and match the appropriate template.  You can download a copy of the template from the list below or by going to the Directory and clicking on the appropriate dropdown.

Employees Template
Vendors Template
Contractors Template
Customers Template
Misc. Contacts Template

 

A CSV file will open.  Once you have added your data, be sure to save it and follow the import steps.  When saving, Excel my try to save it as an .xlxs file instead of .csv.  This is normal but can be changed.  See image below.

Select a record in the Directory that matches the contact TYPE you want to import.  Meaning, if you want to import a list of Customers, select a customer record.  In the bottom right, you will see an Actions dropdown.  From there, select Import Customers Template.

The next screen will allow you to preview the file and data that will be imported.

Review all rows.

If you agree that the data looks correct, finish the import process by clicking the button at the bottom of the screen.

If for any reason you find a problem with the data you imported, using the same Actions Dropdown, select Previous Imports.  From there you can Delete a prior import.

If you have questions, be sure to contact us and we will be glad to help you get your file imported.  If your contacts are currently in QuickBooks and you need help exporting them, this guide will help: https://contractorforeman.com/knowledge-base/exporting-contacts-from-quickbooks-online/

 

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Exporting your customers and vendors from QuickBooks Online is not as straightforward as you would expect.  Follow the steps below or use the video to see step-by-step how to export your contacts.  Once finished, copy the data to the Contractor Foreman import template.

Need a hand?  We can help.  Send us your exported file and as long as you have the correct columns setup, we will take care of the rest for you.

 

Steps: Reports > Search for Report (Customer Contact List) > Click Customize (upper right) > Rows & Columns > Change Columns > Select columns to show > Run Report > Export to Excel.

 

 

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Directory

Contractor Foreman breaks down your contacts into categories. These help with organization as well as speeding up data entry by keeping lists shorter and searches faster. The categories are, Employees, Customers, Contractors, Vendors and Misc. Contacts.

You can add contacts either one at a time or use the .CSV template provided in each section. See Help for Adding Contacts.

  • Employees: These are all employees whether they are users of the app or not.
  • Customers: Customers are the people or entities you have signed projects with or intend to have signed projects with. It is common to have one customer that has multiple projects.
  • Contractors: This list will contain both your General Contractors and Sub Contractors. In this section, you can track Contractors license and certifications and their related expiration dates.
  • Vendors: These are the companies that provide services and supply products but do not perform labor onsite.
  • Misc. Contacts: Here is where you would add contacts such as Inspectors, Architects, Engineers and others that do not fit into the above categories.
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Directory and Contacts

In Contractor Foreman, the Directory is where you keep all your contacts; Customers, Vendors, Contractors, Employees, Users, and Misc. Contacts organized in a searchable database. Next to each listing for contract type there is a “New” button which enables you to quickly add a new contact of any type. Each contact type section has the ability to add contacts via a .csv file upload. In the upper right section of each contact is a blue button “View Import Template.” Clicking this downloads the template to load contacts into. Simply save your .csv file after inputting contacts then click the green “Import” button to import. Also see help for “How do I save my Excel file as a CSV.”

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Importing data is the best way to quickly get information into Contractor Foreman.  If this is new to you, start small with just a couple lines of data before importing everything.

  1. Open the Excel file
  2. Go to File > Save As
  3. Excel will default to “Excel Workbook (*.xlsx)”
  4. Click this option to see a list of additional formats.
  5. About half-way down you will see “CSV (comma delimited) (*.csv)”
  6. Use this option.  Do not use the other CSV options that are available.
  7. Save the file and then close it.
  8. Now you can import the file.  You will be able to verify the data prior to it importing.
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