Contacts

Contacts are the people within your customer companies. They sync automatically from your PSA and can also be created manually. Contacts can be granted portal access to view and approve quotes, browse your product catalog, and place self-service orders through the Storefront.

Contact fields

Each contact record contains the following fields. Most fields are editable in the contact creation and edit dialogs.

Creating contacts

Create contacts from the Contacts tab on a company page, or from the global contacts list at Profiles.

The creation dialog uses an email-first flow:

1. Enter the contact's email address
2. Click Fetch — Salesbuildr auto-populates the profile using Apollo.io enrichment (publicly available data)
3. Review and fill in remaining fields (first name and company are required)
4. Optionally toggle Send Invitation to immediately email the contact a login link
5. Save the contact

You can either assign the contact to an existing company or create a new company inline from the same dialog.

PSA integration required. The New Contact button is disabled when no PSA integration is configured. With a PSA connected, contacts are typically managed through PSA sync, but you can still create them manually.

Contact detail page

Click a contact's name to open their detail page. The page has a sidebar and two tabs:

Sidebar:

• Profile picture, name, job title, LinkedIn link
• Company name and logo (links to the company page)
• Action buttons: Edit, Send email, Link to HubSpot (if HubSpot is enabled)
• PSA synchronization status

Info tab: Displays the contact's name, email (with mailto link), phone (with tel link), job title, labels, and a "Vendor verified" badge if the company link is verified.

Messages tab: Shows the history of emails sent to this contact through Salesbuildr. See Email tracking below.

Labels

Labels are color-coded tags you can assign to contacts for categorizing and filtering. Each label has a name and a background color.

• Assign labels when creating or editing a contact
• Use Bulk Edit on the contacts list to add or remove labels in bulk
• Filter contacts by label in search results

Labels are managed separately from vendor roles — labels are user-created tags, while vendor roles are a fixed set of categories for MSP team members.

Primary contact

Each company can have one primary contact, indicated by a star icon in the company's contacts list. The primary contact is the main point of contact for that company.

Primary contact is set through PSA sync:

• Autotask: When a contact's primaryContact flag is true in Autotask, Salesbuildr automatically sets them as the company's primary contact
• HaloPSA: The primary contact is used to set the maincontact_id on the HaloPSA site record
• ConnectWise: Primary contact mapping is not supported

There is no manual UI to set the primary contact — it is managed through PSA synchronization.

Customer login access

Contacts can be granted login access to your Salesbuildr portal. When logged in, they can:

• View and approve quotes sent to them
• Browse your product catalog (if the Storefront is enabled)
• Place self-service orders
• Fill in custom form fields on proposals

Login access is controlled at three levels:

1. Per contact: Each contact has an Allow Login toggle. Contacts default to login-enabled unless explicitly disabled.
2. Per company: The company record has a login flag that overrides individual contact toggles. If the company-level login is disabled, individual contact toggles are hidden.
3. Per company type: Each company type uses one of two login strategies:
   • Allow list (default) — Login is disabled by default. Only contacts explicitly set to allowed can log in.
   • Deny list — Login is enabled by default. Only contacts at denied companies are blocked.

Bulk login management

On the Contacts tab of a company page, use the Enable All Login and Disable All Login buttons to toggle login access for all contacts at that company at once.

You can also toggle individual contacts from the contacts list using the checkbox in the Login column.

Sending login invitations

Send a login invitation email to contacts directly from the contacts list. The invitation creates a login account for the contact — their credentials are set up on first login.

The invitation email uses a customizable template. Navigate to Admin > Emails to edit the sign-up notification templates.

Note: You can resend invitations if the contact hasn't logged in yet. The invitation status is tracked per contact.

Authentication providers

Customers can sign in using one or more of these methods:

• Email and password — standard email/password login via Firebase Authentication
• Google — Google SSO (email is auto-verified)
• Microsoft — Microsoft SSO (email is auto-verified)

Each provider can be independently enabled or disabled at Admin > Platform > Authentication. You can also configure a session timeout (in minutes, hours, days, or weeks).

Email/password users must verify their email address before they can log in. Google and Microsoft users are automatically verified since their identity is confirmed by the provider.

MSP domain protection

To prevent your own team members from accidentally registering as customer contacts, Salesbuildr blocks self-registration for emails matching your configured MSP domains (set at Admin > Platform > Authentication).

MSP domain users must be invited through Admin > Users & Access instead. When creating a contact with an MSP domain email, the "Send Invitation" toggle is automatically hidden.

Email tracking

Each contact's detail page includes a Messages tab showing the history of emails sent through Salesbuildr. For each message you can see:

Listed and unlisted contacts

Contacts have a Listed toggle that controls their visibility:

• Listed — The contact appears in search results, contact pickers, and all normal views
• Unlisted — The contact is hidden from search results and normal views (soft-hidden, not deleted)

Contacts default to listed. Unlisted is used for:

• Contacts who self-register through the Storefront but haven't been verified by an admin yet
• Inactive contacts imported from ConnectWise (the inactiveFlag maps to unlisted)
• Contacts you want to hide without deleting

Toggle the listed status when creating or editing a contact. Activating an unlisted user (assigning them roles) automatically sets them back to listed.

PSA contact sync

Contacts sync bidirectionally between Salesbuildr and your connected PSA. When a contact is created or updated in either system, changes are propagated automatically.

The following table shows which fields sync per PSA integration:

ConnectWise member vs. contact distinction: ConnectWise differentiates between members (your MSP's internal users) and contacts (customer contacts). Members are identified by a separate connectwise-identifier field and are synced to the internal users list, while contacts are synced to the contacts list.

HaloPSA-specific features:

• Prospect contacts: If prospects are enabled and the company type matches, contacts are synced as prospects
• Supplier contacts: Contacts at supplier companies use the supplier association instead of a site
• Full name: Computed from first, middle (if configured), and last name fields

HubSpot integration

When a HubSpot integration is connected, contact data syncs bidirectionally between Salesbuildr and HubSpot.

Linking contacts: Before linking a contact to HubSpot, the contact's company must already be linked to HubSpot. Once the company is linked, use the Link to HubSpot button on the contact's detail page to search for and select the matching HubSpot contact.

When HubSpot contacts are associated with a synced company in HubSpot, Salesbuildr can automatically create the corresponding contact record.

Storefronts

Contacts with login access can browse and order through your Storefront — a self-service portal where customers browse products, compare options, and place orders independently. See the Storefront article for full details on setup and configuration.

Storefront access requires:

1. The Storefront feature must be enabled for your tenant
2. The contact's company must have Allow self-service orders enabled
3. The company type must have the quote recipient feature
4. The individual contact must have login access enabled

Notes

Internal notes can be attached to contact records. Use them to log call summaries, onboarding observations, or team context about a specific person.

Navigate to a contact's detail page and find the Notes section to view or add notes. Notes are internal and not visible to the contact.

See also

• About Salesbuildr — Getting Started

• Dashboard — Dashboard

• Users & Access — Admin

• Your First Quote — Getting Started

• Apollo.io — Integrations