Supporting Contacts
Understand how several people can be associated with one Entity and who receives communications.
On this page
An Entity may have several people involved: directors, shareholders, a finance contact, or a payroll contact. Keep the main Contact and record the other people as Supporting Contacts on that Entity.
For example, Joshua Gauci can remain the main Contact for Seabreeze Trading Ltd while another person handles payroll queries. You do not need a second Entity for that person.
Main Contact and Supporting Contacts
| Contact | What it represents |
|---|---|
| Main Contact | The person linked to the Entity during onboarding. Their details appear in the Client section of the Entity page. |
| Supporting Contact | An additional person recorded for this particular Entity, with their own contact details and role. |
Adding a Supporting Contact does not replace the main Contact. A person recorded for one Entity is not automatically a Supporting Contact for another.
Read Contacts and Entities for the difference between a person and the business receiving your Services.
Where to find the contacts
Open the Entity from Clients. In the Client section, Contacts opens the Supporting Contacts panel. You can also use Manage beside Supporting Contacts, or Add supporting contact when none have been recorded.
The panel shows the people already recorded and an Add contact form. Adding or removing a contact requires permission to change the Entity.
What the details mean
| Detail | What to record |
|---|---|
| Name and Email | The person’s name and address for communications. Both are required. |
| Phone | An optional contact number. |
| Role | How the person is involved with this Entity, such as Director, Finance Contact, or Payroll Contact. |
| New role | The role name when you choose Other. |
| Job title | An optional position within the client’s organisation. |
| Notes | Optional information that helps colleagues understand whom to contact. |
A contact’s Role describes their relationship to the Entity. It does not grant access to Ziffa or change a colleague’s permissions in your firm.
Notify contact controls whether Add contact also sends that person an email telling them they were added on Ziffa. Leave it unchecked to save the details without sending that notification. Check the address and this option before saving.
Who receives a request or document?
Adding someone to Supporting Contacts does not automatically copy them into every email or make them a signer.
Supporting Contacts can send files through supported email intake. If processing finds an unknown or invalid document, the Service’s Client email still goes to the main Contact. The sender is not automatically copied. See Understanding document emails.
Document requests offer the main Contact and the Entity’s Supporting Contacts as recipient choices. The main Contact is selected initially. Check the selected people and their email addresses before sending.
For proposals, approvals, signatures, and other document emails, check the recipients in that action’s setup. A person’s role alone does not mean they will receive the document. Follow Send a proposal or engagement document or Request missing documents for the relevant steps.
Removing a Supporting Contact
The contact’s delete control opens an in-place confirmation. Confirm only when that person should no longer be recorded as a Supporting Contact for this Entity, or cancel to keep them.
Removing that record does not change the main Contact, delete the Entity, or recall messages already sent.