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Adding a Contact

This article will walk you through manually adding a non-customer contact using either the web platform or mobile app.

Written by Lily Mejia

In ProLine, you can manually add contacts such as real estate agents, adjusters, or vendors. While customers and homeowners can be saved as contacts, the recommended way to add a customer is through a project.
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Projects are the operational core of ProLine, they hold all customer information, appear on your pipeline board, and are where the full customer process is tracked.

How to Add a New Contact

Step 1 — Open the New Contact Form

  1. Click the "+" button in the left-side navigation.

  2. Select Contact from the menu.

The "New Contact" form will open.

Step 2 — Enter the Contact's Name

Fill in the First Name and Last Name fields.

💡 By default, only the First Name is required to save a contact — every other field is optional. That said, we recommend adding at least a phone number or email so your team can reach the contact later. Note that some account settings can make additional fields required (see Classify the Contact below).

Step 3 — Link an Organization (Optional)

If this contact belongs to a company or organization, start typing its name in the Organization field to search your existing records.

Just like with contact types, the organization must already exist in your account in order to be selected — you cannot create a new one from this field. Organizations are created the same way as a contact or project, using the "+" button in the left-side navigation. Learn more in Adding Organizations.

Step 4 — Add Contact Information

  • Phone — the contact's phone number.

  • Email — the contact's email address.

Step 5 — Enter the Contact's Address (Optional)

If relevant, fill in the address fields: Address 1, Address 2, City, State, and Zip.

This is especially useful for contacts you may need to visit or send mail to, such as suppliers or real estate agents. If you leave these fields empty, the contact will still be saved without an address.

Step 6 — Classify the Contact

Use these fields to organize the contact for filtering and reporting:

  • Contact Type — the role this contact plays. By default, this is set to Customer. Since this method is recommended for non-customer contacts, make sure to update this field to the appropriate type using the dropdown: Adjuster, Customer, Insurance Agent, Other, Real Estate Agent, Subcontractor, or Supplier. An admin can edit the available options in Company Settings → Contacts → Contact Types. Learn more in Company Settings: Contacts - Contact Types.

  • Lead Source (Optional) — how this contact found you. Options can be managed in Company Settings → Contacts → Lead Sources. Learn more in Company Settings: Contacts - Lead Sources.

  • Referred By — this field only appears if the selected lead source has the Referral option enabled in Company Settings → Contacts → Lead Sources. Use it to select the contact who made the referral. When it appears, it must be filled in before you can save the contact. Learn more in Company Settings: Contacts - Lead Sources.

  • Tags (Optional) — labels to help segment, filter, and group contacts (e.g., Veterans, Retirees, Family). Options can be managed in Company Settings → Contacts → Contact Tags. Learn more in Company Settings: Contacts - Contact Tags.

⚠️ Note: If the selected Contact Type has Require Lead Source enabled in your company settings, you won't be able to save the contact without choosing a Lead Source. Lead sources track where your customers come from, so this setting is typically enabled for the Customer type to make sure your team always records where a lead came from. If you're adding a customer, remember that the recommended way is through a project, where the lead source is captured as part of the contact setup.

Step 7 — Add Notes (Optional)

Use the Notes field to record any important information your team may need — for example, preferred contact method or availability.

Step 8 — Fill In Custom Fields (If Applicable)

If your account has custom contact fields configured, they will also appear on the form. These can be text fields (type the information directly) or date fields (click to open a calendar picker).

Custom fields can be managed in Company Settings → Contacts. Learn more in Company Settings: Contacts - Custom Fields.

Step 9 — Set Communication Preferences

At the bottom of the form, you'll see the communication consent settings:

  • Auto Communication On — enables automated communications for this contact.

  • Consented to SMS/Phone Communication — US law requires businesses to obtain consent from an individual before sending them SMS messages.

  • Consented to Email Communication — while not legally required, it is best practice to obtain consent from an individual before sending them emails.

All three options are checked by default. Uncheck any of them if the contact has opted out of that type of communication.

Step 10 — Save the Contact

Once you've filled in the details, click Save at the top-right of the form (a Save button is also available at the bottom, next to Reset, which clears the form and lets you start over).

Adding a Contact via the Mobile App

The process on mobile is nearly identical to the web version — the only difference is where you'll find the "+" button:

  1. Open the ProLine mobile app.

  2. Tap the green "+" button in the bottom-right corner of your screen.

  3. Select Contact.

From there, the New Contact form contains the same fields described in the steps above — only the First Name is required, and you can fill in the rest of the contact's details as needed.

What Happens Next?

After saving the contact, ProLine will display a Contact Card where you can view the following tabs:

  • Details: View/edit name, company, phone, email, and address

  • Activity: See and filter all interactions and activity

  • Projects: View all projects this contact is linked to

  • Files: Upload or view documents related to the contact

You can edit the contact at any time to add or update details as they become available.

Important Reminder

We do not recommend to use this method to add customers or homeowners.

To add a customer, use the Add Project function. You can still create a project starting from a contact if you prefer, however, it's usually easier and faster to begin by adding a project first.

Need Help?

If you encounter difficulties or have further questions, contact our support team at support@proline.app or through the chat in the lower corner of your screen. We're here to help you with any issues or concerns.

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