Need to update a client’s email or phone number, or correct a misspelled name? Keeping client information accurate is essential for smooth communication and record-keeping. Spectora makes it easy to edit and update a client’s contact information, whether you’re adding a new phone number, correcting a typo in their email, or making sure their name is spelled right.
In this article, we’ll guide you through the quick steps to edit client details and keep your records up to date.
How Emails Work in Spectora
Emails are unique identifiers in the Spectora system. Email addresses can only be used for one contact. If you're trying to edit a contact with an existing email and see an error message that says "Sorry, that email is taken," the email you're trying to use is already connected to an existing contact.
Here are two ways you can work around this:
You can delete the existing contact from the inspection, add a new contact with the +New button, and search for the needed contact.
Or, you can create a "new" email for the contact:
If you're using email@email.com for a client, the same email cannot be used for a different client. As a workaround for this, you can add +1 to the email for the second client. So agent 1 would use email@email.com, and client 2 would use email+1@email.com. That kind of tricks the system into thinking it's a "new" email address, but all info will be sent to email@email.com!
Editing a Client Contact Through the Contacts Tab
In this section, we'll show you how to edit a client contact through the Contacts tab. Client information is stored in its own Contact list for easy access.
Click "Contacts"
Click "Clients"
Click "Edit" to the right of the client's name
Edit the client's information
Click "Save"
Editing a Client Contact on an Existing Inspection
In this section, we'll show you how to edit a client contact on an existing inspection. When updating the contact on an inspection, it automatically updates their information in the Contacts tab - no need to worry about updating it in more than one place!
Click on the inspection to open the Inspection Details page
Click the 3 dots to the right of the client's name in the People box
Click "Edit" in the dropdown menu
Edit the client's information
Click "Save"
Frequently Asked Questions
I can't see the "save" button, what do I do?
Try adjusting your browser's zoom settings. You may need to zoom out.
I changed the name of the client on an inspection, and now their name is showing up on other inspections. Why is this happening?
If you change the name of a client on an inspection, this will update the contact’s name on any inspection they were added to.
❇️ Tip: If you are using one email address as the “client” on multiple inspections, changing the name of the contact on one inspection would also change the name of the contact on other inspections
I tried changing the email address for a client, but it says “Sorry, that email is taken.” How do I fix this?
Emails are considered to be unique identifiers in our system, so an email address cannot be associated with more than one user. If the email address is already in use, check to see if there might be another email address that can be used.
If there is no other email address that can be used, try this workaround: If you're using email@email.com for a client, the same email cannot be used for a different client. As a workaround for this, you can add +1 to the email for the second client. So client 1 would use email@email.com, and client 2 would use email+1@email.com. That kind of tricks the system into thinking it's a "new" email address, but all info will be sent to email@email.com!
Where can I change a client’s email address?
This can be done from the Contacts tab OR from an inspection where that contact is assigned.
Note: Updating the information in your Contacts tab will also update the information on any inspection they are linked to, and updating the information on an inspection will also update the info in your Contacts tab!
Where can I change a client’s phone number?
This can be done from the Contacts tab OR from an inspection where that contact is assigned.
Note: Updating the information in your Contacts tab will also update the information on any inspection they are linked to, and updating the information on an inspection will also update the info in your Contacts tab!
I booked an inspection with a person as a client. The client then informed me that they wanted their company listed as the client. How can I edit this?
There's no way to do this when editing a client in the Contacts tab or when adding a new contact from the Inspection Details page, unfortunately.
A good workaround though is to create a new contact in the Contacts tab, then add the new contact on the inspection.
If you have any questions or feedback, write into our chat bubble or email support@spectora.com!
