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Creating a Contact

Your step-by-step guide to adding and managing contact records in TandemTask

Overview

Contacts represent individual people associated with Companies in TandemTask. Whether they're decision makers, project stakeholders, technical administrators, or billing contacts, every Contact must be linked to at least one Company. Contacts can be assigned to Projects as stakeholders, associated with Deals as decision makers or influencers, and tracked throughout your customer relationships. This article walks you through creating a Contact, adding their information, and understanding how Contacts connect to your broader workflow.

Contacts are NOT the same as workspace Users in your account. Unlike Users, Contacts do not have access to workspaces, projects, tasks, etc. If you would like to give a Contact access to your workspace, please see our Creating a User (coming soon) article instead.

Before You Begin

Before creating a Contact, make sure you have:

  • A Company created - Contacts must be associated with at least one Company. If you haven't created the Company yet, see Creating a Company.
  • Appropriate permissions - Depending on your role, you may need specific permissions to create Contacts. If you're unsure, contact your account administrator or reach out to support@tandemtask.com.
  • Contact information - Having details like name, email, and role handy will make the setup process smoother.

Creating a Contact

Follow these steps to create a new Contact:

Step 1: Navigate to Contacts

Log into TandemTask at app.tandemtask.com and click CRM → Contacts in the main navigation menu. This displays all existing Contacts across your accessible Spaces.

Step 2: Create a New Contact

Click the + Add Contact button (typically found in the upper right corner or at the top of the Contacts list).

Step 3: Enter Contact Name

Enter the contact's First Name and Last Name in the required fields.

Examples:

  • First Name: "Sarah" | Last Name: "Johnson"
  • First Name: "Michael" | Last Name: "Chen"

Tip: Use the name the person goes by professionally. If someone introduces themselves as "Mike" but their legal name is "Michael," use "Mike" for better recognition.

Step 4: Associate with a Company

Select which Company this Contact works for. The dropdown will show all Companies in your accessible Spaces. Companies listed includes the company you work for, and can include clients, partners, vendors, and other companies you or your team creates.

Important: Every Contact must be associated with at least one Company. If you can't find the Company, you may need to create it first. See Creating a Company.

Note: If a Contact works at multiple Companies (consultants, contractors, people who've changed jobs), you can associate them with multiple Company records.

Step 5: Add Contact Details (optional but recommended)

Fill in relevant fields to build a complete Contact profile:

Email - The contact's primary email address

Phone - Direct phone number or mobile

Job Title - Their role at the company (e.g., "VP of Sales," "IT Admin," "CEO," "Project Manager")

Department - The team or function they work in (e.g., "Sales," "Engineering," "Operations")

Step 6: Add Additional Information (Optional)

Depending on your needs, you may want to include:

LinkedIn Profile - URL to their LinkedIn for quick reference

Location - City, state, or region if relevant for time zones or regional management

Notes - Any additional context about the contact, their preferences, communication style, or relationship history

Step 7: Save the Contact

Click Create Contact or Save to finalize. Your new Contact is now created and appears in your Contacts list.

After Creating Your Contact

Once your Contact is created, you can:

  • Associate with Projects - Add them as Project Leads, Project Members, or Company Contacts. See Creating a Project.
  • Associate with Deals - Link them to sales opportunities as decision makers or influencers. See Creating a Deal (coming soon).
  • Assign to Tasks - Add them to specific Tasks if they need to collaborate on work items. See Creating a Task.
  • Edit Contact details - Update any information by clicking into the Contact record and selecting "Edit" or the settings icon.
  • View all related records - See all Projects, Deals, and Tasks associated with this Contact from the Contact detail page.

Contact Fields Explained

Here's what each field does and when to use it:

First Name (required) - The contact's given name. Used throughout TandemTask when displaying the person's information.

Last Name (required) - The contact's surname. Combined with First Name for full identification.

Company (required) - The organization this Contact works for. Required to maintain proper associations. Contacts can belong to multiple Companies if needed.

Email (optional) - Primary email address. Essential for communication and often used as a unique identifier.

Phone (optional) - Direct contact number. Useful for quick outreach or when email isn't the best channel.

Job Title (optional) - The person's role at their company. Helps with understanding their authority, responsibilities, and how to engage with them.

Department (optional) - Which team or function they're part of. Useful for routing communications or understanding their perspective.

LinkedIn Profile (optional) - URL to their professional profile for research or verification.

Location (optional) - Geographic information. Helpful for time zone awareness or regional account management.

Notes (optional) - Freeform field for any additional context about the contact, their preferences, or relationship details.

Best Practices

Use consistent name formatting. Decide whether you're using formal names (Michael, Elizabeth) or preferred names (Mike, Liz) and stay consistent. This makes searching and recognition easier.

Always add an email address. Even if it's optional, email is often the primary communication channel and helps prevent duplicate Contact records.

Include job titles when possible. Knowing someone is a "VP of Sales" vs. "Junior Sales Associate" changes how you engage with them and helps with prioritization.

Keep multiple Company associations clean. If a Contact works at multiple Companies, make sure each association is still current. Remove outdated Company links when people change jobs.

Update Contact records when things change. People get promoted, change departments, switch email addresses. Build a habit of updating Contact information when you learn about changes.

Use the Notes field strategically. This is where you track things like "Prefers text over email," "Decision maker for all tech purchases," or "Reports directly to CEO."

Don't duplicate contacts. Before creating a new Contact, search by name and email to make sure they don't already exist. Duplicates fragment your relationship history across multiple records.

Associate Contacts with relevant Projects and Deals. The more you connect Contacts to the work they're involved in, the better visibility you have into your relationships and engagement.

Need Help?

  • Starter Plan: Email us at support@tandemtask.com
  • Pro Plan: Email, chat, or call us—plus schedule time with our team for setup assistance
  • Enterprise Plan: Contact your dedicated Project Manager for hands-on help structuring your Contacts and importing existing data

Next Steps