Contacts and companies

Written By Manning Blackall

Last updated 6 days ago

RTOPilot keeps the people and organisations you work with in two places: Contacts (the individuals you deal with at your training locations) and Companies (the corporate clients you deliver training for). This article covers managing both, searching for them, and adding locations, including overseas ones.

Managing contacts

Contacts live alongside your locations. To find them, open Locations & Contacts and select the Contacts tab.

  1. To add someone, select New Location Contact.

  2. Enter their First Name, Last Name, Email and Phone Number, then save.

  3. Open any contact to see their details and the Locations they are linked to, marked as either a Primary or Secondary contact. Use Edit Contact to update them, or Delete Contact to remove them.

📷 Screenshot to be added: the Contacts tab with a contact selected.

Managing companies

The Companies page lists the corporate companies you deliver training for. Open a company to work through its tabs: Details, Coordinators, Bookings, Locations and Invoices. Details holds the Short Name, Legal Name, ABN, phone, invoice email, website and address. Use Edit to change these.

A company can only be deleted once it has no bookings.

Searching

Both pages have a search box. Company search matches the short name, legal name, ABN or invoice email. When you search for a person, every word you type must match somewhere on the record, so a full name is found even when the words are in a different order or the first and last names are stored separately. For example, Blogs Joe still finds Joe Blogs.

Adding a location, including overseas

  1. On Locations & Contacts, select New Location.

  2. Give the location a clear Name and a Capacity.

  3. For the address, choose Australian address to search and autofill, or Overseas address for an international venue. For an overseas address you can search for it or select Enter manually and provide the Country, street address, city or town, and an optional postcode.

  4. Add a primary contact (and an optional secondary), choosing an existing contact or creating a new one, then add any student and trainer instructions and save.

Use Show archived on the Locations list to include venues you have archived.