# Set up client contacts and site instructions

Choose who receives each communication and what the team needs to know before the visit.

Source: https://fieldbase.pt/help/en/client-contacts

Language: en

Updated: 2026-09-16

Platform: Web

## Before you start

- You need permission to edit the record. Confirm contact details with the client.

## 1. Edit contacts

Open the record and choose Edit. Add each person once, with a name, email or phone number. Identify the main contact to avoid uncertainty in the field.

![Client contacts with name, email and phone number.](https://fieldbase.pt/help/steps/client-contacts-1.png)

## 2. Choose communication categories

Select appropriate categories such as work orders, invoices, quotes or orders. For example, the finance contact can receive invoices while the site contact receives work communications.

![Communication categories available for each contact.](https://fieldbase.pt/help/steps/client-contacts-2.png)

## 3. Separate the instructions

Use Administrative Notes for office management and Technician Notes for on-site work. In Items to bring, put one item per line to support the briefing and logistics.

![Administrative notes, technician notes and items to bring.](https://fieldbase.pt/help/steps/client-contacts-3.png)

## 4. Save and review

Save the changes and read back the contacts and notes. Before sending a document, always check the recipient shown before you send.

![Saved contacts in the client record.](https://fieldbase.pt/help/steps/client-contacts-4.png)

## Check the result

Contacts have the correct categories and the team can find instructions in the relevant work context.

## If something gets in the way

### Can’t a technician see a contact?

The organization can hide client contacts from technicians. Ask an administrator to check that setting; do not copy contact details into public notes as a workaround.

## Continue learning

- [Add a service location](https://fieldbase.pt/help/en/add-service-location)

- [Create a work order](https://fieldbase.pt/help/en/create-workorder)