How to Set and Manage Contact Roles in Inspect Point

Contact Roles in Inspect Point define how and where a contact participates in your workflow — from receiving inspection reports to populating information on invoices and proposals. Assigning roles ensures the right people receive the right documents when they're sent. 

This article will explain: 

• 📇What contact roles are
• 📥Where they’re used
• 🛠️How to assign and manage them
• 🔁How role inheritance works between accounts and buildings

What is a Contact Role?

Each contact in Inspect Point can be assigned one or more roles that control what actions or documents they’re tied to. These roles can be set at either the Account level or the Building level, depending on how centralized or site-specific your contact structure is. 

Contact Role Breakdown: 

Report Contact - These contacts receive the reports when backend users 'Send to Contacts' from the reports tab, or if auto generate/auto send to contact is turned on. *An email must be attached*

Proposal Contact - These contacts are automatically selected when creating a proposal on the building. *You can unselect or add other contacts on the proposal if needed*

Backflow Contact - The contact information will pre-fill in on the backflow.

Billing/Invoice Contact - Contact information will pre-fill in when creating/generating an invoice.

Scheduling Contact - This contacts role indicates who to contact for scheduling. This contact will also receive visit reminders (enabled in Settings). 

Owner - Select this role if the contact is the building owner. This is what will pre-fill into any owner sections in backflows.

💡 Note: A contact can hold multiple roles simultaneously, and these roles can differ between accounts and buildings.

Where to Set & Manage Contact Roles

You can assign or edit contact roles from several places in the backend:

📇 Contacts Listing Screen

From the backend, select the Contacts tab on the navigation bar to see all the contacts in your system. 

On the right side of the screen you will see the the Buildings column, which gives you a quick visual of which account and buildings a contact is associated with — and how those relationships are structured. Use the ellipsis (...) to manage roles for the associated Account or Buildings.

• Bold text represents the Account the contact is assigned to (e.g., Barry’s Bungalow).
• Indented beneath the Account, connected by a vertical line, are the Buildings associated with that Account (e.g., Acosta Childcare and CN ABC Childcare).
  • If the contact has roles at the account level, those roles are inherited by all these buildings.
• Non-bold building names (e.g., BarGil Management) are standalone buildings the contact is associated with.
  • These are not linked to any account, and any roles assigned here apply only to that specific building.

👤 Contact Details Page

Clicking on the contact's name brings you to their full profile.

Scroll down to see all associated Accounts and Buildings. Use the ellipsis (...) to manage roles for the associated Account or Buildings.

🏢 Account Detail Screen 

Navigate to the Account and select the Contact's tab on the detail screen. 

Scroll down to see all associated Accounts and Buildings. Use the ellipsis (...) to manage roles for the associated Account or Buildings.

🏠 Building Detail Screen

You can also manage contact roles at the building-level. Go to the Buildings tab → select a building → click the Contacts tab on the detail screen. 

Here, you will see every contact associated with this building. Again, click the ellipsis next to each contact to manage their roles. 

• Inherited roles from the Account will appear grayed out here and are not editable at the building level.

Role Inheritance Explained

• Roles set at the Account level are automatically inherited by all buildings under that account.
• These inherited roles cannot be changed at the building level.
• You can assign additional building-level roles that supplement inherited ones.

📌 Example:
If Michaella is assigned the Report Contact role at the account level for ABC Fire Protection, she will receive reports for all buildings under that account — unless overridden. If you also assign her the Proposal Contact role for just Building A, she will only receive proposals for that specific site.

👉 Related Article: Understanding the Accounts & Buildings Contact Hierarchy