Setting Up an Active Customer & Owner Profile Management

You now have the ability to have multiple Customer Contacts as Owners on a single job. Your Owners now have the ability to set their own credentials to log in to the Owner Portal, maintain their own profile, and update their contact information.

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Jump to a Section:

• Sending Contacts an invite to become Active on a Job

• Owners must set their own login credentials

• The Primary Email becomes the manager of the Owner account

• The Primary Email for an Owner Contact must be unique within the same Builder Account

• Owner Profile Image can only be set by the Owner

• An Active Contact’s Info can only be updated by the active Owner

• Sunset the ability to send a custom text to an Owner directly from Buildertrend

• Assigning Multiple Homeowners – Website

• Adding/Removing Multiple Contacts on a Job

• Assigning Multiple Homeowners – Mobile

• FAQs

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Sending Contacts an invite to become Active on a Job

If adding a Contact to a new Job, select New Job.

If you are adding a Customer to an existing job, click View Job Details icon on the desired job.

From here, navigate to the Owners tab and select New Contact or Choose from Existing Contacts.

After you have completed filling out the contact details, simply click Send Invite within the Security & Login section to trigger an email to your client, or Save, if you’re not ready to invite them yet.

Once you’ve hit Send Invite, you will need to choose a Save option in order for the invite to send.

Once saved, you’ll see a Pending status in the Security & Login section until the homeowner accepts the invitation. You can Resend or Cancel the invite at any time, as well.

You do have the ability to Disable their access, as shown below.

Once you have saved the initial Customer Contact, you can go through the process to add multiple Contacts to a Job. Click HERE to jump to that part of this page.

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Owners must set their own login credentials

In order to hold Buildertrend to the highest possible security standards, we have given Contacts/Owners total autonomy over their profile and login information to best protect their privacy. Because of this, we have sunset the capabilities that allowed for the Builder to set or reset the Owner’s credentials manually.

The “Set Login Credentials Manually” button is no longer available next to the Activation Status. The Owner is now the only one who can set or reset their login credentials.

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The Primary Email becomes the manager of the Owner account – Email Invite and Email/Password Reset will only go to the Primary Email for the Owner Contact

Now that each Contact has their own login experience, we need a sole person that manages the currently shared Owner account. This will be the Primary Email. As a default, the first listed email on the Owner account has been set as the Primary Email. Owner Contacts can still have up to 6 emails (1 Primary and 5 Additional Emails). The additional emails still receive all applicable Buildertrend notifications. Once a Primary Email is entered, you will see the option to add Additional Emails.

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The Primary Email for an Owner Contact must be unique within the same Builder Account.

Each Owner Contact must now have a unique Primary Email for their contact profile. This will help avoid duplication of Contacts associated with the same Primary Email within a single Builder.

If you are trying to create a New Contact and the Primary Email already exists on an Activated Owner, you will receive an alert that states “This email is currently the Primary Email associated with another account.” At that point, you should select the existing Contact associated to that Primary Email.

If you try to invite a Contact with a Primary Email already in use you will get an error message with the Name of the Contact that has claimed that primary email.

You have a few options:

• Remove the Contact you are attempting to invite in order to add the one with the right Primary Email

• Go to Contacts and use Checked Actions to merge the 2+ Contacts, if they are all the same person

• Change the Primary Email to one that is unique

  • One fix would be to move a secondary email to the Primary spot and shift the existing one to a secondary email spot

If the Owner is Active and the Owner is trying to change the Primary Email to one that already exists, they will have to work with you to get the correct, existing Contact linked to that Job.

All other “Additional Emails” (emails 2-6) do not have the same validation. They can be duplicated across Contacts.

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Owner Profile Image can only be set by the Owner

Contact Info and profile picture are solely owned by that person. This way, you have an image of the Owner in your account so you know who to look for upon your first meeting or an easy way to put a face to a name.

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An Active Contact’s Info can only be updated by the active Owner.

The customer that you’re working with will always have the most up-to-date information about themselves and as we modernize our platform, we are putting the ownership of that information in the hands of the Owner Contact. Once they are activated, the Contact information becomes un-editable by the Builder and the Owner has total control over it. However, you can still add additional emails to the Contact, regardless if they are activated.

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Sunset the ability to send a custom text to an Owner directly from Buildertrend

Some Builders had the ability to send a custom text directly from Buildertrend to an Owner. This came through as a no-reply SMS text. The owner could not respond to this text message and it did not log anywhere in Buildertrend that communication had been sent to the Owner. Because we have Notifications that send via SMS Text, we have removed this functionality.

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Adding Multiple Contacts to a Job:

Buildertrend can now host multiple contacts on a job, allowing each contact to have their own Home Owner Portal login.

Builders frequently work with couples or multiple investors on a job. This change will positively impact those customers that want to provide those individuals the ability to login separately and access their job.

Assigning Multiple Contacts – Website

From the Owners tab, click on the Add Owner button. You will have the option to create a new Contact or choose from your existing list of contacts.

After you’ve completed the additional contact details, click Send Invite. As stated in the prompt at the top of the page, click Save to send invite.

You have the ability to disable (or reenable) any contact from their Customer Contact Profile.

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Adding/Removing Multiple Contacts to/from Multiple Jobs:

You also have the ability to add/edit multiple contacts on multiple Jobs at once. To do so, navigate to the Jobs header and click Jobs List.

Then, check the checkbox next to the Jobs you would like to add/remove contacts to/from. Once all the checkboxes are checked, click Edit.

In the pop up window, click the Field dropdown to choose Owners. Then, choose whether you’d like to Add or Remove the Contacts with the toggle in the middle. After that, click inside of the Value text box to select (or deselect) the Contacts you would like to add/remove from the selected Jobs. Then, click Save.

Once saved, you will see any changes made reflected in the Owners column of your Jobs List. You can also filter by Owner within the Filter menu to quickly find the Owners and Jobs you’re looking for.

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Assigning Multiple Contacts – Mobile

To create a new job, open the Buildertrend mobile app and navigate to the Job Details page, then click the (+) button.

From here, you can create a new job From Scratch or From a Template.

Create a Job Name and select the Job Type.

Next, click the Add Owner button to create a New Contact or assign an Existing Contact to the job.

If creating a New Contact, fill out all client information including the Primary Email address, then click Save.

You can continue to add multiple customers and assign them to the job.

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FAQs

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For comprehensive online learning, please visit the Buildertrend Learning Academy.

If you have any questions or require additional support, feel free to chat with us, send an email: support@buildertrend.com, or give us a call at 1-888-415-7149. We’re always happy to help.