Addresses and Numbers for Companies, Clients & Contacts

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Managing contact information can get messy at times. If a client changes their phone number, does that information need updated for all their employees, too? What if a contact's mailing address isn't the same as their employer's? PensionPro provides the tools needed to manage addresses and phone numbers effectively and avoid missed communications down the road.

 

Tier Availability: Track, Team, Business

 

Article Contents

 

 

 

Overview of Addresses & Numbers

 

Before starting, it's helpful to understand the relationship between Company, Client, and Contact records in PensionPro:

 

  • A Company represents a business entity known to the firm, whether a client or otherwise.
  • Client records are always linked to a corresponding Company record.
  • Contacts may optionally be linked to a Company (their employer).

 

When managing addresses and numbers specifically, the Company record is the most useful, as it can be linked to a Client and/or multiple Contacts. These links help allow addresses and numbers to be stored and synchronized across multiple records—meaning that when an addresses or number is added or edited in one location, the other linked records can be updated accordingly.

 

However, not all aspects of addresses and numbers are synchronized across records. Exceptions are:

 

  • Addresses and numbers added to a Company don't necessarily need to be used for its Client record or any of its Contacts.
  • Contacts can be given personal addresses and numbers, signifying that they belong to the individual and not their employer.
  • Address Type and Number Type can be unique to each record.

 

 

Viewing Addresses & Numbers

 

Functionality for working with addresses and numbers is similar across Companies, Clients, and Contacts. To access these items:

 

  1. Open the desired Company, Client, or Contact in a new tab.
  2. Select either Addresses or Numbers from the Views list on the left.

 

The Addresses and Numbers grids on these tabs display any items that have already been added to the record.

 

Address The full address, including sate, zip code, and county, if available.
Type

The type of address, such as a physical or mailing address.

  • Options are defined by List Values, under Core > General > Address Type.
Primary Address

Whether this is the primary address used for the record (for informational & filtering purposes). One one address can be primary.

  • This field is only applicable to Clients and Contacts.
Personal Address

Whether this address is personal; i.e., not a company address.

  • This field is only applicable to Contacts.
Columns on the Addresses grid

 

Number The phone, fax, or other number.
Extension

The extension code for an individual line.

  • This field is only applicable to Contacts.
Type

The type of number, such as a business or cell number.

  • Options are defined by List Values, under Core > General > Number Type.
Primary Number

Whether this is the primary number used for the record (for informational & filtering purposes). One one number can be primary.

  • This field is only applicable to Clients and Contacts.
Personal Number

Whether this number is personal; i.e., not a company number.

  • This field is only applicable to Contacts.
Columns on the Numbers grid

 

The process of adding and managing addresses and numbers varies slightly depending on the record type in use. Refer to the remaining sections of this article for instructions specific to Company, Client, and Contact records.

 

 

Managing Company Addresses & Numbers

 

When it becomes necessary to add or edit addresses and numbers, the Company record is typically the best place to start. Because it can be linked to a Client and/or multiple Contacts, it provides a good overview of the available contact information.

 

 

Adding Company Addresses & Numbers

 

Requires Security Rights: Edit/Merge Company Names

 

The benefit of adding addresses and numbers via the Company tab is that doing so allows these items to be shared with a linked Client and/or Contacts, if applicable.

 

To add a new Company address or number:

 

  1. On the Company tab, select Addadd.png at the top-right of either the Addresses or Numbers grid, as appropriate. The corresponding tab displays.
  2. Enter the address/number details.
    • Address 1, City, State, and Zip Code are required for addresses.
    • Number is required for numbers.
  3. (optional) Select an Address/Number Type.
    • This is required if adding the address/number to linked records.
  4. (optional) Under Add this Address/Number to Linked Items, select Contacts and/or Clients, as applicable.
    • Refer to the heading below for more information.
  5. Select Save. The address/number is added to the grid, and to any other records as specified in step 4.

 

Adding Addresses/Numbers to Linked Items

 

When adding an address or number, selecting Clients and/or Contacts as linked items indicates that the new address/number should also be added to the corresponding grid on these records. For example, a number added to a Company could also be quickly added to the ten Contacts linked to it. These options are not available if the Company is not linked to the given record type.

 

If the address/number is not added to linked records at this time, it can be added later. As the address or number will be saved to the Company, adding it to another record will only require selecting it from a list; however, this will need to be performed for each record.

 

 

Editing and Deleting Company Addresses & Numbers

 

Requires Security Rights: Edit/Merge Company Names

 

To edit or delete an address/number, hover over its entry in the appropriate grid and select Editedit.png or Deletedelete.png on the right-hand side. Be aware of the following:

 

  • Editing address or number information on the Company tab will also update a linked Client and/or any linked Contacts.
    • This does not apply to Address Type and Number Type; these are unique to each record.
  • An address or number cannot be deleted from the Company if it is used by any linked records. The address/number must be deleted from these records first.

 

 

Managing Client Addresses & Numbers

 

Clients and Companies in PensionPro are very similar—and, indeed, it is possible to manage a Client's information without ever opening its Company tab—but there are some notable differences when it comes to addresses and numbers:

 

  • Addresses/numbers added to the Company record don't need to be added to the Client tab if it doesn't make sense for them to be there.
  • But if they need to be added later, doing so is as easy as selecting them from a dropdown.
  • None of the information in this section is relevant if the Company isn't a client!

 

 

Adding Client Addresses & Numbers

 

Requires Security Rights: Add/Edit Client

 

Addresses and numbers can be added to the Client tab in one of two ways:

 

  • Entered manually
  • Chosen from the addresses/numbers present on the Company record

 

The process varies for each method; refer to the instructions in each heading below for details.

 

Adding an Existing Company Address/Number to a Client

 

  1. On the Company tab, select Addadd.png at the top-right of either the Addresses or Numbers grid, as appropriate. The corresponding tab displays.
  2. Use the Address/Number field to select the desired address or number.
    • If no addresses/numbers exist on the Company tab, PensionPro will instead provide fields to enter the new item. In this case, ignore these instructions and refer to the next heading.
  3. Select an Address/Number Type.
  4. (optional) Set this as the Primary Address/Number.
  5. Select Save. The address/number is added to the grid.

 

When adding addresses and numbers in this way, the same entry can be added multiple times to be applied to different Address/Number Types.

 

Adding a New Address/Number to a Client

 

Adding a new address or number to a Client record will also add it to its linked Company record. It will not affect linked Contacts, but can be added to these records later.

 

  1. On the Client tab, select Addadd.png at the top-right of either the Addresses or Numbers grid, as appropriate. The corresponding tab displays.
  2. Select Addadd.png to the right of the Address/Number field. PensionPro will replace the dropdown with entry fields.
    • If no addresses/numbers exist on the Company tab, the window will default to entry fields.
  3. Enter the address/number details.
    1. Address 1, City, State, and Zip Code are required for addresses.
    2. Number is required for numbers.
  4. Select an Address/Number Type.
  5. (optional) Set this entry as the Primary Address/Number, if desired.
  6. Select Save. The address/number is added to the grid on both the Client and Company tabs.

 

 

Editing and Deleting Client Addresses & Numbers

 

Requires Security Rights: Add/Edit Client

 

To edit or delete an address/number, hover over its entry in the appropriate grid and select Editedit.png or Deletedelete.png on the right-hand side.

 

Editing an address or number on the Client tab will also update the Company and any linked Contacts. Alternately, in the Edit Address/Number window, use Linklink.png to swap this address/number out for another existing item while retaining its Type and other preferences.

 

 

Managing Contact Addresses & Numbers

 

Because Contact records represent individuals rather than businesses, they have some differences from Clients and Companies when it comes to address and number management. The most important of these is the concept of personal addresses/numbers; these could be a home address or mobile number that would stay with the Contact in the event they were to leave their employer.

 

Note: When a Contact is unlinked from a Company, all Company addresses and numbers are removed from the Contact. Personal addresses/numbers are retained.

 

 

Adding Contact Addresses & Numbers

 

Requires Security Rights: Add/Edit Contact

 

Addresses and numbers can be added to the Contact tab in one of two ways:

 

  • Entered manually
  • Chosen from the addresses/numbers present on the Company record

 

The process varies for each method; refer to the instructions in each heading below for details.

 

Adding an Existing Company Address/Number to a Contact

 

  1. On the Contact tab, select Addadd.png at the top-right of either the Addresses or Numbers grid, as appropriate. The corresponding tab displays.
  2. Use the Address/Number field to select the desired address or number.
    • If no addresses/numbers exist on the Company tab, or if the Contact is not linked to a Company, PensionPro will instead provide fields to enter the new item. In this case, ignore these instructions and refer to the next heading.
  3. (optional) If a number, an Extension can be specified.
  4. Select an Address/Number Type.
  5. (optional) Set this as the Primary Address/Number.
  6. Select Save. The address/number is added to the grid.

 

Note: Addresses/numbers added from the Company cannot be marked as personal.

 

When adding addresses and numbers in this way, the same entry can be added multiple times to be applied to different Address/Number Types.

 

Adding a New Address/Number to a Contact

 

Adding a new address or number to a Contact record will also add it to its linked Company record. It will not affect a linked Client or other Contacts, but can be added to these records later. Personal addresses/numbers are specific to the Contact and not shared with the Company.

 

  1. On the Contact tab, select Addadd.png at the top-right of either the Addresses or Numbers grid, as appropriate. The corresponding tab displays.
  2. Select Addadd.png to the right of the Address/Number field. PensionPro will replace the dropdown with entry fields.
    • If no addresses/numbers exist on the Company tab, the window will default to entry fields.
  3. Enter the address/number details.
    1. Address 1, City, State, and Zip Code are required for addresses.
    2. Number is required for numbers.
  4. Select an Address/Number Type.
  5. (optional) Set this as a Personal Address/Number if needed.
    • For Contacts not linked to a Company, all addresses/numbers are considered personal.
  6. (optional) Set this entry as the Primary Address/Number, if desired.
  7. Select Save. The address/number is added to the grid on the Contact tab; it is also added to the Company tab unless marked as personal.

 

 

Editing and Deleting Contact Addresses & Numbers

 

Requires Security Rights: Add/Edit Contact

 

To edit or delete an address/number, hover over its entry in the appropriate grid and select Editedit.png or Deletedelete.png on the right-hand side. Editing an address or number on the Contact tab will also update the Company and any linked records (unless marked as personal). Alternately, in the Edit Address/Number window, use Linklink.png to swap this address/number out for another existing item while retaining its Type and other preferences.

 

 

Addresses & Numbers on PlanSponsorLink

 

In addition to working with addresses and numbers in PensionPro, Plan Contacts performing annual data collection on PlanSponsorLink can make some changes to these items. Adding and editing via PlanSponsorLink follows similar processes to those outlined in the section Managing Client Addresses & Numbers, but with some considerations:

 

  • New addresses/numbers are added to both the Client and Company.
  • When adding a new linked address, the dropdown pulls from the Company record, not the Client.
  • Editing address/number details also updates any linked records.
  • Changing the Address/Number Type only impacts the Client record.
  • There is no option to quickly swap an existing address/number for another.
  • Plan Sponsors cannot delete addresses/numbers; this must be done by the TPA.