Contacts Tab
Overview
Contacts are the foundation of WorkZerk. Every person you onboard starts as a Contact first.
Think of Contacts as your master database of people & locations. Once added, a Contact can be linked to any Portal as on Onboardee, saving you time and reducing data entry errors.
When you add a Contact as an Onboardee, all their details are inherited automatically. Even better, any Tags you've assigned to the Contact carry across too.
Contacts are shared between Portals within a Space (Workspace).
Why Contacts Matter
You can only add Onboardees from existing Contacts. This design lets you reuse the same Contact across multiple Portals.
For example, a contractor who works on several sites only needs one Contact record. You simply add them as an Onboardee to each relevant Portal.
Contacts Tab Quick Guide
Portal Onboardees Only / All Space Contacts Search Box
This is a drop down self completing search box where you type a few characters to start searching.
The default filter for this search box is to show Portal Onboardees only, but you can switch to searching for All Contacts within the Space using the ‘All’ Checkbox.
This search box will automatically search within these Contact fields:
First Name
Surname
Company
Email
All Checkbox
The ‘All’ checkbox will cause the Contacts search box to search for all Contacts within the current Space context (not just the Portal context).
Tag Filter
By selecting one Tag within the Tag Filter, only those Contacts flagged with that Tag will display in the Contacts Search box.
It is important to understand that the Tag Filter is a smart filter, in that it will only show Tags that have been applied to existing Contacts. It will not just display all the Tags, only those Tags in use.
Persons / Contractors / Locations / Venues Filters
These are quick inclusive filters, switching one of these checkboxes off will hide that Contact Type. For example, switching off the ‘Venues’ filter checkbox will prevent any venues from appearing in the Contacts Search Box.
Clear Filters
Clear filters is an ‘all in one’ button that clears Tag Filters and switches back on the Persons, Contractors, Locations & Venues checkboxes. There is also a Clear Filters button at the bottom of the Contacts search box which does the same thing.
Archived Only
Turning the ‘Archived Only’ checkbox on will force WorkZerk to show only archived Contacts. This is useful if you wish unarchive those contacts.
Add/Save
The Add/Save button performs two duties, it will display a form to add a new contact, but it is also the button used to Save a Contact (and add the next Contact). It’s designed this way so you can quickly add one Contact after another (with less mouse/button clicks).
Import
Import allows you to Import Contacts from a external data source (csv file). All external applications like Pipedrive, Salesforce, Google Contacts etc. have an export as csv feature. The import screen is where you can match the fields between the two platforms and execute a data import of contacts, and optionally onboardees.
Export
Export is the opposite of Import, so in this case the Export function will actually create a csv file, making it possible to import your Contacts into other external applications using their import feature. Please note that we cannot support the import of Contacts into third party applications. Please consult the user guide or help file for the application you are importing into for help with importing to external applications.
Self-Registration
Onboardees can also register themselves using a QR Code at your worksite.
When they do, WorkZerk checks if their email matches an existing Contact. If it does, they're linked automatically. Otherwise, a new Contact and Onboardee record is created seamlessly.
Contact Types
WorkZerk has four Contact types, determined by two switches: Location and Supplier.
Understanding these types helps you organise your database effectively and enables useful filtering later on.
Person
Location Off | Supplier Off
Use this for individuals who aren't contractors, locations, or venues.
Perfect for guests, staff members, visitors, students, patients, volunteers, or anyone you need to onboard.
The First Name and Surname fields store the person's details.
Contractor
Location Off | Supplier On
Use this for contractors or subcontractors where their physical location isn't relevant.
This is the most common type for contractors or suppliers. You're not visiting them—they're visiting you.
The First Name and Surname fields can store the primary contact person for that contractor/supplier. The company name can store their actual trading name e.g. ‘Bobs Earthmoving’.
Location
Location On | Supplier Off
Use this for physical sites or locations you manage that don’t incur costs.
Examples include worksites, building sites, roadwork sites, public spaces, private houses, project sites, construction sites, offices, or warehouses.
Enabling Location allows you to add a street address and define multiple Areas within that location.
Tip: The First Name and Surname fields can store the primary contact—typically a Site Supervisor or Foreman.
Venue
Location On | Supplier On
Use this for physical locations operated by a contractor or supplier, where you're the client or customer.
Examples include restaurants, conference centres, exhibition halls, function venues, hotels, retail stores, or warehouses you purchase from.
Essentially, a Venue is a contractor with a physical location you may need to visit or have incurred cost renting.
Tip: Store the Venue Manager or Event Coordinator's details in the name fields.
Contact Fields Explained
Basic Information
Salutation Optional. Use for formal titles like Dr, Mr, Ms, or Prof if required.
First Name The person's given name. For organisations, use the primary contact's first name.
Surname The person's family name.
Shortcode A brief identifier (maximum 8 characters) that displays where space is limited, such as on mobile devices.
Make it unique and descriptive. Consider a naming convention—for example, the first seven letters of the first name plus the surname initial (e.g., "ChristoJ").
Organisation Details
Company (Person) / Contractor Company (Contactor) / Location Name (Location) / Venue Name (Contractor & Location) This field is dynamic based on your Contact type. Enter the business or organisation trading name here.
Job Title The person's role or position.
Address Details
Street Address The physical street address for the Contact
Suburb The suburb where the Contact is located
City The city where the Contact is located, noting that the City Default can be set within ‘Your Space Settings’ the cog icon on the top right hand corner of the Admin area.
State/Province The State/Province where the Contact is located, noting that the State Province Default can be set within ‘Your Space Settings’ the cog icon on the top right hand corner of the Admin area.
Country The Country where the Contact is located, noting that the Country Default can be set within ‘Your Space Settings’ the cog icon on the top right hand corner of the Admin area.
Parking Notes on where or how to park when visiting this Contact or Site. This might include the most conveniently located paid car park such as Secure Parking, Wilson Parking etc. Or it could just be used for how to find the location in combination with the address.
Contact Methods
Public Email A publicly available email address, separate from the personal one. For contractors, this might be info@theirbusiness.com.au.
Website The Contact's website URL. More relevant for businesses than individuals.
Mobile Phone This may be used for SMS alerts. Note: The Onboardee record doesn't have its own mobile field, it uses the Contact's mobile number.
Phone A landline, direct dial, or secondary phone number.
Email Address The primary email address. This becomes the initial default email for any new Onboardee record. You can override the email in the Onboardee record if needed—useful when someone has both work and personal addresses.
Social Media & Rating
Social Media Fields are available for Instagram, YouTube, Facebook, LinkedIn, and X (formerly Twitter).
All of these fields are smart fields, by clicking on the icon on the right hand side of the field WorkZerk will open up a link to their page in a new browser tab.
Rating Rate Contacts from 1 to 5 stars (0 means ‘Not Rated’). This is strictly internal so only WorkZerk Admins can see it in the Admin area.
Use this to track reliability or quality. For example:
1 = Do not use / blacklisted
2–3 = Fair / acceptable
4 = Recommended
5 = Highly recommended
Important: All WorkZerk Admin users in your Space can view ratings, so use discretion.
Notes
Brief internal notes about the Contact. This field is a plain text field.
Creating a Contact
Before You Save
When creating a Contact, you'll see a checkbox option:
+Add as Onboardee This is enabled by default. Leave it on to automatically create an Onboardee record when you save the Contact.
Adding Onboardees Later
If you created a Contact without adding them as an Onboardee, no problem.
Open the Contact and navigate to the second tab (labelled Onboardees, or whatever you've renamed it to in your Space settings).
From there, you can add the Contact as an Onboardee to any Portal.
Customising Terminology
WorkZerk lets you rename "Onboardees" throughout your Space to match your industry.
Go to Space Settings, edit the Space and update the Role Singular and Role Plural fields. For example:
"Student" / "Students"
"Contractor" / "Contractors"
"Volunteer" / "Volunteers"
This terminology cascades across your entire Portal, including tabs, buttons, and notifications.
Tips for Managing Contacts
Keep details current – Update Contact information regularly. Changes flow through to all linked Onboardee records. But also remember the email address on the Onboardee record is only initially populated from the Contact. It can be changed independently if required.
Use Tags effectively – Contact Tags automatically filter down to Onboardee records, making bulk filtering and reporting much easier. But just like the Contact email address, they are independent. Think of how you might be able to use Tags to classify Contacts and Onboardees for faster filtering.
Check for duplicates – Before creating a new Contact, search your existing database. WorkZerk handles duplicate email matching during self-registration, but manual duplicates can still occur.
Choose the right Contact type – Selecting the correct Contact type (Person, Contractor, Location, or Venue) enables better filtering and smarter representation of those contacts throughout WorkZerk.
Prioritise an accurate email address – Without an email address you cannot invite the contact as a new onboardee, and they won’t receive any important portal updates or other messages.
