How to add a contact person to a tenant
In Proprli, tenant companies are automatically imported from your property management system (e.g. Rems) with their name, address, and contact details as they appear in that system. When you need to add a contact person for a tenant, it is important to do this in the right way to avoid creating duplicate or incorrect company records.
Do not create tenant contacts via the general Contacts page. Doing so will automatically create a new, separate company record (based on the contact's email domain) rather than linking the contact to the existing tenant company. Always follow the steps below instead.
Adding a contact person to an existing tenant
Follow these steps to correctly link a new contact person to a tenant company that already exists in Proprli.
Step 1: Hover over General in the left-hand navigation and click Companies.
Step 2: Use the search bar or filter by Tenants to locate the correct tenant company. Tenant companies imported from your property management system will appear here with their official name and address.
Step 3: Click on the tenant company name to open its detail page.
Step 4: Click Link contacts. You will then be able to choose between:
- Add existing contacts — search for a contact person who is already in Proprli and link them to this tenant.
- Create a new contact — create a brand new contact person and link them directly to this tenant at the same time.
Step 5: After saving, the contact person will be automatically associated with the correct tenant company.
Why the general Contacts page should not be used
When you navigate to General > Contacts and click "New contact person", Proprli creates a new contact but also automatically generates a new company record for that contact. This new company is based on the contact's email domain (for example, a contact with an @iwish.com email address will cause Proprli to create a company called "iwish.com").
This results in duplicate company entries that are separate from the tenant companies already imported from your property management system, which can cause confusion and data inconsistencies.
Tip: You can identify incorrectly created companies because they will have an email domain as their company name (e.g. "hansanders.nl" or "iwish.com") rather than the full company name as it appears in your property management system.
How to fix incorrectly created contacts
If contact persons have already been created via the general Contacts page, follow these steps to move them to the correct tenant and clean up the duplicate company entries.
Step 1: Find the correct tenant company by navigating to General > Companies > Tenants and open the tenant company that the contact person should belong to.
Step 2: Click Link contacts, then choose "Add existing contacts" and search for the contact person's name. Select them and save.
Step 3: Navigate to the incorrectly created company (the one with the email domain as its name) and delete or archive it. All tenant companies should come from your property management system - any that do not should be removed.
Please note that companies cannot be archived in all cases. If you encounter any issues removing a company or if you have any questions, please contact our Support team.
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