TaskRox Help & User Manual
Select a topic from navigation to view one module at a time.
Topic: Contacts
General
Modules
Contacts
Stakeholder directory for every person involved in the project. Contacts are classified as **internal** (your organisation) or **external** (clients, subcontractors, consultants).
On this page
Adding contacts
Click New contact. Fill in: - Name (required) - Company - Current Position — their job title (e.g. "Soil Technician", "Project Manager"). This is separate from their project role (access level). - Email - Phone - Notes - Contact Type — Internal or External (optional, auto-detects from email domain if left blank)
Internal vs External contacts
Contacts are classified as Internal or External:
| Type | Meaning | Example |
|---|---|---|
| Internal | Part of your organisation | Your company's project managers, engineers, admin staff |
| External | Outside your organisation | Clients, subcontractors, consultants, suppliers, inspectors |
Auto-detection: If your org has an Internal Domain set (in Settings > General), contacts with matching email domains are automatically classified as internal. For example, if your internal domain is acme.com, a contact with email john@acme.com is auto-classified as internal.
Manual override: You can always set or change the contact type manually when creating or editing a contact.
Filtering: Use the Type dropdown in the contacts register to filter by Internal, External, or All.
Current Position vs Project Role
Contacts have two distinct "role" concepts:
| Field | What it means | Example |
|---|---|---|
| Current Position | Their real-world job title | "Soil Technician", "CEO", "Site Engineer" |
| Project Role | Their access level in the app | "Project Admin", "Scheduler", "Stakeholder" |
Current Position is free text set when creating the contact. Project Role is a role template assigned when inviting the contact to the app — it controls what modules and actions they can access.
Both are visible in the contacts table as separate columns. Project roles are colour-coded for quick scanning.
Inviting contacts to the app
Contacts without app access show an Invite button (or Assign via invite in the Project Role column). Clicking opens the invite dialog:
- Select a Project Role (required, defaults to Stakeholder)
- Click Send invite
- The contact receives an email with a 7-day link to create their account
Once accepted, the contact becomes an active app user with the assigned role's permissions. Their Project Role appears as a colour-coded badge in the contacts table.
Re-sending — if an invite is pending, you can click Re-send to generate a fresh 7-day link (the old one is invalidated).
Importing contacts
Click Import to bulk-add contacts from a CSV file. Supported formats: - TaskRox template — download the template CSV, fill in, and upload - Outlook export — export from Microsoft Outlook and upload directly
The importer auto-detects column headers and shows a preview before importing. Duplicate contacts (matched by email or name+company) are skipped.
Search and export
Use the search bar to find contacts by name, company, position, or email.
Click Export CSV to download the full contact list for this project.