Contacts & Relationships
This section covers the dealer-team’s management of all people in the CRM: clients, trade partners, brokers, investors, and internal team members. It does not cover the self-service portals that brokers and investors log into directly — those are documented separately.
Contacts Directory
What it is
The central address book for your entire organization. Every person your team interacts with lives here: clients who buy watches, trade partners (dealers and vendors), brokers who source deals, investors who fund inventory, and internal team members. All five types are unified in a single searchable list organized by segment tabs.
What you can do here
- Browse contacts across five segment tabs: All, Clients, Trade Partners, Brokers, Investors, and Team.
- See a live KPI strip per segment (e.g., lifetime spend for clients, dry-powder capital for investors, commission paid for brokers, trade balance for partners).
- Filter within each segment using smart views (VIP, Has purchases, Lapsed 90 days+, Capital available, etc.).
- Search by name, company, email, phone, or location within the active segment.
- Sort any column in the table (name, amount, date) by clicking its header.
- Add a new contact for any type using the Add Contact modal.
- Export the full contact list to CSV.
- Import contacts in bulk from a spreadsheet (see Import below).
Who can access
Viewing contacts requires the contacts.view capability: owner, manager, staff, viewer. Adding or editing contacts requires contacts.manage: owner, manager, staff. Deleting contacts requires contacts.delete: owner, manager. Exporting the CSV additionally requires reports.operational.export: owner, manager.
Contact Detail Page
What it is
A full record page for a single contact, reachable by clicking any row in the directory. Covers every aspect of the relationship: identity, activity history, financial snapshot, compliance fields, and quick-action shortcuts.
What you can do here
- View the Relationship Snapshot: a headline metric (deals, positions, or sourced volume), total relationship value (sold to, bought from, brokered, deployed), last activity date, and an auto-generated review checklist of action items specific to the contact type.
- Edit core fields: name, email, phone, company, location, status, notes, tags, VIP flag, tax ID, payment terms, credit limit, and default commission percentage for brokers.
- Manage the Want List: add wish-list entries (brand, model, reference, max price), remove items, and run an inventory match scan to see which watches in stock fit the contact’s wants.
- Attach and manage documents: upload dealer certificates, resale/sales-tax forms, contracts, IDs, insurance files, and other documents. Documents are stored as signed files; the page lists them by category and lets you download or delete each one.
- View and update a resale certificate: upload a PDF or image, mark it verified or expired.
- Review purchase history (clients), sourced-from history (trade vendors), brokered watches (brokers), and commission history (brokers).
- View the activity timeline: a chronological log of sales, purchases, and activities tied to this contact.
- For broker contacts with a linked portal login: check WhatsApp inbox status and provision a dedicated broker inbox.
- For contacts with a portal login (broker, investor, staff): send a password reset email or generate a new temporary password.
- Delete the contact (soft delete; requires confirmation).
Who can access
Viewing the detail page requires contacts.view: owner, manager, staff, viewer. Editing requires contacts.manage: owner, manager, staff. Changing sensitive fields (roles, commission, tax ID, credit limit, payment terms) additionally requires team.manage: owner only. Deleting requires contacts.delete: owner, manager. Broker commission history is only shown when the viewer also has financials.view: owner. Purchase cost figures are redacted for users without financials.view.
Contact Import
What it is
A two-step wizard for bulk-loading contacts from a CSV or Excel file. The importer normalizes data, checks for duplicates, and presents a per-row preview before writing anything to the database. Each import run is tracked so it can be rolled back.
What you can do here
- Upload a CSV or XLSX file (multi-sheet workbooks supported, up to 5,000 rows per run).
- Map spreadsheet columns to contact fields using the wizard (AI-assisted column mapping is supported).
- Preview each row’s verdict before committing: new, duplicate, or error, with normalized values shown.
- Choose a deduplicate strategy: match by email, phone, both, or skip deduplication.
- Choose what to do with duplicates: skip them or update the existing contact with the imported values.
- Confirm individual rows or the full batch, then commit. Only rows you explicitly confirmed are written — there is no blind bulk insert.
- View past import runs with row counts (inserted, updated, skipped, errors).
- Roll back an import run (soft-deletes all contacts created by that specific run).
Who can access
Requires contacts.import: owner, manager.
Investor Operations Hub
What it is
The primary day-to-day workspace for managing investor money. Shows every investor account with their current wallet balance, deployed capital, dry-powder availability, total earnings, and pending withdrawal obligations. The default sort is by available capital so you can instantly see who has money ready to deploy when a deal lands.
What you can do here
- View org-wide KPIs: total AUM, capital deployed, dry powder (available), and pending withdrawals.
- Search investors by name, email, or account number; filter by status (active / frozen).
- Sort investors by dry powder, wallet balance, deployed capital, lifetime earnings, or name.
- Record a deposit to any investor’s wallet. Deposits of $100,000 or more require a typed-phrase high-risk confirmation.
- Adjust (credit or debit) an investor’s balance with a mandatory reason that goes into the audit log.
- Set or change an investor’s payout policy: either a per-sale profit percentage or a recurring monthly interest rate. Policy changes require a two-step confirmation.
- Roll over (compound) an investor’s accumulated earnings back into their deployable capital.
- Freeze or unfreeze an investor account. Frozen accounts cannot receive deposits, make withdrawals, or be allocated to new watches — existing balances and allocations are preserved.
- Open the investor’s full detail page, statement, or message thread from each row.
Who can access
Requires financials.view: owner. The Investor Operations hub is restricted to owners because it exposes all investor balances and enables money mutations (deposits, adjustments, freeze/unfreeze).
Investor Detail Page
What it is
The full profile for a single investor account, combining financial metrics, portfolio positions, ledger history, KYC documents, and account configuration in one place.
What you can do here
- View the investor’s wallet balance, deployed capital, available (dry powder), total earnings, and payout policy.
- See all ledger entries (deposits, profit distributions, adjustments, withdrawals) with amounts, descriptions, and dates.
- Record a deposit or balance adjustment directly from this page.
- Change the investor’s payout policy (per-sale percentage or monthly interest rate).
- Compound (roll over) earnings into capital.
- View and act on pending deposit requests linked to this investor.
- Review KYC documents: approve or reject identity documents submitted by the investor, with optional admin notes. Each review action is audited.
- Export a 1099-DIV / annual distributions tax form for any completed tax year (requires
reports.financial.export). - View the investor’s withdrawal request history.
- View the investor’s agreement documents.
- See analytics for this individual investor (portfolio metrics, ROI, deal count).
Who can access
Requires financials.view: owner. KYC document review requires investors.view: owner, manager (manager can view investor info but not perform money mutations on this page).
Investor Statement
What it is
A filterable ledger statement for a single investor showing every credit (deposits, earnings) and debit (withdrawals) within a chosen date range, with a summary of totals.
What you can do here
- Select a start and end date to filter the statement period.
- View total credits, total debits, and net balance for the period.
- See each ledger entry (type, amount, description, date) in a table.
- Export the filtered statement to CSV.
Who can access
Requires financials.view: owner.
Investor Analytics
What it is
An org-wide read-only analytics surface for the entire investor portfolio. Covers historical performance, monthly return trends, capital deployment by brand, and a top-investor track-record table. This surface makes no money mutations.
What you can do here
- View portfolio KPIs: total investors, capital contributed, total earnings, total balance, deployed capital, portfolio ROI, and active deals.
- Review a monthly time-series chart of profit distributions and principal returned over time.
- See capital allocation broken down by watch brand.
- See a ranked table of top investors by contributed capital, earnings, balance, deployed, ROI, and deal count, with links to individual investor detail pages.
Who can access
Requires financials.view: owner.
Broker Roster and Scoreboard
What it is
The admin’s cross-broker view: every broker in one sortable table showing deals sourced, GMV, commission earned, commission paid, and outstanding balance. Two tabs: a roster/scoreboard tab and an analytics tab with charts.
What you can do here
- View summary KPIs: total brokers, brokers active this month, commission paid year-to-date, and total outstanding commissions.
- Sort brokers by name, deal count, volume, earned, paid, outstanding, or last activity date.
- Click any row to navigate to the broker’s contact page (when a contact record exists).
- Switch to the Analytics tab for broker performance charts (commission trend, deal funnel, leaderboard).
- Add a new broker (routes to the Contacts intake with the broker segment pre-selected).
- Navigate to Finance → Payouts to pay outstanding broker commissions.
Who can access
Viewing the roster requires reports.financial.view: owner. Adding brokers requires contacts.manage: owner, manager, staff.
Relationships: Brokers Dashboard
What it is
An alternate aggregate view of broker relationships, available at Admin → Relationships → Brokers. Shows the same per-broker commission data (deals brought, earned, owed, paid) as the Broker Roster, with a slightly different layout and org-wide totals. Useful for a quick cross-broker financial summary without navigating to the Finance area.
What you can do here
- View org-wide totals: broker count, total deals brought, lifetime commission earned, total owed.
- Sort brokers by commission earned, commission owed, commission paid, or deal count.
- See each broker’s default commission rate, deal history, and commission status.
- Navigate to the Broker Scoreboard for deal-funnel-style analytics.
Who can access
Requires reports.financial.view: owner.
Relationships: Investors Dashboard
What it is
An alternate aggregate view of investor relationships, available at Admin → Relationships → Investors. Shows every investor account with contributed capital, deployed amount, liquid balance, returned principal, earnings, ROI, and deal count. Org-wide totals appear in the KPI bar above the table.
What you can do here
- View org-wide totals: investor count, total capital contributed, total deployed, liquid balance, and profit-share earnings.
- Sort investors by contributed capital, earnings, deployed capital, or deal count.
- See each investor’s email, status badge, ROI percentage, and deal allocation count.
- Click an investor row to open their full detail page in Investor Operations.
- Navigate to Investor Operations for deposits, adjustments, and account management.
Who can access
Requires financials.view: owner.