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Client contacts

Contacts are the individual people you work with at a client. Add them to the client record so you have a clear list of who does what, and grant Client portal access to any contacts who need to review shortlists or approve timesheets.

What a contact is​

A contact is an individual at the client organisation. Typical contacts include:

  • Hiring managers - the people who request vacancies and review shortlists.
  • Finance contacts - the people who handle invoices and payments.
  • Ward sisters or site leads - the people who approve timesheets at a specific location.
  • HR or compliance leads - the people who handle right-to-work and onboarding checks.

A client can have as many contacts as you need.

Adding a contact​

  1. Open the client record.
  2. Go to the Contacts tab.
  3. Click Add contact.
  4. Enter the contact's name and email. Add a phone number and job title if you have them.
  5. Optionally link the contact to a specific location.
  6. Click Save.

Marking a contact as primary​

Every client has one primary contact. This is the person RecSphere uses by default when sending portal invites or contract emails. To change the primary contact, open the contact you want to promote and tick Set as primary. The previous primary contact stays on the record but loses the primary label.

Granting portal access​

You can grant any contact access to the Client portal. The portal lets them review candidate shortlists, approve timesheets and view invoices, depending on the permissions you set.

To grant access:

  1. Open the contact.
  2. Click Edit.
  3. Tick Grant portal access.
  4. Select the portal permissions to apply.
  5. Click Save.

An invite email is sent automatically. The contact clicks the link in the email to set a password and log in.

Portal vs. record only

A contact can exist on the client record without being granted portal access; portal access is opt-in per contact.

Revoking portal access​

If a contact leaves the client or no longer needs portal access:

  1. Open the contact.
  2. Click Edit.
  3. Untick Grant portal access.
  4. Click Save.

The contact is logged out immediately and can no longer sign in. Their record stays on the client so the history is preserved.

Multiple contacts and their roles​

For larger clients, you will often have several contacts, each with a different role. A typical setup for NHS South West might be:

  • A hiring manager at each hospital (with portal access to review shortlists).
  • A central finance contact (with portal access to view invoices).
  • A trust-level HR lead (record only, no portal access).

Use the Role or Job title field on each contact to keep this clear.