🧩 What Are Additional Contacts?
Auxo Workshop allows you to link multiple contacts to a customer or supplier record. This is useful for businesses where more than one person needs to receive communications. For example, a fleet company where an administrator handles invoices, a fleet manager oversees vehicle bookings, and individual drivers receive reminders for the vehicles they drive.
Each additional contact has their own notification preferences, so you can control exactly which types of communications they receive and how they are contacted.
The primary contact details on the customer or supplier record are always included in communications. Additional contacts are included on top of this, based on their individual preferences.
➕ Adding a Contact
Additional contacts are managed from the Edit Customer or Edit Supplier screen.
Scroll down to the Additional Contacts section.
Click + New Contact to open the Add Additional Contact panel.
Searching for an existing contact
Type a name, mobile number, or email address into the search field. The search looks across all contacts in your Auxo Workshop system, including contacts already linked to other customers or suppliers.
If you find the right person, select them. Their contact details will be pre-filled and you can set up how they relate to this specific customer or supplier.
Adding a new contact
If the person doesn't come up in the search, click + Add New Contact to enter their details manually:
Contact Name (first and last name, both required)
Mobile No. — used for SMS messages
Phone No.
Email Address — used for emails
📝 Note: Contacts added here don't appear in your Customer List or Supplier List. They can only be viewed from the customer or supplier record they are linked to.
⚙️ Contact Settings
Whether you select an existing contact or create a new one, you set up the following for each contact on this record.
Preferred Contact Methods
Choose how this contact prefers to be reached: Any, Phone, Email, or SMS. Selecting Any covers all channels.
For a contact to receive emails, they need an email address saved on their record. For SMS, they need a mobile number. If the relevant details aren't filled in, they simply won't be included in that type of send.
Role
Select the contact's role at this organisation. The available roles depend on whether you are adding a contact to a customer or supplier record.
For contacts on a customer record:
Driver
Administrator
Fleet Manager
Accounts
Parts Manager
Service Advisor
Other
For contacts on a supplier record:
Sales Representative
Technical Support
Warranty
Credit & Billing
Branch Manager
Key Account Manager
Other
Role is for reference purposes. The Driver role has additional relevance if you use the vehicle driver assignment feature, which lets you link a contact to a specific vehicle so that vehicle's reminders go directly to them. See Assigning a Driver to a Vehicle for more detail.
Notes
Add any notes about this contact. For example, "primary driver for fleet vehicles" or "handles all invoice queries".
Notification Topics
Notification Topics control which types of communications this contact receives. When you send a communication of the matching type, this contact is automatically added to the recipient list based on their selected topics and preferred contact method.
For contacts on a customer record:
Bookings: the contact is included on any communication sent manually by a staff member from a job, customer record, vehicle record, or online booking request
Vehicle Reminders: the contact is included on reminders sent from the Reminders screen (Job Management > Reminders), covering service due, WOF, and custom equipment reminders
Estimates / Pro Forma: the contact is included on estimate and pro forma communications
Invoices: the contact is included on invoice communications
For contacts on a supplier record:
Invoices: the contact is included on invoice-related communications
Purchase Orders: the contact is included on purchase order communications
Select All to turn on every topic at once.
💡 Tip: The recipient list on any send screen is editable before you hit send. You can remove anyone who has been added automatically, or add someone manually if needed.
Click Add to save the contact.
✏️ Managing Additional Contacts
Once added, contacts appear in the Additional Contacts section of the customer or supplier record, showing their name, role, contact number, and email address.
Click the ... icon next to any contact to:
Edit Contact Details — update their role, preferred contact method, notification topics, or notes
Remove Contact — removes this contact from the record. Their details are not deleted from the system and they may still be linked to other records.
📨 How Communications Routing Works
When you send a communication, Auxo Workshop automatically works out who should receive it based on each additional contact's settings. A contact is included if all of the following are true:
Their Notification Topics include the type of communication being sent
Their Preferred Contact Methods include the channel being used (email or SMS)
They have the relevant contact details saved: an email address for emails, a mobile number for SMS
If any of these aren't met, that contact is simply left off the send. No error or warning is shown.
The primary customer or supplier contact is always included regardless of what additional contacts are set up.
Vehicle Reminders and contact scope
For vehicle reminders specifically, which reminders a contact receives depends on whether they have been assigned as the driver of a specific vehicle:
A contact with Vehicle Reminders turned on who is assigned as the driver of a specific vehicle only receives reminders for that vehicle
A contact with Vehicle Reminders turned on who hasn't been assigned to any vehicle receives reminders for all vehicles owned by that customer
This means you can send each vehicle's reminders straight to the person who drives it, while a fleet manager with no specific vehicle assigned continues to receive reminders across the whole fleet.
To assign a contact as the driver of a specific vehicle, see Assigning a Driver to a Vehicle.
📋 Bulk Email and SMS
When you select multiple records on a list screen and click Send Email or Send SMS, a recipient list appears before you choose a template. This is the Send Bulk Email or Send Bulk SMS screen.
Customers who have additional contacts show a + icon next to their checkbox. Click the + to expand that row and see their additional contacts, each showing their name, email address or mobile number, and role.
You can tick or untick individual additional contacts before moving on. Check this list carefully before clicking Next as bulk communications cannot be undone once sent.
🔧 Additional Contacts on a Job
When a job's vehicle has an assigned driver, the driver's details are visible in the Expandable Job Details section of the Job Maintenance Screen.
In the Collapsed View, a blue badge on the customer tile shows how many contacts are linked to that customer.
In the Expanded View, a right arrow appears on the customer tile. Click it to slide the tile across and see the assigned driver's name, role, contact number, and email address.
Click the ... icon on the driver tile to:
Edit Driver Details
Change Driver
Remove Driver
📝 Note: The driver's contact details on the job are there for reference only and cannot be used to send a communication directly from this screen.