Contact Records

Use Contact Records to capture supplier evaluations, certifications, insurances, contracts, pricing agreements, pre-qualification, questionnaires, reports, onboarding records, anything and everything related to this contact.


Before you can add a Contact Record, your site will need to have some 'Requirements' defined for the types of records you want to add.


Add a Record

There are a few places where you can add a Contact Record.

You'll first need to view the relevant Contact.

  1. Small "+" button to add a record for a missing or expired mandatory requirement
  2. General "Add a record.." button to add any type of record to this contact, mandatory or not.
  3. On the GAPS tab, there's an "+Add Record" button for missing or expired mandatory records.

If you use #1 or #3, the requirement will be pre-filled for you in the add record form.

To add records for things that aren't mandatory, or to add a record before the old one has expired, use method #2.

You'll see an "Add Record" window:

If you have a Form defined in QSToolbox that you want to use to collect data with this record, click on "+ADD FORM TO RECORD" and choose the relevant form from the list.

If you don't need to use a form, you can click on "NO THANKS (or just ignore it).

Requirement: Select which contact requirement this record is fulfilling. In the example above, we want to add a 'Food safety certification' record for a supplier.

Record Date: This is the date the record became valid, e.g., testing was performed or certification was achieved or insurance was renewed. (It may not be the same as the date you upload this record)

Expiry Date: When this record will no longer be current/valid. For mandatory records, the expiry date is effectively a due date. If there's no expiry, the record is valid forever. QToolbox will pre-fill the expiry date when you enter a Record Date if the linked Requirement has an expiry period set. You should overwrite the calculated value to ensure it matches the record you're uploading, e.g., the insurance expiry date.

FILE: upload attachment(s) relevant to this record, e.g. the service report, a calibration certificate, etc.

Notes: any details or notes about what this record is about. This may be the entire record information or just notes on what is contained in the attached file. You can see the first part of the notes in the list of asset records, so it helps to have a short summary.

Click on SAVE