Customers (Contacts)

Home → Customers (/contacts) is the address book for every person and company you work with. The same record can be a customer, a supplier, a partner, or a lead. Documents, finance, visits, projects, and marketing all point at a contact. The balance on this list is what they owe you, or what you owe them, after confirmed documents and payments.

Open it when you need to add someone before a sale, find a phone number, see who still has a balance, or clean up duplicates.

Tabs

Tab	Address	Who is listed
All	/contacts	Every contact your role may see
Customers	/contacts/customers	Contacts marked as customers
Suppliers	/contacts/suppliers	Suppliers
Partners	/contacts/partners	Partners
Leads	/contacts/leads	Leads. This tab does not show Add
Groups	—	Contact groups. Hidden if you cannot open Groups

A role can hide any of the four role tabs. The list starts on Status = Active. A summary of the total balance sits above the table.

Columns

Contact, email, type (individual or legal entity), balance, and Active are the columns people use most. You can also show phones, group, responsible manager, tax ID, created date, and any custom field.

Add a contact

Add offers Individual, Legal entity, and Group. It is hidden on the Leads tab. A lead does not need a customer, supplier, or partner checkbox. Every other new contact needs at least one of those.

The company setting New contact default decides which type opens when you add from the All tab. If that setting is empty, All is used. On a role tab, the new contact is created in that role.

Individual

The panel has Main, Meetings & appointments, Obligations & payments, History & analytics, Messages, and Audit log. Meetings, obligations, messages, and history fill in after the contact is saved. Add on notes, files, reminders, and requests also needs a saved record.

Role checkboxes are Customer, Supplier, and Partner. A contact can have more than one. Leads are the people you track on the Leads tab before they become customers.

Field	Required	Who sees it	Meaning and rules
First name	Yes for a person	Individual	The given name. This is the field the form will not save without
Last name	No	Individual	Surname
Patronymic	No	Individual	Middle or father’s name, used where your locale prints it
Pseudonym	No	Both	Another name to search by
Phones	No, unless an admin marked the list required	Both, unless your role hides contact methods	Add more than one. Each row can have a type
Emails	Same as phones	Same	Used by marketing and the inbox
Addresses	Same	Same	Add more than one. Address types come from reference data
Group	No	Both	A contact group. Add new opens the group form if you may create groups
Legal entity type	No	Legal entity	LLC, sole proprietor, and the other types loaded for your country
Tax ID (TIN)	No	Mostly legal entities	Digits only
Public services number	No	Individual	National or social ID. The hint on the field is “public services number”
Legal name	No	Legal entity	Registered company name
Tax type	No	Legal entity	How this company is taxed
Sphere	No	Both	Industry of the contact
Acquisition source	No	Both	Where they came from (the source list under Configurations). Add new opens that list if you may edit settings
Responsible manager	No	Both	Defaults to you, unless you are a super administrator. Search lists employees
Commission plan	No	When memberships or commissions are in use	Plan used when this contact earns commission. Hidden on contacts when memberships are off. Add opens the plan form if you may edit plans
Loyalty plan	No	When loyalty is enabled	Hidden entirely when loyalty is off
Price type	No	Both	Which price list this contact buys on
Gender	No	Individual	Male or female
Birthday	No	Individual	Cannot be in the future. Format DD/MM/YYYY. Can be cleared
Numerology archetype	No	Individual	Read-only. Calculated from the birthday. You cannot type it
Marital status	No	Individual	Married, single, divorced, or widowed
Anniversary	No	Individual	Wedding anniversary
Citizenship	No	Individual	Country list
Passport number	No	Individual	Free text
Passport issue date	No	Individual	Can be cleared
Passport country	No	Individual	Defaults to the company’s country
Passport expiration	No	Individual	Can be cleared
Religion	No	Individual	Christian, Muslim, Jewish, or other
Education	No	Individual	School, university, or other
Placements	No	Both	Branches, departments, and workplaces this contact belongs to. Add opens the placement picker
Links	No	Both, unless contact methods are hidden	Websites
Communication channels	No	Same	Preferred channels
Messenger IDs	No	Same	IDs for chat apps
Preferred languages	No	Both	Languages to use with this person
Bank accounts	No	Both	Used on printouts and payouts
Loyalty cards	No	When loyalty is on	Card numbers linked to the loyalty plan
Relations	No	Both	Other contacts linked to this one (spouse, director, and the relation types you configured)
Employment	No	Both	Jobs, positions, and the company they work for
External ID	No	Both	ID from another system
Created on, Created by	—	Both	Filled after the first save. You cannot edit them

Many of these rows are collapsed until your company turns them on. The screenshot shows the short form: role, name, phones, email, address, and group. The longer list is the same form with more fields enabled.

Activity on the right holds notes, files, reminders, and requests. Counts stay at zero until you save.

Legal entity

Choose Legal entity from Add. You get the same panel, with company fields instead of the personal ones.

Use Legal name as the company name. Tax ID, legal entity type, tax type, and sphere describe the registration. Phones, emails, addresses, group, source, responsible manager, price type, bank accounts, and relations work the same way as on a person. Personal fields (gender, birthday, passport, marital status) stay on the individual form.

A legal entity can still have related people through Relations and Employment (for example the director).

Group

Add → Group creates a folder for contacts, not a person.

Field	Required	Default	Meaning
Name	Yes	—	Group name
Color	No	—	Label color
Parent group	No	Empty	Puts this group inside another
Description	No	—	Note shown to your team
Image	No	—	Avatar
Active	No	On	Inactive groups disappear from the group picker

Edit, deactivate, and delete

Open the row to edit. Turn Active off to keep the history but stop the contact appearing in pickers. Delete needs the delete permission. Deleted contacts stay out of the list until you filter Deleted.

Balances are not edited on this form. They move when you confirm a document or record a payment. To correct a balance, use Documents or Finance, or an adjustment your accountant agrees with.

Filter

Filter	How it matches
Search	Free text across the contact
Name, first name, last name, patronymic	Contains or equals
Group	One group
Type	Individual or legal entity
Phone, email	The value you type
Balance	Numeric comparisons
ID, tax ID	The identifier
Birthday	This month, next month, this week, next week, today, a chosen month, or empty
Gender	Male or female
Created date	A range
Status	Active or inactive
Price type	Selling or purchase price lists
Branches	Including contacts not attached to a branch
Departments, workplaces	The placement
Numerology archetype	The calculated type
Rating segment	A segment from Ratings
Position / role	Job titles such as director or assistant. This is the contact’s job, not the Lua CRM permission role
Deleted	Not deleted or deleted
Responsible manager	An employee
Employment	A related employment
Region and other custom fields	Whatever your company added

Choose Apply. How badges, pins, and the starting filter work on every list is in Filtering lists.

Merge duplicates

When two records are the same person or company, use the duplicate tools rather than deleting one and hoping the documents follow. Reports → Duplicates finds likely matches. Merging keeps one contact and points documents, payments, visits, and messages at that record.

What else uses this contact

• A sale or purchase needs a contact (a supplier on purchases and orders)
• Finance can store the contact on a money movement even when it is optional
• Visits, project requests, marketing audiences, and the inbox all link here
• The responsible manager becomes the default owner of new work for that contact
• The price type selects which prices they see
• Placements limit which branches and workplaces they are tied to
• If your role says Hide contact connection methods, phones, emails, addresses, links, channels, and messenger IDs are removed from the form

Permissions

Contacts allow view, create, edit, delete, and print. View and edit can be all records, only your own, or limited to your branches when Branch-limited contacts is on. Extra switches hide an entire role tab. Employees are a separate list under Settings, but they are stored as contacts who can sign in. See Employees.

Tips and common problems

• First name is required on an individual. A company needs its legal name.
• At least one role is required: customer, supplier, partner, or lead. Clearing the last checkbox is refused.
• A messenger ID already used on another contact is rejected, and the save is rolled back.
• Birthday cannot be a future date. The archetype field fills itself from the birthday and stays locked.
• Notes and files refuse to attach until the contact has been saved once.
• If you cannot see phones or email, your role is set to hide contact methods. An owner changes that under system permissions.
• A contact missing from a picker is often inactive, deleted, or outside your branch limit.
• Balance looks wrong after a draft sale because drafts do not post. Confirm the document, then record the payment.
• Loyalty and commission fields vanish when those features are turned off. That is expected.