Rodeo Drive offers a simple-to-use contact management feature to help you manage and organize your client and supplier information in one convenient place.
Only users with Administrator, Finance Manager, or Project Manager roles can create and manage organizations and contacts in the Directory. Learn more about roles and permissions here.
Understanding the Directory feature
In Rodeo Drive, the Directory is categorized into two levels: Organizations and contacts.
Organizations
These are companies (i.e. suppliers, clients, service providers) that you work with and will often select when creating a project. On an organization level, you will store details about that company such as its main email address, website, phone number, address(es), and client ID.
Organization-specific rate cards are a great way to speed up the process of creating your budgets. For example, if you tend to have consistent work and rates for a specific client, you can pre-set rate cards to autofill the data instead of looking it up and typing it in.
If you work with a client frequently, on the organization level you will be able to pre-set financial information such as the markup, payment terms, default rate, and PDF language — English or Dutch — for documents such as estimates. You can also store documents and files that relate to this organization such as contracts, W-9s, etc.
Contacts
You are only able to create a contact after you've already created an Organization. This is because contacts always represent individuals who are connected with an organization and will include their full name, department, email, and phone number.
Adding organizations
Step 1: To add an organization, whether a client or supplier, visit the Directory page and click the 'Add organization' button located at the top center of the page.
Step 2: A new form will pop up in the center of the screen where you enter the organization name.
Step 3: Once you have entered the name, click the 'create organization' button.
Editing organizations
Once you have created an organization, you can enter all of the details you find necessary. Within an organization, you have three subsections: contacts, settings, and files. The organization information is displayed at the top at all times regardless of the subsection being displayed.
Editing organization details
Step 1: To add or edit details within an organization, click 'Edit' in the upper right corner or the 'Add ___' field within the organization.
Step 2: A new window will pop up where you can enter all of the relevant information for the organization.
Step 3: You can also upload an avatar (e.g. logo) by clicking the upload icon next to the default avatar in the upper right corner.
Step 4: Once you have entered all of the information you want to include, click the 'Save changes' button.
Adding a contact to an organization
Once you have an organization created, you will then be able to add as many contacts as needed for that organization. Contacts can be linked to a Purchase order, Estimate, or Invoice.
Step 1: To add a new contact, visit the Directory page, then find the organization under which you need to add a contact. The list will be displayed on the left-hand side of the screen, and you can either scroll through your organization list or use the search bar located directly above the list.
Step 2: Once you find the organization you are looking for, click on it and you will see its details displayed to the right of the screen. Click the 'Add contact' button under Contacts.
Step 3: Fill out the contact's information and click the 'Save changes' button.
Note: The first contact added — or the one at the top of the contact list — will be the default main contact to receive emails and documents such as estimates, invoices, and POs. You will be able to select different contact recipients per action, before sending any document or email.
Adding rate cards to an organization
If you usually offer different rates for different clients, Rodeo Drive lets you customize your rates per client through rate cards. Setting up rate cards for time and/or expense activities speeds up the process of creating project budgets by auto-filling this information — saving you time looking it up or typing it in.
To add a rate card for time activities:
Step 1: Go to the Directory page and click on the organization you're looking for. Then, go to the Settings tab for that organization and click the 'Add time rate' button below the appropriate section.
Step 2: Click 'Add time rate' Then fill out the two fields with the name of the activity and then the rate.
Step 3: You can continue to add as many rate cards for activities as needed. Click the 'Save changes' button when you're finished.
To add a rate card for expense activities:
Similar to the steps above, once you open the client under which you wish to update the rate card for expense activities, go to the Settings tab and click the 'New expense rate' button under the expense rate card section. Here you will enter the name of the expense activity (e.g. AV, car rental, camera), its rate, and the markup percentage you will charge.
As depicted in the image above, you can add different markups for each expense if needed. Don't forget to click the 'Save changes' button when you're finished.
Now, when you create a project or update an existing project's budget for this client, you will see a dropdown with the rate cards you've created to select from based on the activity.
Exporting Organizations and Contacts
To export contacts, navigate to the Directory page, and select the 'Export' button located at the top right of the contacts list screen.
This will download an XLSX file containing three tabs:
Contact Details: A list with general details of all of your organizations such as client ID, organization name, email, website, phone number, and notes.
Addresses: Here you will see a list of the addresses of each organization.
Points of Contact: this list will include all of the contacts per organization, including name, department, email, and phone number.
Importing organizations and contacts
If you have a list of contacts elsewhere, you can import them to Rodeo Drive in a few simple steps. Only CSV files are supported for import.
When on the Directory page, click the dotted icon located at the top right of the contacts' list screen, and select either Import organizations or Import contacts. A screen will pop up for you to upload a CSV file, including instructions and a Sample file to help you prepare your data.
Deleting organization and contacts
Step 1: To delete an organization or a contact within that organization, go to the Directory page and click on the organization you're trying to edit. Then, click the 'edit' button in the top right corner of the organization's details.
Step 2: A new window will pop up, at the bottom of the contact, click the 'Delete organization' button.
If trying to delete a contact, first click to 'edit' the contact. Then click 'Delete contact.'
