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Adding GC and Customer Contacts to Podio

Why Add Contacts?​

The Contacts app stores information about General Contractors (GCs), subcontractors, suppliers, and customer contacts. Having their info in Podio means:

  • Quick access to phone numbers and emails
  • You can link them to projects they're involved in
  • Everyone on your team can see who's who

How to Add a New Contact​

Step 1: Open the Contacts App​

  1. In Podio, click on the Precision Projects workspace (top navigation)
  2. Find and click the Contacts app (Master Database)

Master Database (Contacts) list view

Step 2: Create the Contact​

  1. Click the "+ Add" button (or "Add item")
  2. Fill in the contact's information:

Required Fields:

  • Name: Full name (e.g., "Sarah Johnson")

Recommended Fields:

  • Job Title: Their role (e.g., "Project Manager", "Site Superintendent")
  • Organization: Company they work for (select from dropdown or add new)
  • Email: Their email address
  • Phone: Direct phone number
  • Address: Office or site address if relevant
  • Notes: Anything helpful (e.g., "Prefers text over email", "Handles all RFI responses")

Contact detail page showing fields

Step 3: Save​

Click "Save" or "Create" (depending on Podio version).

Your contact is now in the system!

Tips for Good Contact Management​

✅ Use full names: "Sarah Johnson" not "Sarah" (you might work with multiple Sarahs)

✅ Add job titles: Helps you remember who does what ("GC Project Manager" vs. "Safety Coordinator")

✅ Keep notes updated: If they change roles, prefer certain communication methods, or have quirks, write it down

✅ Pick the right Organization: This groups contacts by company, making it easier to find "everyone from ABC Construction"

Common Questions​

Q: What if the person works for multiple companies?
A: Pick their primary company for Organization. Mention the other companies in the Notes field.

Q: Can I add internal PSS employees as contacts?
A: You can, but it's usually not necessary. Internal people are assigned via the User fields (PM, OC, FOCS, Foreman) on projects. The Contacts app is mainly for external people.

Q: What if I don't have all their info yet?
A: Add what you know. You can edit the contact later to fill in missing details.

Q: How do I find a contact later?
A: In the Contacts app, use the search bar at the top. Search by name, company, or even phone number.

What's Next?​

After adding a contact, you'll probably want to link them to a project so you can quickly see who's involved in each job.

👉 See: Linking Contacts to Projects

  • PSP-104: Communication Best Practices
  • PSP-101: Creating a New Project (includes linking contacts)

Need help? Ask your OC or PM. They can show you where existing contacts are or help you add new ones.