Contacts in Tenantivo are people and companies grouped by type: Tenants, Lenders, Servicer, Insurance, and Other (use Other or Vendor for trades). The type is what lets you filter “all insurers” instead of one undifferentiated address book.
Pick the type on purpose
- Tenants — lease contacts. Many are created with the tenant record; add a guarantor yourself when you need one.
- Lenders and servicers — the people on the loan. Link them to the loan, not to a random note.
- Insurance — the agent or carrier, usually tied to the asset so the policy is next to the building.
- Other / vendors — plumber, electrician, turnover crew. Use notes if one type covers several trades.
Add the contact once
Open Contacts. Switch the type filter, then Add contact. Enter name, type, email, phone, and address and company when you have them. Save. The row shows up in that type’s list. Open it later to edit; changes apply everywhere that contact is already linked.
Before you delete someone, see whether they are still attached to an asset, loan, or tenant. Unlink or replace them first. Deleting a contact that is still in use can leave a blank on those records.
Link them to the thing that breaks
A contact sitting only in the master list still makes you search. On the asset, loan, or tenant, choose the contact in the vendor or contact field and save. From that detail page you can open the phone number in context: the HVAC company on this building, the servicer on this loan, the carrier on this policy.
When a unit fails, start from the asset, not from your personal phone. The same vendor record is also what a 1099 payee list can roll up later — see Schedule E and 1099s. The repair itself still belongs on a maintenance ticket: maintenance triage.
Where this lives in Tenantivo
The full click path is Contacts training. Loans that need a lender or servicer are covered in Loans.