External contacts

An external contact is a person’s record with no account, sign-in or permissions. It avoids re-entering the details of a supplier involved in several events. Creating the record does not send an invitation.

You need permission to manage external contacts to create or edit these records.

Enable external contacts

If the list displays Turn on external contacts, select Open setting. With the required permissions, enable Allow external contacts, then Save, under Settings → External contact fields.

This authorizes their use in the organization. Each template and event then chooses whether to use external contacts.

Create and find a record

1. Open External contacts, then New contact.
2. Enter the First name, Last name and any marked required fields.
3. Add useful contact details, then Create the record.
4. Select the person in the list to view their details and participations.

If the phone number or email matches an existing record, review the suggestion before creating a duplicate. An identical name alone does not establish a match.

The record can then be used in events that allow external contacts. It does not automatically make the person a participant in every event.

Give access or archive the record

To let this person sign in, use Invite to the organization from their record, with permission to invite users. Check the address and role before sending. They remain an external contact until acceptance; once accepted, the participation history is linked to the account.

Archive removes the record from active choices while preserving its history. Unarchive makes it available again.

Permanent deletion is only available for records without history. Anonymise permanently erases identity and contact details while keeping participation facts. Read the confirmation before using it: it cannot be undone.

For time-limited access, see temporary members.