Contact Records
A Contact record is used to store information about anyone connected to your conservation work — landowners, grantors, co-holders, and more. Contact record fields can also be used in reports. This article breaks down every field you can track on a Contact record, along with guidance on a few common scenarios.
This article describes the fields available to all Contact records. To learn about managing the relationship between Contacts and Portfolio or Project records (Contact Roles), go HERE.
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Contact Details, Addresses, Emails, and Phone Numbers
Contact Details, Addresses, Emails, and Phone Numbers
These fields belong to the contact record itself — not to any one Portfolio or Project record. Editing them updates the Contact everywhere it appears. For example, renaming 'Leafy Greens Land Trust' to 'Leafy Greens Land Trust (Sally Smith)' updates every record where that Contact is listed.
Contact Details
Display Name is the contact's full name and the only field searchable from the search bar. Use this recommended format so you get the most out of that search:
| Contact type | Recommended format | Example |
|---|---|---|
| Individuals | [First Name] [Last Name] | John Doe |
| Couples | [First 1] and [First 2] [Last] or [First 1] [Last 1] and [First 2] [Last 2] | John and Jane Doe or John Doe and Jane Smith |
| Companies / Organizations | [Company Name] ([Contact First] [Contact Last]) | Leafy Greens Land Trust (Sally Smith) |
Name and identity fields
| Field | Description |
|---|---|
| First / Middle / Last |
Individual's name fields. Optional: For organizations, use First/Last for your primary contact there. |
| Pronouns | How the individual prefers to be addressed (He/Him, She/Her, They/Them, etc.). |
| Title | The individual's title or role, e.g., 'Vice President of Marketing.' (Mr./Mrs./Dr. belongs in Salutation, below.) |
| Contact Notes | Notes about the contact that are not about their relationship to a property, e.g., "Don't mention the Eagles (band or sports team)." |
| Communication Tags | Preferred contact methods, like 'Do Not Call.' Additional tags can be added in Settings > List Items > Communications. |
| External ID | A customizable ID field. Use this to match a contact to a record in a separate (non-integrated) system, like DonorPerfect, so you can cross-reference the two by ID. Safe to ignore if you don't need this. |
| Little Green Light ID / Synchronize | Only visible if your account is integrated with Little Green Light. Little Green Light ID is the contact's record ID in LGL. Synchronize controls whether Landscape keeps this contact in sync with LGL. |
| Salutation* | What you'd say after 'Hi' or 'Dear' — e.g., "Hi Bob" or "Dear Mr. Smith." |
| Alternate Salutation* | A more formal (or otherwise alternate) option to the Salutation above. |
| Addressee* |
What's written on the top line of an envelope, above the address. Accepts multiple lines, e.g.: Bob Franklinburg c/o Pretty Good Appraisals, Inc. |
| Alternate Addressee* | An alternate to the Addressee field above. |
*These fields can be autofilled based on the name fields, or edited manually.
To edit any of these fields, click Edit contact details (the pencil icon).
Addresses
A contact can hold as many addresses as needed. A yellow star next to an address indicates that it is the primary address.
| Field | Description |
|---|---|
| Type | Work, Home, Other, etc. |
| Address | The street address. |
| City | City, town, or jurisdiction. |
| State | The state. |
| Post Code | ZIP code. |
| Country | The country. |
To add a new address, click the + (plus) icon. To edit an existing address, hover your mouse over the address and click the Edit (pencil) icon that appears.
Phone Numbers
A contact can hold as many phone numbers as needed. A yellow star next to a phone number indicates that it is the primary number.
| Field | Description |
|---|---|
| Type | Work, Home, Cell, Other, etc. |
| Number | A preview of the expected format shows in grey. Enter the area code, then the number, then the extension (if applicable). |
To add a new phone number, click the + (plus) icon. To edit an existing phone number, hover your mouse over the number and click the Edit (pencil) icon that appears.
Emails
| Field | Description |
|---|---|
| Type | Work, Home, Other, etc. |
| Address | The email address. Landscape does not validate the format (e.g., it won't check for "@" or ".com"). Once entered, emails display as clickable hyperlinks wherever the contact appears in a record. |
To add a new email address, click the + (plus) icon. To edit an existing email address, hover your mouse over the address and click the Edit (pencil) icon that appears.
Little Green Light Categories
Only visible if your account is synchronized with Little Green Light.
| Field | Description |
|---|---|
| Acknowledgement Preference | Synced from Little Green Light. |
| Communication Tags | Synced from Little Green Light. |
| Giving Status | Synced from Little Green Light. Not editable in Landscape. |
| Groups | Synced from Little Green Light. |
| Landscape Status | Synced from Little Green Light. |
Changes to these fields — or any field listed above — sync in both directions: changes made in Landscape update Little Green Light, and changes made in Little Green Light update Landscape.
Read more about the Little Green Light integration HERE.
Contact Roles
This section lists every Portfolio or Project record the Contact has been added to. For example, if the same organization is tagged 'co-holder' on multiple records, you'll see all of them here.
This is a handy way to find a record when you remember the landowner's name but not the record name: search for the landowner, open their Contact record, then select the correct Portfolio or Project Record from this list.
Communications
This section shows every communication with this Contact, across every record it was entered from.
If you're entering a communication about a specific Portfolio record, we recommend entering it from that record's Communications tab instead of from the Contact record directly.
