Making a New Enquiry for an Existing Client

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How to Create a New Enquiry for an Existing Client

When an existing client contacts you about new work, you can create a new enquiry and link it to their existing client record.

This helps keep all contacts, locations, enquiries, quotes and jobs organised under the correct client.

Step 1 – Create a New Enquiry

Click New Enquiry in the top-left corner of JGID, next to the company logo.

You will then be prompted to select or create a:

• Client
• Contact
• Location

Step 2 – Search for the Existing Client

Begin typing the name of the client.

For example:

123 Facility Management Company

Select the correct client from the search results.

Best Practice: Always search before creating a new client to avoid duplicate records.

Step 3 – Select an Existing Contact

Once you select the client, JGID will suggest contacts who have previously been linked to that company.

Select the person making the enquiry if they are already listed.

This allows the new enquiry to remain connected to the client’s existing contact history.

Step 4 – Select an Existing Location

JGID will also suggest buildings or locations where you have previously completed work for that client.

Select the relevant location if the enquiry relates to an existing site.

Using the existing location helps keep all previous and future work for that site grouped together.

Add a New Contact

If the person making the enquiry is not already listed, you can create a New Contact and link them to the existing client.

Complete the relevant details, such as:

• First Name
• Surname
• Phone Number
• Email Address
• Position

Link an Existing Contact to the Client

Sometimes a contact may already exist in JGID but may currently be linked to another company.

For example, the person may have changed employers since you last worked with them.

Instead of creating a duplicate contact:

1. Search for the person’s existing contact record.
2. Select the existing contact.
3. Link them to the new client.

This preserves their existing contact history while associating them with their current company.

Important: Always search for the person before creating a new contact. This helps avoid duplicate contact records.

Add a New Location

If the enquiry relates to a site that has not been used before, select New Location.

Enter:

• A clear location name
• The complete site address
• Any other relevant site details

The address is important because it can be used for maps, navigation and scheduling technicians.

Link an Existing Location

You can also search for and link an existing location.

This may be useful if:

• The site has previously been linked to another client.
• The building is managed by a new facilities management company.
• More than one client is associated with the same site.
• The client has taken over responsibility for an existing location.

Using the existing location prevents duplicate site records and keeps the location’s work history together.

Best Practice

When creating an enquiry for an existing client:

• Search for the client before creating a new one.
• Check the suggested contacts and locations.
• Search for existing contacts before creating new records.
• Search for existing locations before adding a new site.
• Link existing records whenever possible.
• Only create a new contact or location when one does not already exist.

This keeps your JGID database clean and preserves the history connected to each client, contact and location.

Frequently Asked Questions

Why does JGID suggest contacts and locations?

JGID displays contacts and locations that have previously been linked to the selected client.

This makes it faster to create an enquiry and helps prevent duplicate records.

What should I do if the contact has changed companies?

Search for their existing contact record and link it to the new client.

You do not need to create a second contact record for the same person.

Can one contact be linked to more than one client?

Yes.

An existing contact can be linked to another client when required, such as when someone changes employers or works across multiple organisations.

Can I add a new contact to an existing client?

Yes.

Select New Contact, enter their details and link them to the client.

Can I use an existing location for a different client?

Yes.

You can search for and link an existing location instead of creating a duplicate site.

This is useful when the company responsible for a building changes.

What if the location does not already exist?

Select New Location and enter the location name and complete site address.

Summary

To create a new enquiry for an existing client:

1. Click New Enquiry.
2. Search for and select the existing client.
3. Choose one of the suggested contacts or locations.
4. Search for an existing contact or location before creating a new one.
5. Link existing records where appropriate.
6. Add a new contact or location only when required.
7. Complete the enquiry and click Save.

Your new enquiry will now be linked to the correct client, contact and location records.