Contacts are the people who receive reminder notifications (Email, SMS, WhatsApp) — clients, vendors, drivers, or employees being reminded. They never log in. Users are your team members who log in and have roles. If someone needs to get reminders, add them as a Contact. If someone needs to manage reminders, add them as a User. The same person can be both.
Side-by-side
| Contact | User | |
|---|---|---|
| Purpose | Receives notifications | Operates the workspace |
| Logs in? | No | Yes |
| Has a role/permissions? | No | Yes (Admin / Editor) |
| Counts against | Your contact limit (plan + add-ons) | Your user/seat limit (plan + add-ons) |
| Managed under | Manage → Contacts | Manage → Users |
| Grouping | Contact Groups | By role; departments |
| Example | "David, the client renewing his contract" | "Junaid, who set up the reminder" |
Why the distinction matters
- Adding a teammate as a Contact lets them receive reminder emails but gives them no login or management access.
- Adding a client as a User would wrongly consume a paid seat and grant them workspace access.
- The same person can be both a User (because they log in) and a Contact (because they also receive reminders). These are separate records.
What happens next
- Contacts you create become available to assign as recipients on any reminder and to add to Contact Groups.
- Users you invite receive an invitation to set up their login and are assigned a role.
Edge cases & gotchas
- The contacts counter (for example, "Using 35/50") is your plan limit, which can be increased with add-ons.
- The users counter (for example, "Users 3/500") is your seat limit, which can be increased with add-ons.
- A contact's "Items" count is how many reminders they're attached to — it is not a limit.
- Contacts can't span companies. To reuse a contact in another company, export it and re-import it there.
- Deleting a contact affects the reminders they're on. See Deleting a contact.
Related questions
- Is a contact the same as a user? No — contacts receive reminders; users log in and manage.
- Will adding my client as a user cost a seat? Yes — add them as a contact instead.
- Can one person be both? Yes — as two separate records.
- Can I use the same contact across two companies? Not directly — export it from one company and import it into the other.