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Stakeholders and Contacts

Contacts

What are organisation contacts and how are they different from stakeholders

Understanding Contacts

Contacts in Fidura are organization-level stakeholders that form a centralized database of all individuals and companies across your client portfolio. They serve as a shared resource that can be associated with multiple companies within your organization, making it easier to manage relationships, track cross-company holdings, and maintain consistent information.

What Are Contacts?

Contacts are stakeholders that exist at the organization level rather than being tied to a specific company. They represent:

  • Individuals: Directors, shareholders, secretaries, beneficial owners, advisors, and other parties
  • Companies: Legal entities, service providers, investors, and other corporate stakeholders

Key Concept

Contacts are the same as organization-level stakeholders. The term "Contacts" is used in the navigation menu to refer to your organization's centralized stakeholder database.

Contacts vs Company-Level Stakeholders

Understanding the distinction between contacts and company-level stakeholders is crucial for effective portfolio management:

Organization-Level Contacts

Contacts belong to your entire organization and can be associated with multiple companies:

  • Centralized Profile: One unified profile contains all their information across all companies
  • Cross-Company Visibility: View their relationships and holdings across your entire portfolio
  • Shared Resource: Can be assigned to multiple companies without duplicating their information
  • Unified Communications: Send updates and documents to them across all their company relationships
  • Consolidated Reporting: Generate reports showing their total position across the organization

Company-Level Stakeholders

Company-level stakeholders are specific to individual companies:

  • Company-Specific: Tied to a single company within your organization
  • Isolated Profile: Information is specific to that company relationship
  • Simpler Management: Easier to manage when someone is only involved with one company
  • Direct Relationship: Direct link to company-specific roles and holdings

Best Practice

Start with company-level stakeholders for simplicity. When someone becomes involved with multiple companies, they automatically become part of your organization's contact database and can be reused across companies.

How Contacts Work

Centralized Contact Database

Your organization's contact database serves as a master list of all individuals and companies you work with across your entire client portfolio. This includes:

  • Directors serving on multiple company boards
  • Shareholders with holdings in multiple entities
  • Service providers (lawyers, accountants, auditors) working with multiple clients
  • Secretaries managing multiple companies
  • Beneficial owners with interests across the portfolio

Adding Contacts to Companies

When adding a stakeholder to a company, you have two options:

  1. New Stakeholder: Create a new person or company record

    • This creates a company-level stakeholder
    • They also become available in your organization's contact database

  2. Existing Stakeholder: Select from your organization's contact database

    • Reuses an existing contact's profile
    • Maintains their unified information across companies
    • Tracks separate company-specific relationships and holdings

Enterprise Feature

The ability to add existing contacts to companies is available in the Enterprise Edition. This enables true cross-company stakeholder management.

Contacts can be assigned to specific roles within companies as "Related Parties." These roles include:

Contact Person

The primary contact for company matters. This person serves as the main point of contact for administrative and operational issues.

Professional Service Providers

  • Lawyer: Legal counsel or law firm representing the company
  • Accountant: Accounting firm handling financial matters
  • Internal Auditor: Internal audit function
  • External Auditor: External audit firm
  • Authorized Person: Person authorized to act on behalf of the company
  1. Navigate to the company's Company Details page
  2. Find the Related Parties section
  3. Select a contact from your organization's stakeholder list for each role
  4. Save your changes

Tip

Add service providers as contacts first, then assign them to roles in company details. This creates proper relationships and maintains audit trails across your portfolio.

Benefits of Using Contacts

1. Eliminate Duplication

Instead of creating separate records for the same person across multiple companies, maintain one contact profile that's shared across all relevant companies.

2. Maintain Data Consistency

Update contact information once, and it's reflected across all companies where they're involved. This ensures accuracy and reduces maintenance overhead.

3. Cross-Company Insights

View a contact's complete relationship with your organization:

  • All companies they're associated with
  • Their roles across different entities
  • Total holdings across the portfolio
  • Consolidated reporting and analytics

4. Efficient Service Provider Management

For law firms, accounting firms, and other service providers working with multiple clients, maintain one contact record and assign them to relevant companies.

5. Unified Communication

Send updates, documents, and invitations to contacts across all their company relationships from a single interface.

Managing Contacts

Accessing Your Contact Database

  1. Navigate to your organization dashboard
  2. Click Contacts in the left sidebar (under organization-level navigation)
  3. View all contacts across your organization

Viewing Contact Details

Click on any contact to see:

  • Overview: Summary information and quick stats
  • Details: Complete profile information
  • Relationships: All companies they're associated with
  • Certificates: Holdings across all companies
  • Documents: All documents linked to this contact

Adding New Contacts

You can add contacts in two ways:

  1. Directly at Organization Level:

    • Go to Contacts → Add Stakeholder
    • Create a new contact that's immediately available across your organization

  2. Through Company Stakeholders:

    • Add a stakeholder to a company
    • They automatically become part of your contact database
    • Can be reused when adding stakeholders to other companies

Common Use Cases

Serial Entrepreneurs

An entrepreneur who founded Company A and later invested in Company B. Their contact profile tracks both their founder shares in Company A and investor shares in Company B.

Cross-Portfolio Investors

A venture capital firm or angel investor with holdings in multiple companies. Their contact profile shows their total investment across your portfolio.

Service Providers

A law firm or accounting firm working with multiple client companies. One contact record represents the firm, and they can be assigned as "Lawyer" or "Accountant" for relevant companies.

Executive Team Members

Leadership team members with roles across multiple entities. Their contact profile consolidates their positions and holdings across the organization.

On this page

Understanding ContactsWhat Are Contacts?Contacts vs Company-Level StakeholdersOrganization-Level ContactsCompany-Level StakeholdersHow Contacts WorkCentralized Contact DatabaseAdding Contacts to CompaniesUsing Contacts as Related PartiesContact PersonProfessional Service ProvidersHow to Assign Related PartiesBenefits of Using Contacts1. Eliminate Duplication2. Maintain Data Consistency3. Cross-Company Insights4. Efficient Service Provider Management5. Unified CommunicationManaging ContactsAccessing Your Contact DatabaseViewing Contact DetailsAdding New ContactsCommon Use CasesSerial EntrepreneursCross-Portfolio InvestorsService ProvidersExecutive Team MembersRelated Topics