Find and maintain records

This guide shows you how to find and maintain customer, property, tenant, and technician records in ATOM.

Owner and office members can maintain these records. ATOM checks your workspace role and workspace status again when it saves each change. A read-only, archived, or deleted workspace blocks changes.

#Find the record

Use the list search on Properties, Customers, or Technicians when you know the record type.

• Search properties… filters the newest 50 property rows loaded in the list. Use Status and Suburb to narrow those rows.
• Search customers… matches customer names and notes. Use Status to choose Active or Archived.
• Search technicians… matches technician names. Use Status to narrow the list.

To search the whole workspace across record types, open Search or press Ctrl+K on Windows or ⌘K on macOS. At three characters, ATOM searches the active workspace. Results can include customers, properties, tenants, and technicians.

Prefix a query with @ to search only properties. Prefix it with & to search only technicians. A tenant result opens the property where the tenant is recorded.

See Navigate ATOM, search, and get help for all command-palette filters.

#Open the current detail page

Search results and list rows open the relevant detail page. Properties open under Properties, customers under Customers, and technicians under Technicians. Tenant results open the property where the tenant is recorded.

The sidebar's Team destination lists technicians. In the command palette, Team results are workspace members without a technician profile and open Settings; technician results open Technicians.

#Maintain customer records

Open Customers to create and edit customer records. A customer is a Homeowner, a Business, or an Agency. Each row shows its type.

#Create or edit a customer

1. Select Add customer. 2. Choose Homeowner, Business, or Agency. 3. Enter the name and contact details. A homeowner or business also needs the address where you do the work; ATOM creates that property for you. 4. Select Add customer. 5. Open the customer detail page and edit its fields in place when details change.

A homeowner or business has one address. To change it, edit the customer. An agency manages many properties, so its detail page also shows billing email, email routing, agents, and properties.

Use Add agent to add a property manager to an agency. Select Remove agent when that person should no longer appear on the agency.

#Route an agency's email

Email routing on an agency's detail page lists the senders whose emails ATOM files under that agency in Inbox. Only agencies have email routing. owner and office users can change the rules; other roles see them read-only. These rules classify incoming requests. They do not connect a mailbox.

• Select Add rule, enter the agency's email domain, and select Add rule again. Every sender at that domain is matched.
• To match one address only, also fill in Only this sender.
• Leave Retry unknown senders now ticked to refile emails from this sender that are already waiting in Inbox as unknown senders.
• Use the rule's options menu to Edit rule or Remove rule. After you remove a rule, new emails from that sender wait in Inbox as unknown senders.

#Archive or restore a customer

Open the customer detail page and use Customer actions.

• Select Archive customer to hide the customer from active lists without deleting its history.
• Set the customer list Status to Archived, open the customer, and select Restore customer to return it to active lists.

ATOM does not offer permanent customer deletion in this workflow.

#Maintain property records

Open Properties to create a property or select an existing property from the list.

#Add a property

1. Select Add property. 2. Enter the property address and the other fields shown in the dialog. 3. Select Add property.

The property appears in the Properties list after ATOM saves it.

#Update the address

On the property detail page, use Property details:

1. Select the value under Address to open Edit address. 2. Update Address line 1, Address line 2, Suburb, State, or Postcode. 3. Select Save changes. 4. Wait for Property address updated before leaving the page.

ATOM stores Australian addresses in this workflow. The visible country value is not applied by the save. If address lookup fails, ATOM saves the address with no location and the map disappears. You cannot edit coordinates directly.

#Archive or restore a property

Use Property actions on the detail page.

• Select Archive property to remove the property from active work without deleting its history.
• Filter the property list to Archived, open the property, and select Restore property to make it active again.

Archived properties cannot be edited. Restore the property before changing its address, customer, or tenant.

#Maintain tenant records

Tenant records belong to a property. ATOM does not have a separate tenant detail page.

Open the property and find Current tenant:

• If the property is vacant, select Add tenant.
• To correct the current tenant's details, select Edit to open Edit tenant, then select Save changes.
• When occupancy changes, select Replace tenant.

Enter Name and at least one contact method in Email or Phone. The replacement dialog explains that the current tenant will move to Tenant history.

Use Edit tenant for a correction. Do not use Replace tenant to fix a spelling mistake or phone number. Replacement closes the current occupancy record and creates another one.

Select Confirm replacement. Then check that the new person appears in Current tenant and the previous person appears in Tenant history.

#Maintain technician records

Open Technicians to add a technician or select a technician from the list.

#Add or edit a technician

1. Select Add technician to create a record. 2. Complete the fields in the dialog. 3. Select Add technician.

On the detail page, edit the technician name and profile fields in place. ATOM saves each accepted change. The page shows Saving changes… while a save is in progress.

Use Skills and categories and Availability (next 6 months) to maintain scheduling information. These sections affect matching and scheduling. They do not change workspace categories or policy.

#Archive or reactivate a technician

Use Technician actions on the detail page.

• Select Archive technician to hide the technician from active management lists while keeping bookings and history.
• The technician list shows active technicians only. Keep a saved direct link to an archived technician's detail page if you may need to select Reactivate technician later.

ATOM does not offer permanent technician deletion in this workflow.

#Use current navigation

Use Properties and Customers for those record types. Use the sidebar's Team link to open the technician list. Open tenant records from their property. Command-palette Team members without technician profiles open Settings.

#Check the change

Check that the saved values appear on the relevant list or detail page:

• The customer row shows its name and type. A homeowner or business detail page shows contact details and the address; an agency's shows contacts, agents, and properties.
• The property list and detail page show the saved address and lifecycle status.
• Current tenant and Tenant history show the correct occupancy records.
• The technician detail page shows the saved profile, status, skills, and availability.

If a control is disabled, check your connection and the workspace status. Archived records must be restored before you edit them.