Contacts can be added to Company profiles. These contacts can be given certain roles, which will be automatically pre-filled when sending out certain e-mails from Qargo. Once added, contact roles can be edited from within the company or contact details.
Each contact role on a customer is displayed in the 'Roles' column in the contacts list view.
Filtering the column by role shows contacts assigned to that role across all companies.
The green check mark indicates the role is assigned to the contacts. Contacts can have multiple roles assigned.
The roles available:
Billing
Claims & insurance
CMR/POD Processing
Customs
IT
Operations
Other
Payment reminders
Quality
Sales
This video explains the purpose of each available contact role:
Billing
This is used as default for tasks that have been configured for sending out invoices.
Claims & Insurance
This role identifies the contact responsible for handling damage claims and insurance matters at the customer or subcontractor. Tasks configured to send claim notifications or insurance documents will target the contacts assigned this role.
CMR/POD Processing
Direct all CMR/POD-related communications to the right contact and email.
Task configured to send CMRs/PODs after upload or trip completion, will use the contact(s) with this role as email recipients
If no contact has this role designated, email may go to a fallback contact, like Billing (depending on configuration).
Customs
This role targets the contact responsible for customs clearance and compliance communication. Useful for tasks that send customs documents, declarations, or compliance updates.
IT
This role identifies the technical contact at the customer or subcontractor. Typically used for system integration, EDI setup, or API-related communication.
Operations
This is used as default for tasks for sending out transport orders to the subcontractors.
Other
This can be configured for any other e-mail tasks that will be added in the system
Payment reminders
This can be used to easily send reminders to the person responsible for payments for the company.
Quality
This role targets the contact responsible for quality control and compliance topics at the customer or subcontractor.
Sales
This role identifies the commercial contact at the customer or subcontractor, used for sales and procurement-related communication.
📚 The role can be assigned while creating a company contact or to an already existing contact as shown below; and applies to both customer and subcontractor contacts.
Roles for Location contacts
Location contacts use a separate set of roles, distinct from those available on Customer and Subcontractor contacts. Some roles overlap (Billing, Operations, Other) but most are location-specific.
The roles available for Location contacts:
Billing
Bookings
Cleaning
Container release
Customer contact
Heating
Notifications
Operations
Other
Storage
Location customer contact
The Customer contact role is a general-purpose contact at the location level, used for operational communication with the customer at that specific location. It can be selected when configuring location-targeted workflow tasks.
This video explains the purpose of each location contact role, and how they differ from contact roles at company level:
Customer list view columns
Each contact role on a customer can be displayed as a configurable column in the customer list view.
The column shows how many contacts at that customer have the given role assigned, making it quick to spot gaps in role coverage.
To enable role columns:
NAVIGATE to Companies > Customers
OPEN the 'Edit column' menu
SELECT the role columns to display and toggle on
DRAG columns to the preferred location in the table view (Optional)
📚 Role columns help quickly spot customers with missing role coverage. Sorting by the Billing column with value 0 highlights customers without a billing contact, a common cause of failed invoice tasks.
Using contacts in Tasks
‼️ If a contact does not have a role, then it will not be able to be targeted by certain automated or manual contact tasks.
To locate which task is using which contact role, navigate to CONFIGURATION>Tasks
Locate the related task:
The task example below indicates that invoices will be sent to contacts that have 'Billing' and/or 'Payment reminders' assigned as a role:
