Settings → Contact Management

It functions as the organization’s internal address book for sustainability management, ensuring that relevant collaborators — such as suppliers, auditors, consultants, and internal team members — are easily accessible and consistently referenced across the platform.

By maintaining a single, integrated directory of stakeholders, the module supports smooth coordination between departments and external partners, improves communication during audits and reporting, and enhances transparency across the entire emissions data lifecycle.

Image: Contact Management interface displaying a centralized contact list with stakeholder details, import tools, and cross-module integrations supporting collaboration across emissions, reporting, and audit workflows.

1. Purpose

The Contact Management section is designed to streamline communication and collaboration by maintaining a single source of truth for all individuals and entities associated with emissions data, sustainability reporting, and verification workflows.

Key Capabilities:

• Add, edit, and remove contact records directly within CarbonX.

• Import large contact datasets in bulk using Excel or CSV files.

• Maintain consistent and searchable information across sustainability teams.

• Provide quick access to stakeholders involved in data validation, supplier engagement, and corporate reporting.

Typical Use Cases:

• Managing contact details for supplier representatives participating in Scope 3 data collection.

• Storing auditors or verification partners responsible for third-party review.

• Tracking internal sustainability officers or cross-departmental collaborators.

• Keeping organized records of consulting partners, regulatory liaisons, or project managers involved in emission reduction initiatives.

2. Interface Overview

The Contact Management interface is organized for ease of navigation and clarity, with two primary functional areas:

A. Action Toolbar (Top-Right)

This area enables users to manage contact data efficiently.
Key options include:

• Add New Contact: Opens a form to manually create a new contact record.

• Import Contact: Allows bulk uploads of multiple contact entries using standardized templates (Excel or CSV).

B. Contact List Table

Once contacts are added, they appear in a structured, sortable table.
The table layout is designed for quick reference and easy management of large contact databases.

The list supports search and filter functionality, allowing users to quickly locate contacts by name, organization, or function.

3. Adding New Contacts

Users can create new contact records directly from the Action Toolbar.

Steps:

1. Click Add New Contact.

2. Fill in the contact information form.

   • Required Fields:

     • Name: Contact’s full name.

     • Organization: Company or department name.

     • Email: Official communication address.

   • Optional Fields:

     • Phone Number: Direct or mobile contact number.

     • Role / Function: Relationship to your organization (e.g., Supplier Contact, Verifier, Sustainability Manager).

     • Notes: Any additional context (e.g., Responsible for Scope 2 data verification).

3. Click Save to confirm the entry.

Once saved, the new contact appears instantly in the Contact List Table and becomes available for selection within other CarbonX modules.

4. Importing Contacts

For large organizations or implementation projects, contacts can be imported in bulk to accelerate setup.

Steps:

1. Click Import Contact on the toolbar.

2. Upload an Excel (.xlsx) or CSV (.csv) file containing contact data.

3. Ensure your file includes standard columns such as:

   • Name

   • Organization

   • Email

   • Role / Function

   • Phone Number

4. Review the imported records and confirm.

Once validated, all imported contacts will populate the Contact List Table automatically.

5. Functional Integration

The Contact Management module is fully integrated with other CarbonX features, ensuring contact information is readily available wherever collaboration or verification is needed.

Cross-Module Integrations:

• Supplier Management:
  Assign contact persons to supplier records for communication regarding Scope 3 data and engagement initiatives.

• Emission Management:
  Link verifiers, reviewers, or data owners to specific emission sources or facilities to streamline validation.

• Reporting:
  Automatically include relevant stakeholder details in sustainability reports, such as external auditors, data providers, or project partners.

6. Best Practices

To maintain a clean and reliable contact database:

✅ Keep data current:
Regularly review and update contact details to prevent communication errors during audits or reporting cycles.

✅ Use the Import feature:
When onboarding new facilities or integrating multiple business units, bulk-import contacts to accelerate setup.

✅ Adopt naming conventions:
Standardize organization and role titles (e.g., Supplier - Energy, Auditor - ISO 14064) to facilitate quick searches and reporting accuracy.

✅ Assign roles logically:
Ensure every contact’s role reflects their function within sustainability operations (e.g., “Verifier” vs. “Analyst”).

✅ Restrict data editing permissions:
Limit contact editing rights to administrators to prevent unintentional changes or data mismatches.