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Linking Contacts to Projects in Podio

Linking GC and customer contacts to a project gives you quick access to "who's who" on each job. When you need to send an RFI or ask a question, you'll know exactly who to reach out to.

Benefits:

  • See all project contacts in one place
  • Everyone on your team knows who the GC's PM is
  • Avoid "who do I send this to?" confusion

Method 1: From the Project Page​

This is the easiest way if you're already looking at the project.

  1. Open the Project in Podio
  2. Find the "Customer / GC" field (it's a relationship field)
  3. Click in the field to start typing the contact's name
  4. Select the contact from the dropdown list
  5. Click Save or just click elsewhere (Podio auto-saves relationship fields)

Customer/GC field with dropdown showing contact list

Can't find the contact?

  • They might not exist in the Contacts app yet. Add them first (see Adding Contacts), then come back and link.

Need to link multiple contacts?

  • The "Customer / GC" field can hold multiple contacts. Just keep selecting and they'll all be linked.

Method 2: From the Contact Page​

Use this if you're looking at the contact and want to link them to a project.

  1. Open the Contacts app
  2. Find and open the contact you want to link
  3. Find the "Linked Projects" field (relationship field)
  4. Click in the field and start typing the project name or Job #
  5. Select the project from the dropdown
  6. Save
Screenshot needed

Contact detail page with "Linked Projects" relationship field visible would be helpful here. The existing contact screenshots show the Customer/GC field from the project side.

Alternative: Use the GC Contacts Text Field​

Some projects use a "GC Contacts" text field for quick notes about who's who. This is a free-form text area where you can type names and roles.

When to use this:

  • Quick notes during project setup
  • Contact isn't in the system yet and you just need to remember their name
  • Temporary contacts who don't need a full Contact record

Example:

Sarah Johnson - GC Project Manager - 281-555-1234
Mike Davis - Safety Coordinator - 281-555-5678

Note: This is just a text note. It doesn't create a link or sync with the Contacts app. For real contacts you'll interact with often, use the relationship field instead.

Viewing Linked Contacts​

From the Project:​

  1. Open the project
  2. Look at the "Customer / GC" field
  3. Click on any linked contact's name to open their full contact card (phone, email, notes, etc.)

From the Contact:​

  1. Open the contact
  2. Look at the "Linked Projects" field
  3. You'll see all projects they're associated with

This works both ways—projects show their contacts, contacts show their projects.

Best Practices​

✅ Link early: Add contacts during project setup (Pre-Construction) so everyone knows who to talk to from day one

✅ Keep it current: If the GC's PM changes mid-project, unlink the old one and link the new one. Add a note in the project about the change.

✅ Link the right people: Focus on key decision-makers (GC PM, superintendent, safety coordinator). You don't need every person you might email.

✅ Use both methods: Link via the relationship field for the primary GC contact(s), and use the GC Contacts text field for quick reference notes

Common Questions​

Q: Can I link the same contact to multiple projects?
A: Yes! Many GC PMs work on multiple jobs with you. Link them to every relevant project.

Q: What if I unlink a contact by accident?
A: Just link them again. Unlinking doesn't delete the contact—it just removes the connection to that project.

Q: Why are there two ways to track contacts (relationship field + text field)?
A: The relationship field (Customer / GC) creates a real database link—best for key contacts. The text field (GC Contacts) is for quick notes and less formal tracking. Use the relationship field when possible.

Q: Can I link PSS employees (like our PM) to a project?
A: PSS team members are assigned via User fields (Project Manager, OC, FOCS, Foreman), not the Contacts app. Those fields are specifically for internal assignments.

  • Adding Contacts - How to create a new contact first
  • PSP-101: Creating a New Project
  • PSP-104: Communication Best Practices

Need help? Ask your PM or OC. They can show you how the contact fields are set up on your projects.