CalmCompliance
Personnel

Adding and managing company details

Open a company record under People > Companies to add company-level notes and manage Company Blocks such as Addresses, UK Company Registration, and Contract. You need the Manager or Admin role for the Personnel module to edit notes and blocks. Inherited companies from a parent site stay view-only.

Before you start

You need the Manager or Admin role for the Personnel module. If you do not see edit options on a company record, ask your site administrator to update your role in Settings > User Management.

Anyone with the Member, Manager, or Admin role for Personnel can view companies. For a full role breakdown, see Personnel roles and access.

Add or edit company notes

Company-level Notes sit on the company detail page. They are separate from the Notes field on an individual Contract block.

  1. Open the company under People > Companies.

  2. In Notes, click Add notes or the existing note text.

  3. Enter your text and save.

Line breaks are preserved when the notes are shown collapsed. To clear notes, open the field, delete all text, and save. The section returns to Add notes.

On an inherited company, existing notes are read-only. If there are no notes, the notes area is hidden for view-only users. Note changes are recorded as a company update in the audit log.

Add or edit an Addresses block

  1. Open the company record.

  2. In Company Blocks, click Add Block and choose Addresses, or open an existing Addresses block to edit it.

  3. Enter the address details.

  4. Save the block.

A company can have only one Addresses block. After it is added, the picker marks it Already Used.

Add or edit a UK Company Registration block

  1. Open the company record.

  2. In Company Blocks, click Add Block and choose UK Company Registration, or open the existing block to edit it.

  3. Enter the company number and registration details, or use the Companies House lookup to prefill them.

  4. Save the block.

A company can have only one UK Company Registration block.

Prefill details from Companies House

  1. Open the UK Company Registration block on the company record.

  2. Click Find on Companies House.

  3. Search for the company by name or number.

  4. Select the matching result to prefill the registration details.

  5. Optionally turn on Companies House sync to keep the block updated.

  6. Save the block.

Companies House sync and auto-suspension

When Companies House sync is turned on for a UK Company Registration block, the system periodically checks the company’s status. If Companies House reports a non-active status, the company is automatically suspended.

  1. Turn on Companies House sync in the UK Company Registration block.

  2. Save the block.

Once sync is active, the company status is monitored against Companies House. If the company is currently active and Companies House returns a non-active status, the company is suspended.

Auto-suspension only applies when Companies House sync is enabled. Without sync, the company status does not change automatically.

Add Contract blocks

A company can have multiple Contract blocks. Each contract can store commercial terms, a linked contact, notes, and its own file attachments.

For create, edit, delete, renewal rules, expiry reporting, and sensitive reveal steps, see Add and manage company contracts.

Control block visibility

Choose whether a block is visible immediately or requires an explicit reveal.

  1. Open the company block you want to protect.

  2. Turn on Record Access Views.

  3. Save the block.

When Record Access Views is enabled, the block content stays hidden until someone clicks View Information. Each reveal is recorded in the audit log. For personnel blocks, see Control access to sensitive personnel record details.

Archive, restore, or permanently delete a company

Companies use an archive-first lifecycle. Archiving a company hides it from the default companies list without removing data. You can restore an archived company at any time. Permanent deletion is irreversible and requires the company to be archived first. For the shared pattern across all modules, see Archive, restore, and permanently delete records.

Archive a company

  1. Open the company under People > Companies.

  2. Click Archive in the header.

  3. Confirm the action.

Restore a company

  1. Find the archived company and open it.

  2. Click Restore in the header.

  3. Confirm the action.

Permanently delete a company

Delete is only available for archived companies. The confirmation requires acknowledgement that company contacts will be permanently deleted.

  1. Archive the company first.

  2. Open the archived company and click Delete.

  3. Acknowledge that company contacts will be permanently deleted, then confirm.

Inherited companies from a parent site are read-only and cannot be archived or deleted from your site. Manage them from the site that created them.

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