Understanding the Contact Profile in Leon: Types, Fields, and Management

Contact Profile

The contact profile is the record that stores everything Leon knows about a single person, company or animal in your Phonebook. It is the single source of truth used across the application — passenger manifests, GAR and eAPIS documents, handling requests, quotes, invoices, catering orders and email correspondence all read their data from here.

This page lists every field available in the contact profile and explains what each one is actually used for.

Contact types

When you add a new contact, Leon asks you to choose one of three options:

Type	Description
Company	An organisation — client, broker, handling agent, supplier, FBO, etc. Company profiles do not have personal data fields (date of birth, gender, passports and so on).
Person	An individual — passenger, client representative, crew member, assistant. The full set of fields is available.
Animal	A pet travelling on board. Technically a Person profile with a reduced form — only the fields relevant to an animal are shown.

The contact type is chosen at creation and determines which tabs and fields are visible. Throughout this page, fields marked (Person only) or (Company only) are hidden for the other type.

Client, Crew, PAX, User, Provider — roles, not fields

The Category filter in the Phonebook list (Client / Crew / PAX / User / Provider) is not a field you set on the profile. Leon works these out automatically from how the contact is actually used:

Category	How Leon determines it
Client	The Is client checkbox is ticked on the profile.
Provider	The Is provider checkbox is ticked on the profile.
User	The contact has a Leon login assigned.
Crew	The contact has a Leon login and a cockpit or cabin crew position/rating.
PAX	The contact has been added as a passenger on at least one flight.

Labels such as "Handling agent", "Broker" or "Supplier" are normally your own Categories, which each operator defines freely (see the Category field in the Details tab).

Tabs at a glance

Tab	Person	Company	Purpose
Basic	✅	✅	Core identity, email addresses, travel documents
Details	✅	✅	Extended personal/company data, address, phone numbers, flags
Characteristic	✅	—	Passenger preferences (catering, likes, dislikes, important notes)
Sharing	✅	✅	Controls which trip data is shared with this contact
Persons	✅	✅	Contacts assigned to this account
Misc	✅	✅	Newsletter, MVT messages, data retention
Files	✅	✅	General attachments
Flights	✅	✅	Flight history of the contact (read-only)
Accounting	✅	✅	Invoices, contracts and financial settings
Sales	✅	✅	Quote settings, commission, RFQ routing
Export history	✅	✅	Record of Phonebook exports containing this contact (read-only)

Basic tab

Identity

Field	Description
Name	Mandatory. First name for a person, company name for a company.
Middle name (Person only)	Middle name as it appears in travel documents.
Surname (Person only)	Last name. Required for creating a person.
Known as	Mandatory. The name under which this contact appears on most documents. If a passenger should be shown differently on documents than their full legal name, set it here — Leon does not always fall back to Name + Surname.
Gender (Person only)	Male / Female / Unknown. Also used together with the date of birth to distinguish adults from children on passenger manifests.
Nationality (Person only)	Country of citizenship. Used on eAPIS, GAR and other travel documents.
Place of Birth (Person only)	Used on eAPIS and passenger manifests.
Date of Birth (Person only)	Used to calculate passenger age (adult / child / infant) and on eAPIS.
Account	Links this contact to another contact acting as its billing/parent account — for example an employee belonging to a company account.
Is client	Marks the contact as a client. Makes the contact selectable in Sales/Quotes and available under the Client category filter.

Email addresses

Field	Description
Work email	The default address for operational correspondence.
Work email 2	Additional business address.
Billing email	If filled in, invoices and billing correspondence are sent here instead of the work email.
Private email	Personal address.

Besides these four, you can add any number of additional email addresses, each with its own description and predefined role (default, MVT, notifications, additional private, additional billing). This is a separate mechanism from the four fields above — an address added to the list does not replace the Work email field.

Email addresses accept both a plain address (john@example.com) and a labelled address (John Smith <john@example.com>).

Travel documents (Person only)

Travel documents are added directly in the Basic tab. Scans of documents are attached to the document itself, not to the Files tab.

Passports

Field	Description
Country	Issuing country. Mandatory.
Number	Passport number. Mandatory.
Nationality	Nationality as printed in the passport.
Name / Middle name / Surname	Name exactly as printed in the passport — this is what is sent on GAR, eAPIS and manifests, and it may differ from the name on the profile.
Date of issue	Issue date.
Date of expiry	Expiry date. Used for expiry warnings.
Note	Free-text remarks.
Default	Marks the passport used by default when the passenger is added to a flight.
Default for countries / country groups	Automatically selects this passport for flights to specific countries or country groups — useful for dual citizenship.
Unavailable	Marks the passport as temporarily unavailable (e.g. sent for a visa application).
Files	Scans of the passport.

Visas

Each passport can hold a list of visas:

Field	Description
Type	Visa type, selected from a predefined list.
Number	Visa number. Mandatory.
Country	Country the visa is valid for.
Schengen	Marks the visa as a Schengen visa.
Country of issue	Where the visa was issued.
Date of issue / Date of expiry	Validity period.
Multi entry	Marks a multiple-entry visa.
Max. number of entries / Number of entries	Entry allowance and how many entries have already been used.
Note	Free-text remarks.
Files	Scans of the visa.

National IDs

Field	Description
Number	Document number. Mandatory.
Country	Issuing country. Mandatory.
Document type	Selected from a predefined list of around 26 document types — ID card, alien card, residence card, driving licence, crew member card, UN passport, diplomatic passport, and others.
Date of issue / Date of expiry	Validity period.
Default	Marks the document used by default.
Default for countries / country groups	Automatically selects this document for flights to specific countries.
Files	Scans of the document.

Vaccinations

Field	Description
Disease	Selected from a predefined list of around 29 diseases (COVID-19, yellow fever, malaria and others). Mandatory.
Date of 1st – 5th dose	Dates of each administered dose.
Note	Free-text remarks.
Files	Vaccination certificates.

Details tab

Person / company data

Field	Description
Code	Short code for the contact, used as an abbreviation on quotes and trips. Max. 15 characters for a person, 20 for a company. Mandatory when creating a company.
Title (Person only)	Form of address, e.g. Mr, Mrs, Dr. Max. 25 characters.
Job title (Person only)	Position held.
Social security number (Person only)	National insurance / social security identifier.
Language	Preferred language of communication — used for documents and messages sent to this contact.
Country of Birth (Person only)	Used on travel documentation.
Province of Birth (Person only)	Used on travel documentation.
Weight (Person only)	Passenger weight plus unit (kg or lbs). Used in weight & balance calculations and on passenger manifests. Both the value and the unit must be filled in together — Leon will not save one without the other.
Preferred communication method	Phone / Email / None.
Next of kin (Person only)	Emergency contact details.
Remarks	General notes about the contact.
Client Remarks	Additional client-specific notes.
Labels	Free colour tags defined per operator. Useful for grouping and filtering the Phonebook list.
Category	One or more categories defined by your operator (for example: Broker, Handling agent, FBO, Supplier). Each category can be flagged as a client category. Categories are fully configurable and are independent of the Person/Company type.

Address

Field	Description
Address	Street and building number.
Postal code	ZIP / postal code.
City	City.
State / Province	Region.
Country	Country.

A contact can hold multiple addresses, but only one can be the default address — Leon enforces this on save. The default address is the one used on invoices and documents.

Phone

Field	Description
Work	Business phone number.
Private	Private phone number.
Fax	Fax number.

As with email addresses, you can add additional numbers (mobile, second work/private number, second fax) as a separate list. Phone numbers accept digits, spaces, brackets and the characters + - * # /.

Assignments and relations

Field	Description
Other accounts	Additional accounts this contact can be billed to, on top of the main Account.
Personal assistant (Person only)	Another contact acting as this person's assistant.
Preferred handling agent	Preferred handler per airport. When you create a handling request or GAR at that airport for this contact, Leon suggests the assigned handler automatically.
Operator bases	Restricts the contact to selected operator bases.
Exclusion zones	Countries excluded for this contact — for example, destinations the client will not fly to.
AOC Certificate number / notes	AOC holder details, relevant for contacts that are AOC-holding operators.
WWW	Website address.

Integrations

Field	Description
Avinode ID	Identifier(s) mapping this contact to a record in the Avinode marketplace. A contact can hold more than one.
Salesforce ID	Identifier of the matching Salesforce record. Visible only if the Salesforce integration is enabled. Changes saved in Leon can be pushed to Salesforce in the background.

Note: Avinode ID (external marketplace) and Leon's own internal marketplace are two different mechanisms — do not confuse them.

Checkboxes

Field	Description
Is account	Marks the contact as a billing account that other contacts can be assigned to.
Is representative	Marks the contact as a representative.
Is provider	Marks the contact as a provider/supplier. Drives the Provider category filter in the Phonebook.
VAT Holder	Affects how VAT is applied to this contact's quotes and invoices.
Is restricted for flying (Person only)	Flags a person who must not be scheduled on flights.
SIFL employee status (Person only)	Marks the person as an employee for SIFL (Standard Industry Fare Level) tax calculations.

Characteristic tab (Person only)

Passenger preferences used by crew and by whoever prepares catering.

Field	Description
Favourite dishes	Preferred meals — used when ordering catering.
Favourite drinks	Preferred beverages.
Like notes	General likes and preferences.
Dislike notes	Things to avoid.
Important notes	Critical information such as allergies or medical needs. Visible to crew.
Other notes	Any other remarks.
Crew notes	Notes addressed specifically to the crew.

Access: this tab is protected by a separate privilege. Users without it see a message stating they are not allowed to view the contact's characteristic.

Controls what trip information this contact can see in shared trip views — typically used for handling agents and brokers.

Field	Description
Share data with that contact	Master switch. When off, nothing is shared.
Handling	Shares handling details.
Crew	Shares crew data.
Overflight Permits	Shares permit information.
Slots	Shares slot information.
PPR	Shares PPR information.
Catering	Shares catering details.
Ferry legs	Shares ferry (positioning) legs.
Aircraft	Shares aircraft details.
Passenger list	Shares the passenger list.

Important: these settings control outbound data sharing with an external party. They are not Leon user privileges — a contact who is also a Leon user still has their access governed by their user privileges.

Persons tab

Manages the contacts assigned to this contact as an account:

Create new contacts directly under this account, providing name, surname, work phone and work email.
Assign existing contacts to this account in bulk.

Useful for company profiles that need a list of employees, travellers or points of contact underneath them.

Misc tab

Field	Description
Receive mvt messages	Whether the contact receives movement (MVT) messages. Enabled by default.
Newsletter	Whether the contact is subscribed to newsletters. Disabled by default.
Never delete automatically (Person only)	Excludes the contact from automatic clean-up and data-masking routines. Tick this for contacts that must be kept indefinitely.

Files tab

General attachments related to the contact — contracts, correspondence, scans of anything other than travel documents.

Maximum file size: 10 MB
Allowed formats: pdf, txt, doc, docx, xls, xlsx, jpg, png, zip, rar, mp3, wav

Passport, visa and national ID scans belong to the document itself in the Basic tab, not here.

Flights tab

Read-only list of flights the contact took part in — as passenger, client or otherwise. Useful for a quick history check without leaving the profile.

Accounting tab

Invoices

Read-only list of sales invoices issued to this contact.

Contracts

Field	Description
Name	Contract name. Mandatory.
Number	Contract number.
Date from / Date to	Validity period.
Block hours	Contracted block hours, for block-hour agreements.
Active	Whether the contract is currently in force.

Settings

Field	Description
Cost centre	Cost centre used in accounting exports.
Project number	Project reference.
Debitor number	Debtor number. Leave it blank and Leon generates one automatically on save.
EU VAT#	VAT registration number, printed on invoices.
DUNS number (Company only)	D&B identifier. Must be exactly 9 digits — the field will accept more characters, but the save will be rejected.
Payment — Currency	Default currency for this contact.
Payment — Method	Debit card / Credit card / Transfer.
Payment — Contract type	Prepayment / Special conditions / Credit. Note that although the field is labelled Contract type, it describes the payment arrangement.
Payment — Conditions	Free-text payment terms, e.g. "30 days net".

Sales tab

Quote

Field	Description
Total price update mode	How the total price behaves when underlying costs change. Follows the operator configuration by default.
Round total price to	Rounds this client's quote totals to the given value.
Quote recipients	Additional contacts who receive quote emails alongside the main recipient.
Trip type	Default trip type applied to this contact's trips.
Calculate taxes	According to operator settings / Yes / No.

Customer commission

A switch between two mutually exclusive modes:

Field	Description
Fixed	A fixed commission amount plus its currency.
Percent	A percentage commission.

RFQ routing

Field	Description
Automatically assign RFQs to	The operator base that automatically receives RFQs coming from this contact. Shown only if your operator has more than one base.

Export history tab

Read-only audit trail showing when this contact was included in a Phonebook export (for example to Excel), and by whom.

Good to know

"Known as" drives documents. If a name looks wrong on a document, check Known as before checking Name and Surname.
Names on documents come from the document. The name printed on a GAR or eAPIS is taken from the passport record, not from the profile header — the two can legitimately differ.
Weight requires a unit. Saving a weight without selecting kg/lbs (or the other way round) will fail.
Only one default address. Adding a second default address will be rejected on save.
Masked data. Contact data can be masked for data-retention/GDPR reasons — either the whole profile or an individual passport. Seeing unmasked data requires a separate privilege, so two users may legitimately see different content on the same profile.
Deleting is not anonymising. A deleted contact still exists with its data; anonymisation genuinely wipes the personal data and cascades to related records (login, passports, addresses). If a client's data has disappeared entirely, anonymisation is the likely cause.
The Leon Support contact cannot be edited. The built-in support contact is intentionally locked.

This page describes the contact profile as implemented in the application. If you find a field in your Leon that is not covered here, please report it so the page can be updated.