The “Contacts and Certification” section allows administrators to define contact role requirements for the audit team and required certifications for each role involved in the audit process. This configuration determines what information must be collected and validated when submitting audit reports. This is the second step in the Field Configuration process and includes two main sub-sections – Contact Role Requirements and Certificate Lists.

Note:  To access this section, please refer to  Field Configuration in CTC: Overview  for detailed steps. 

Contacts and Certification entry screen in CTC

Contact Role Requirements

This section is used to configure which roles are required for submission and what information must be provided for each role.

Note:  In Audit Template, a building submission may be associated with one or more contacts. Each contact is assigned a specific role (e.g., Auditor, Building Owner, Submitter), and the requirements below apply to one contact per role. 

Key Elements:

  • Custom Title: Optional label for the contact role.
  • Required?: Indicates whether a contact is required for the associated role.

For example, within the "Auditor" role, the "Required?" checkbox is checked (Fig 1), and a yellow triangle with an exclamation mark appears (see Fig 2) since there is no Contact assigned to the "Auditor" role. The "Building Owner" contact role has no data validation errors because the corresponding "Required?" checkbox is unchecked.

  • Contact Information: Fields such as "Name?", "Organization?", “Title”, etc. determine which contact fields must be completed for each role. See  Contact Information and Audit Details – Manage My Contacts  for more details.
  • Certifications: Specifies how many certificates must be uploaded for the contact. Other fields such as “Type?”, “Number?”, “State?”, “Expiration Date?” define the certification details that must be completed for each required certificate.

For example, if for the Auditor role, “Certificates Required” = 1, and the “Type?” and “State?” checkboxes are selected, it is expected to have “Certification Type” and “State of Certification" as required fields for the report. A warning stating "At least 1 Certificate is required." would appear if no certificate data is entered for the report (Fig 3).

To add a new contact role requirement, click “+ Add Contact Role Requirement”.

Contact Role Requirements Settings in CTC
Fig 1. Contacts and Certification – Contact Role Requirements Settings in CTC
Audit Team and Building Staff in Audit Template user interface
Fig 2. Audit Team and Building Staff in Audit Template’s user interface
Certification configuration in CTC and related errors in Audit Template UI
Fig 3. Contact Role Requirements – Certification configuration in CTC (top), Certifications fields and errors in Audit Template user interface (bottom)

Certificate Lists

This section defines the acceptable certificate types for each contact role that requires certification.

Note: Certificate types configured here will appear in the dropdown menus in the Audit Template user interface.

Key Elements:

  • Contact Role: Select the role (e.g. Auditor) for which the certificate applies.
  • Certificate Type: Select the appropriate certification from the dropdown list.
  • Position: Defines the sequence in which these types appear in the dropdown. It is recommended to include a general or “Other” option last.
Certificate Lists in CTC
Fig 4. Certificate Lists showing Certificate Type for a selected role in CTC

Note:  To ensure that certificate-related fields are displayed correctly in the Audit Template user interface, the corresponding fields (especially those listed below) must be enabled in the Data Collection (Field Requirements) section under Contact Information and Audit Details → Audit Team and Building Staff. 

  • “Certification Type”
  • “Certification Type (Other)”
  • “Certification Number”
  • “State of Certification”
  • “Certification Expiration Date”

 If the template is using ASHRAE Level 2 Report as the base report, these fields are pre-configured and enabled by default. Refer to Field Configuration in CTC: Data Collection for more details.