To add a new contact, click the "+" icon in the Contacts interface.

This opens a form where you can enter essential details such as the contact’s first name, last name, email, and phone number. You can add multiple emails and phone numbers by selecting "Add email" or "Add phone numbers." Specify the contact type and time zone to ensure accurate communication. Additionally, you can set communication preferences using the DND options, which let you block specific channels like emails, SMS, or calls.

Click the "pipeline icon" to assign or update an opportunity for selected contacts.

The interface allows you to select a pipeline, stage, and opportunity name. You can also specify the opportunity source, lead value, and name the bulk action. This feature is particularly useful for managing sales pipelines and ensuring that contacts are appropriately tagged for their respective stages.

To add contacts to an automated workflow, select the "robot/workflow icon".

You can assign contacts to existing workflows, specify the delivery method (all at once, scheduled, or drip mode), and provide a description of the bulk action. This feature facilitates efficient automation of communication and tasks for bulk-selected contacts.

Use the "SMS icon" to send text messages to multiple contacts simultaneously.

Select a phone number, type your message, and choose the delivery method (immediate, scheduled, or drip). You can also use SMS templates for consistency. This option simplifies mass communication via text messaging.

The "email icon" lets you compose and send bulk emails.

Select a Email Template, or specify a manual message, add a subject, attach files if necessary, and choose the delivery method (immediate, scheduled, or drip). This feature is great for sending newsletters or updates to multiple recipients in a personalized yet efficient manner.

Click the "tag icon" to add specific tags to selected contacts.

Tags allow for organized segmentation and categorization of your contacts, enhancing targeting and tracking efforts. Simply enter a tag name and provide an bulk action description to apply the tags.

The "remove tag icon" is used to delete tags from selected contacts.

You can either remove specific tags or all tags assigned to those contacts. This action helps maintain an updated and relevant contact database.

To delete contacts, click the "trash icon" and confirm the action by typing "DELETE". Deleted contacts, along with their associated data such as conversations, tasks, and opportunities, can be restored within two months if needed. Deleting any contacts will also remove the corresponding Conversations, Notes, Opportunities, Tasks, Appointments, Manual Actions, Community Group Owners and it will also stop any active campaigns and worflows for the contacts.

The "review icon" allows you to request reviews from selected contacts.

Choose a review request option such as email, sms or whatsapp, specify the delivery method, and add a description for tracking. This feature supports gathering valuable feedback efficiently.

Click the "export icon" to download contact data in CSV format.

This feature exports all relevant fields such as names, emails, phone numbers, and so on. Select the contacts to be exported and confirm the action.

To import contacts into the system, use the "Import" action icon depicted as a file upload symbol.

This process follows four clear steps: 

Start, where you select objects (Contacts or Opportunities) to import.

Upload, where you choose and upload the relevant files.

Map, where you align your columns with system fields; and finally.

Verify, where you confirm the import details and start the process.

Previous imports can be reviewed on the Bulk Actions page for tracking progress.

To access this, click the "Email Verification" action icon, represented by a mail and checkmark symbol.

Enter a description for tracking the bulk action and confirm the verification process, which is completed in the Bulk Actions page.

Click the building-shaped icon to access this feature.

Add/Update to company

Using the "Add/Edit to Company" function, you can associate contacts with specific companies for streamlined organization. Input the required company details, select contacts, and confirm the action to finalize the association.

 

 

Remove from company

If you need to dissociate contacts from a company, the "Remove from Company" action is easily accessible. Use the same building-shaped icon as the Add/Edit feature, select the "Remove" option, specify the details, and confirm the action.

 

 

Engage multiple contacts at once via WhatsApp using the "Bulk WhatsApp" feature, accessed through the WhatsApp icon.

Choose a WhatsApp template, enter an action name for tracking, and confirm to send the message. Ensure your WhatsApp integration is configured before proceeding.

Access this via the overlapping circles icon.

The "Merge Contacts" function helps consolidate duplicate or related contact information into one master record. The interface allows you to compare fields with different values or review all fields to ensure accuracy before merging.

Fields with different values

 

 

All fields

 

 

Customize the visible columns in your contact list for better data management. Use the "Columns" dropdown menu on the top right of the list to select or deselect fields such as Name, Email, Phone, Tags, and more. This feature ensures the contact view is tailored to your specific needs.

The Quick Search bar, located at the top-right corner of the interface, allows you to rapidly find contacts by entering specific details such as name, email (primary or additional), business name, tags, or phone numbers. This feature supports customization to include or exclude certain fields based on your preferences. Simply start typing into the search field, and the system will automatically filter the relevant contacts.

Click the "More Filters" icon next to the Quick Search bar to refine your contact list using advanced filters.

Filters allow you to apply criteria like business name, company name, email, tags, and more. For example, to find contacts located in Salzburg, you can select "City" from the filter list, choose "Is," and input "Salzburg."

Once applied, these filters refine your contact view, and you can save them as a Smart List for future use by clicking the save icon. Enter a descriptive name for your list, such as "Salzburg," and click Save to retain the filtered view for future use.

You can now select the created Smart List in the top of the Contacts → Smart Lists feature as you can see in the following image.

This section provides all the essential contact information for individuals. You can manage fields like name, multiple emails, multiple phone numbers, gender and more. Additional details such as contact type and custom fields like "Weight Goal" or "Do You Need A Personal Trainer?" can be added or modified to suit your business needs. Each field in this section can be configured, ensuring you have complete control over what data is captured for each contact.

The General Info drop-down allows businesses to maintain structured information about their contacts' business affiliations. Fields like "Business Name," "Street Address," "City," and "Postal Code" help track essential location-based information. These fields are not fixed and can be customized based on your requirements, making it possible to adapt the CRM for varied industries.

In this section, you can record specific requests or services linked to a contact. Fields such as "Services Requested" (e.g., Plumbing Inspection or Leak Detection) allow users to maintain detailed records. These fields can be updated or new ones can be added to reflect the nature of services your business offers, ensuring accurate and actionable data for each contact.

The Actions section simplifies the management of tags, automations, and opportunities associated with each contact. You can add tags to categorize contacts, assign contacts to automation workflows to streamline tasks, or link opportunities to track a contact's progress in your sales pipeline. The opportunities section includes options to assign primary or additional opportunities, ensuring comprehensive tracking of business potential.

This section enables you to integrate contacts into client-facing features like "Courses Offers" or "Community Groups." You can add specific offers or groups to a contact, ensuring personalized interaction and engagement. These features support dynamic interaction with your clients, making it easy to deliver tailored content and services.

The Do Not Disturb (DND) section ensures that communication preferences for each contact are respected. Options like blocking emails, text messages, calls, or voicemails help maintain boundaries. The Audit Logs provide transparency, allowing users to track changes or updates made to a contact’s profile. This combination of features ensures both respect for client preferences and accountability in data management.

The Contact/Conversation History section is a centralized hub for managing all interactions and updates associated with a contact. At the top, you can assign an owner to the contact, ensuring accountability and clear responsibility within your team. Additionally, followers can be added, allowing team members to stay informed about updates and activities related to the contact.

Icons at the top of the section offer quick actions: the phone icon lets you call the contact's primary phone number directly, while the envelope icon enables you to mark conversations as read or unread, ensuring efficient tracking of communication.

Activity cards in the timeline highlight updates generated within the platform, such as changes in opportunity stages, appointment updates, or payment records, giving you a clear picture of the contact's engagement history. The robust filter options allow you to customize your view, enabling you to display specific types of records, such as conversations, calls, emails, appointments, or activities, for focused analysis.

This section provides a comprehensive view of all communication channels, including SMS, emails, WhatsApp messages, and internal comments, displayed in chronological order depending on which channels are configured. More in the following “Message Input Area” Accordion.

The message input area is a dynamic communication hub that allows you to interact with your contacts across multiple channels, such as SMS, WhatsApp, Email, and Internal Comments - Depending on which Communication Channels you configured for your Sub-Account. Located at the bottom of the conversation history, this area is designed for seamless engagement, ensuring quick and efficient correspondence.

For SMS communication, you can select a "From" number from the available dropdown and input the recipient's phone number or choose from existing contact details. The text box includes character and segment counters to keep track of message length, making it easy to comply with SMS length limitations. Action icons below the input field allow you to add emojis, attachments, or templates to personalize your messages.

The Email section provides a rich-text interface for crafting professional emails. You can specify the "From" name and email address, as well as input recipients in the "To," "CC," or "BCC" fields. Additionally, subject lines and message content can be tailored to suit the purpose of the email. The formatting toolbar beneath the text box enables customization of font style, alignment, and more, ensuring visually appealing emails.

All Communication Channel interfaces feature a clear and logical design and "Send" buttons for editing or submitting messages efficiently. Whether sending quick text messages, formal emails, or internal notes which are not visible to the contact, the input area is optimized to support comprehensive and well-organized communication with your contacts.

The Activity section in the right panel sidebar offers a detailed view of a contact's interactions and footprint across your webpages, as demonstrated in the image. This section highlights key events, such as trigger links visited, pages visited, forms submitted, and contact creation timestamps. Each entry is timestamped for accuracy, providing insights into when specific actions occurred. For example, the highlighted activity shows that the contact visited a trigger link labeled "LGP Web Zoom Link" on March 29, 2022, at 12:57 pm, followed by other engagements like form submissions and page visits.

This feature is invaluable for understanding a contact’s journey and engagement with your online assets. It enables you to track and analyze user behavior, helping you tailor follow-up actions or campaigns effectively. The clear breakdown of actions ensures that you have a precise and actionable record of a contact’s interaction history, enhancing both sales and marketing strategies.

The Tasks Tab offers a streamlined way to directly view and manage all tasks associated with a specific contact. You can create new tasks by entering a title, a detailed description, and assigning a due date. If needed, tasks can also be set to recur. Assign the task to a team member using the dropdown menu and link it directly to the contact. This feature ensures seamless task tracking, helping your team stay organized and aligned on priorities. Overdue tasks are prominently marked, ensuring nothing falls through the cracks.

The Notes Tab allows you to document any important information related to a contact. You can easily add a new note by clicking the “Add” button. Each note entry records its creation date and the user who added it, ensuring transparency and traceability. Whether it's quick insights or detailed reminders, the Notes Tab ensures all relevant details are accessible in one place for better collaboration and communication.

In the Appointments Tab, you can view already scheduled meetings or directly schedule new meetings or calls directly with your contacts. Start by selecting a calendar, entering an appointment title, and setting the date and time. You can choose between pre-configured time slots or custom timings to accommodate specific requirements. Meeting locations can also be set as default or customized per appointment. With the ability to link appointments directly to the contact, this tab ensures effective time management and a clear schedule.

The Documents Tab is designed to manage files shared with or by the contact. You can upload and organize files into categories like “Internal,” “Sent,” and “Received” for clarity. Use the search bar to quickly locate specific documents, and add new files with a simple click of the “Add” button. This tab is a one-stop repository for keeping all necessary files associated with a contact accessible and well-organized.

The Payments Tab facilitates managing financial interactions with your contact. You can use the “Actions” menu to add a card on file, process payments instantly, or set up subscriptions and invoices. The tab organizes financial data into three sections: Transactions, Subscriptions, and Invoices, displaying dates, amounts, and statuses for transparency. This ensures that all payment-related activities are directly consolidated and easily manageable.

The Associations tab in the right panel sidebar provides a streamlined way to link contacts to related objects such as Opportunities and Companies. As shown in the image, this section offers an intuitive interface where users can view, manage, and associate relevant records. For example, if a contact does not yet have any associated opportunities or companies, the interface clearly displays "No Opportunity associated" or "No Company associated," along with an actionable "+ Associate new Opportunity" or "+ Associate new Company" button.

This feature is particularly useful for maintaining context and connections within your CRM system. By associating contacts with opportunities, you can track their engagement in your sales pipeline, while associating them with companies helps organize and group contacts that belong to the same organization. Additionally, through custom labels you can create tailored relationships, enhancing the personalization and usability of your CRM.

The Associations tab ensures you can quickly establish and view these connections, making it a critical tool for holistic contact management and improved customer relationship tracking.