Contacts Help Guide
The Contacts section is where you manage all your leads, clients, and customers. Think of it as your CRM hub, every person you talk to lives here.
We have created a quick start guie at the below, if you would like a more detailed guide please carry on reading further below.
How to Access It
- From the left-hand menu, click on “Contacts”.
- You will see a list of all people in your system (leads, clients, etc.)
What You Can Do
Search Bar
- Quickly find a contact by name, phone, or email
Smart Lists
- Filter contacts by tags and status
View Details
- Click a name to open full contact info
Edit Info
- Update name, phone, email, tags, notes, etc.
Send Message
- Text or email the contact directly
Log Tasks
- Add notes or follow-up tasks
Adding New Contacts
- Click “+ Add Contact” (top-right)
- Enter their name, email, phone, and any tags or custom fields
- Click Save
You can also import contacts via CSV (look for the “Import” button)
Using Tags and Custom Fields
- Tags help organise your contacts (e.g., “Lead”, “Client”, “Webinar Sign up”)
- Custom Fields let you store extra info (like birthday, business name, etc.)
Automate Contact Actions
Contacts can trigger automations when:
- Added to a campaign or workflow
- Book an appointment
- Fill out a form
You can set this up under Workflows.
Quick Tips
- Use Smart Lists to group contacts for email/SMS blasts
- Keep notes updated so you never forget key details
Contacts Guide With More Detail
1. Contact Profile Breakdown
Click on any contact to open their full profile. Here’s what you will see and what you can do:
General Info Tab
- View/edit name, email, phone, and custom fields
- Add or edit tags
- Change contact owner (assign to a team member)
Activity Tab
- See a timeline of every interaction:
- Emails, texts, form submissions, calendar bookings
- Add manual notes
Appointments Tab
- Shows past and upcoming bookings linked to that contact
Invoices/Payments
- View or send invoices linked to this contact
- View transaction history if connected with Stripe
2. Filters & Smart Lists
Smart Lists allow you to segment contacts without permanently changing your database.
Examples:
- All contacts with the tag “Lead”
- Contacts who haven’t booked a call
- Contacts added this week
Tip: Save Smart Lists for quick access later.
3. Adding Contacts
Adding contacts:
- Add individually (name, email, phone, tags)
- Import from CSV
- Add via automation (e.g., from a form or landing page)
4. Bulk Actions
Select multiple contacts to:
- Send email or SMS
- Apply tags
- Add to a campaign or workflow
- Delete or export
Tip: Use filters first, then apply bulk actions only to relevant contacts
5. Tags & Custom Fields
Tags = Fast, flexible labels (e.g., “Hot Lead,” “Newsletter”)
Custom Fields = Specific data points (e.g., “Company Size,” “Birthday”)
You can create new tags and fields from:
- Settings > Custom Fields
- Or directly when editing a contact
Use both for better personalisation in automations and campaigns.
6. Automations Based on Contact Actions
Triggers based on contact activity can fire automations.
Examples:
- When a contact is added through an appointment being booked → Send Reminder email/SMS 2 hours before appointment
- When a contact doesn’t reply in 2 days → Send follow-up SMS
Set this up under Workflows > Add Trigger > Contact Event
7. Contact Notes, Tasks & Reminders
Inside a contact profile:
- Add internal notes for your team (e.g., “Prefers mornings”)
- Assign follow-up tasks with due dates
- Set reminders so nothing falls through the cracks
These can show on your dashboard under the “Tasks” section.