Contacts

Contacts help guide

The Contacts section is where you manage your leads, clients and customers. Think of it as your CRM hub, where every person you speak to can be stored, updated and managed in one place.

What is the Contacts section?

The Contacts section is where you can view and manage all the people in your system.

This can include leads, clients, customers and anyone who has contacted your business.

Tip: Keeping your contacts organised makes it easier to follow up, send messages and keep track of important client details.

Quick start guide

Here is a quick overview of the main things you can do inside Contacts.

Search for a contact by name, phone number or email address.
Use smart lists to filter contacts by tags or status.
Open a contact to view their full details.
Edit contact information, such as name, phone, email, tags and notes.
Send a text or email directly to a contact.
Add notes or follow-up tasks.

Step 1: Access your contacts

From your dashboard:

Click Contacts from the menu on the left.
You will see a list of all people in your system, such as leads, clients and customers.

Step 2: Search for a contact

Use the search bar to quickly find a contact.

You can search by:

Name.
Phone number.
Email address.

This is useful when you need to quickly open a client record or check their details.

Step 3: Use smart lists

Smart lists help you organise and filter your contacts.

You can use them to group contacts by tags, status or other information.

Example: You could create lists for leads, clients, no-shows, VIP clients or people who signed up from a specific form.

Step 4: View and edit contact details

Click on a contact’s name to open their full contact record.

From here, you can view or update details such as:

Name.
Phone number.
Email address.
Tags.
Notes.
Custom fields.

Keeping this information updated helps your team give a better and more organised service.

Step 5: Send messages and log tasks

You can contact clients directly from their contact record.

You can:

Send a text message.
Send an email.
Add notes.
Create follow-up tasks or reminders.

This helps you keep all client communication and follow-up activity in one place.

Adding new contacts

To add a new contact manually:

Click + Add Contact in the top right.
Enter their name, email, phone number and any tags or custom fields.
Click Save.

You can also import contacts using a CSV file by looking for the Import button.

Using tags and custom fields

Tags and custom fields help you keep your contacts organised.

Custom fields

Custom fields let you store extra information, such as birthday, business name, preferences or other details that matter to your business.

Automate contact actions

Contacts can also trigger automations based on what they do.

For example, automations can start when a contact:

Is added to a campaign or workflow.
Books an appointment.
Fills out a form.

You can set this up under Workflows.

Quick tips

Use smart lists to group contacts for email or SMS campaigns.
Keep notes updated so you do not forget key client details.
Use tags consistently so your contact lists stay tidy.
Update contact details whenever something changes.

That's it! You can now manage your leads, clients and customers from the Contacts section.

Contacts guide with more detail

This section gives you a deeper look at what you can do inside each contact profile, including notes, appointments, payments, smart lists and automations.

Contact profile breakdown

Click on any contact to open their full profile. From here, you can view important details, update information and manage activity linked to that person.

General info tab

View or edit their name, email, phone number and custom fields.
Add or edit tags.
Change the contact owner by assigning them to a team member.

Activity tab

The activity tab shows a timeline of interactions with that contact.

Emails.
Text messages.
Form submissions.
Calendar bookings.
Manual notes added by your team.

Appointments tab

This shows past and upcoming bookings linked to that contact.

Invoices and payments

View invoices linked to the contact.
Send invoices to the contact.
View transaction history if your payment processor is connected.

Filters and smart lists

Smart lists allow you to segment contacts without permanently changing your database.

Examples of smart lists include:

All contacts with the tag Lead.
Contacts who have not booked a call.
Contacts added this week.

Tip: Save smart lists you use often so you can quickly access them later.

Adding contacts in more ways

There are a few different ways to add contacts to your account.

Add contacts individually by entering their name, email, phone number and tags.
Import contacts from a CSV file.
Add contacts automatically through forms, landing pages or automations.

Bulk actions

Bulk actions allow you to update or contact multiple people at once.

You can select multiple contacts to:

Send an email or SMS.
Apply tags.
Add contacts to a campaign or workflow.
Delete or export contacts.

Tip: Use filters first, then apply bulk actions only to the contacts that are relevant.

Tags and custom fields

Tags and custom fields both help you organise contacts, but they are used in slightly different ways.

Custom fields

Custom fields are used for specific pieces of information.

Examples:
Company Size
Birthday
Preferred Appointment Time

You can create new custom fields from Settings > Custom Fields.

You can also use tags and custom fields to personalise automations, emails and SMS campaigns.

Automations based on contact actions

Contact activity can be used to trigger automations.

Examples include:

When a contact books an appointment, send a reminder email or SMS before the appointment.
When a contact does not reply within 2 days, send a follow-up SMS.
When a contact fills out a form, add a tag or send them a confirmation message.

You can set this up under Workflows by adding a contact-based trigger.

Contact notes, tasks and reminders

Inside a contact profile, you can add extra information and follow-up reminders for your team.

Add internal notes, such as Prefers mornings.
Assign follow-up tasks with due dates.
Set reminders so nothing gets missed.

These tasks can also appear on your dashboard under the Tasks section.

That's it! You can now use contact profiles in more detail to manage notes, tasks, bookings, payments and automations.