How to Find Contacts
Why This Matters
Once your database is organized, you'll want to locate contacts quickly—whether you're looking for one person or a specific group. This guide shows you how to find contacts using the Top Search Bar, Rolodex, and Contact List. You'll also learn how to filter, sort, and save contact lists for future use.
Efficient searching keeps your workflow smooth and your follow-ups timely, so you spend less time hunting for people and more time connecting with them.
Before You Begin
Make sure your contacts have been imported or added to the CRM.
Check that your contacts are organized with Categories, Tags, and Sources—these make searches and filters much more powerful.
Know whether you're trying to find one contact or a group based on shared attributes.
Watch & Learn
🎥 Video: How to Find Contacts
Step-by-Step Instructions
1. Use the Top Search Bar
The Top Search Bar is the fastest, most flexible way to find a contact.
Click the magnifying glass icon in the top-right corner of your screen. Type the first few letters of the contact's first or last name, then press Enter to display matching results. The system lists all contacts whose names begin with or contain those letters.
You can also find contacts by entering company name, email address, phone number, or address, city, or state.
You can use an asterisk (*) for wildcard searches. Use dave* to find names beginning with "Dave," *dave to find names ending with "Dave," or *dave* to find names containing "Dave."
Searches are not case-sensitive, so "jane," "Jane," and "JANE" return the same results. Click the contact's name to open their Contact Record.
For best results, type only part of the name to avoid misspellings.
Time: 1-2 minutes
2. Use the Side Index (A–Z Index)
The Side Index gives you a quick way to browse alphabetically by last name.
Locate the Side Index on the left side of the screen. Click a letter to view all contacts whose last names begin with that letter. This method is ideal for quickly navigating large databases when you only know the first letter of the last name.
The Side Index filters by last name only. For first names, use the Top Search Bar instead.
Time: 1 minute
3. Browse and Sort in the Contact List
The Contact List is your main workspace for viewing, sorting, and filtering contacts.
Hover over Contacts in the main menu, then click Contact List. Scroll through your list or click a column header to sort by that field.
Common sort options include Last Name, Date Added, Category, and Last Contacted.
You can also filter the Contact List by Category, Tag, Source, or Assigned User (if enabled).
Combine filters for precision—for example, Category = Client and Tag = Newsletter Subscriber.
If your Contact List looks empty, check if a filter is still applied, then clear it to restore your full list.
Time: 2-3 minutes
4. Create and Reuse Saved Searches
If you regularly find the same types of contacts, save your filters as a Saved Search for instant reuse.
Go to Contacts → Contact List → Advanced Search. Apply your filters (for example, Category = Prospect and Tag = Hot Lead). Click Save Search and give the list a clear name (e.g., "Hot Leads – Clients"). Access your Saved Searches anytime from the Advanced Search tab.
Examples include all Prospects tagged "Hot Lead," all Clients with the "Newsletter" tag, or all Referrals from "Networking Event."
Saved Searches are perfect for campaigns, automations, or recurring reports.
Time: 3-5 minutes
Questions and Answers
Q: What if I can't remember the full name?
A: Type just the first few letters of the first or last name. The CRM will show all partial matches.
Q: Can I search by company, phone, or email?
A: Yes. The Top Search Bar searches across multiple fields, including company name, phone number, and email address.
Q: When should I use the Side Index instead of the Search Bar?
A: Use the Side Index when you only know the first letter of the last name or prefer to browse alphabetically.
Q: Can I customize the columns in my Contact List?
A: Yes. Click the customize this screen at the bottom the page to choose which fields are displayed in your Contact List.
Q: What should I do if I get too many search results?
A: Add more characters to your search term, use an additional filter, or switch to the Advanced Search tab to combine filters.
Q: Can I save my favorite searches?
A: Yes. Save any set of filters in the Advanced Search as a Saved Search for instant reuse in the future.
Q: How should I search for names with special characters, like apostrophes or hyphens?
A: The search functionality is designed to handle common variations. You can typically type the name as it is entered in the system, including special characters (e.g., "O'Brian"). If you have trouble, try searching for the most distinct part of the name (e.g., "Brian" or "Smith").
Q: What if I'm unsure of the exact spelling of a contact's name?
A: Type only the first few letters of the first or last name that you are most confident about. The system will show all partial matches, increasing your chances of finding the contact despite minor spelling uncertainties.
Q: If a contact was entered with only a company name and no individual first or last name, how can I find them?
A: Search by the company name in the top search bar. You can also use the Contact List and sort by company to locate them.
Q: Is there a quick filter for first names like the Side Index provides for last names?
A: The Side Index is specifically designed for last name filtering. For filtering by first name, the top search bar (typing the first few letters of the first name) is the best approach.
Guide Type: How-To Guide
Estimated Time: 6 minutes
Next Guides: How to Use Advanced Search, How to Organize Contacts with Tags, How to Add Notes, To-Dos, and Appointments
Video Transcript
Finding your way around the system is easy. Let’s start here from the dashboard.
The dashboard is like a quick summary of all the things happening in your database.
To find your contacts you can either use the Sticky Rolodex… Or you can search for a contact up here.
With our easy navigation, you can jump from one part of the system to another. Like this.
You can find whatever you are looking for just by hovering over these main menu items.
Here, under contacts will be everything about the contacts.
Under automation, you will find all the functions that can be automated, and so on…
Settings is an important part of the system, especially when you are configuring the system for the first time.
Here you will decide what to name your categories, tags and custom fields. This is also the place where you will build your email and SMS templates.
Account Settings can be found here where you can make changes to your overall account.
Finally, you will see this help icon at the bottom right of each page. This serves two purposes.
1. Under Answers you will find articles and videos with information about the page you are on. You can also search the entire help system by typing a keyword here.
2. You can also request help from our support staff by clicking Ask. You should expect a response to your specific question in a few hours.