How to Manage Your Contacts

Why This Matters

Your Contact Card is the heart of your CRM—every person, every detail, every interaction lives here. Learning how to add, update, and organize contacts ensures your entire system runs smoothly and helps you stay on top of every relationship.

This guide shows you how to add new contacts, edit information, apply categories and tags, and keep your database organized.

Before You Begin

Have basic contact information ready (names, email addresses, phone numbers) for any new contacts you want to add.

Understand which Categories, Tags, and Sources you'll use to organize your contacts.

Know how to access the Contacts area of your CRM.

Step-by-Step Instructions

1. Open the Contacts Area

Click the Contacts tab at the top of your CRM. Choose Contact List. You'll see your full list of contacts. To view or manage an existing contact, click their name to open their Contact Card.

The Contact Card displays all information, notes, tasks, and history for that person in one centralized location.

Time: 30 seconds

2. Add a New Contact

From the Contacts page, click Add New Contact. Enter the contact's name, email, and phone number (or any other details you have).

Optionally assign a Category (like Client, Prospect, or Partner), Source (how they entered your system, such as Website or Referral), and Tags (for interests, statuses, or notes like "VIP" or "Newsletter Subscriber"). Click Save. You can also add a Note, To-Do, or Appointment right here.

Adding complete information from the start makes your contact easier to find and segment later.

Time: 2-3 minutes

3. Edit or Update Contact Information

Open a contact record. Click into any field (Name, Phone, Email, Address) to edit it. Add new information or correct existing details. Click Save Changes when you're done.

Keep your contact info up to date—small updates now save time later when you're filtering or sending emails.

Time: 1-2 minutes

4. Organize with Categories, Sources, and Tags

Categories: Each contact can have one Category—a broad label like Client, Prospect, or Past Client. To assign or change it, open the contact record, select a Category from the dropdown list, and click Save.

Sources: Each contact can also have one Source—where they came from, like Website or Referral. You can assign it the same way as a Category.

Tags: Tags are flexible and unlimited. Use them to track anything: VIP, Needs Quote, Newsletter Subscriber. To add or remove tags, open the contact record, click Tags, check or uncheck the tags you want, and click Save.

Consistent use of Categories, Sources, and Tags makes filtering, searching, and automation much more powerful.

Time: 1-2 minutes per contact

5. Work with Notes, To-Dos, and Appointments

From inside any contact record, you can add or edit Notes to track interactions, create or complete To-Dos, schedule Appointments or Reminders, and upload files or add custom fields (if enabled).

Always add a quick note or task right after each interaction—it keeps your follow-up organized and ensures nothing falls through the cracks.

Time: 2-3 minutes

6. Delete a Contact (If Needed)

Open the contact you want to remove. Click Actions (top-right). Select Delete This Contact. Confirm when prompted.

Deleting a contact removes all their related notes, emails, and history—use this only when you're sure.

Time: 1 minute

Questions and Answers

Q: Can I add multiple contacts at once?

A: Yes. Use the contact import feature to add multiple contacts from a spreadsheet. See Setup: Import Your Contacts for detailed instructions.

Q: What's the difference between a Category and a Tag?

A: Categories define who a contact is (Client, Prospect, Vendor). Each contact has one Category. Tags describe details or behaviors about them (Hot Lead, Newsletter Subscriber, VIP). A contact can have multiple Tags.

Q: Can I undo a contact deletion?

A: No. Once a contact is deleted, all their information, notes, and history are permanently removed. Be certain before deleting.

Q: How do I keep my contact information current?

A: Make it a habit to update contact records immediately after phone calls, meetings, or other interactions. Quick updates prevent outdated information from accumulating.

Q: Can I bulk-edit multiple contacts at once?

A: Yes. Use Group Actions to apply Categories, Tags, or Sources to multiple contacts simultaneously. This is much faster than editing contacts one by one.

Q: What if I accidentally enter duplicate contacts?

A: The system will alert you if a contact with the same email address already exists. You can merge duplicate contacts or choose to keep them separate if they're legitimately different people.

Q: Can I customize what fields appear on the Contact Card?

A: Yes. Custom fields can be added through your CRM settings to track industry-specific information relevant to your business.

Guide Type: How-To Guide

Estimated Time: 10 minutes

Next Guides: Setup: Import Your Contacts, How to Organize Your Contacts, How to Send an Email to One Person