How to Add Important Dates to a Contact

Why This Matters

Once your date types are set up, the next step is applying them to your contacts. This is how you tell the system which contacts to watch and when their annual dates occur. After you add a date to a contact, everything runs automatically — the system fires the linked workflow at the right time every year without any further action from you.

Before You Begin

You need at least one date type created before you can apply dates to contacts. If you haven't done that yet, see Setup: Important Date Types.
There is no bulk import for Important Dates — entries are added one at a time from each contact's card. This is intentional, since each date typically needs a specific date value and an identifying note.

Step-by-Step Instructions

Step 1: Open the Contact

Navigate to the contact you want to update and open their contact card.

Step 2: Click the Important Dates Tab

In the lower tab area of the contact card, click Important Dates. The tab badge shows how many important dates the contact already has. If none have been added yet, the tab will be empty.

Step 3: Click Add Date

Click the Add Date button. A popup dialog appears with fields for the date entry.

Step 4: Fill In the Date Details

Complete the following fields:

Important Date Type (required) — Select the date type from the dropdown. Only active date types for your account are shown.
Month (required) — Select the month the event occurred.
Day (required) — Select the day.
Year (optional) — Select the year the event originally occurred. Including the year is recommended — it allows the system to display the anniversary number on the contact card (for example, "5th anniversary").
Note (optional) — Add a short note up to 500 characters to identify this specific entry. This is especially useful when a contact has multiple entries of the same type — for example, "Policy #AA-4567" or "123 Main St."

Step 5: Save

Click Save. The date appears in the grid on the Important Dates tab, and the system immediately calculates when the workflow will fire next.

Reading the Important Dates Grid

After adding dates, the grid on the Important Dates tab shows the following columns:

Type — The name of the date type
Date — The event date you entered
Anniversary — The upcoming anniversary number and how far away it is (for example, "5th in 23 days" or "3rd tomorrow"). For dates more than 30 days away, it shows months instead. Hover over this text to see the exact anniversary date.
Note — The note you entered for this contact
Next Run — The date the workflow will fire next. Hover over this date to see the timing offset explanation. If no workflow is assigned to the date type, a warning icon appears here.
Last Run — The date the workflow last fired. Blank if it has never run.

Editing and Deleting Dates

To edit a date: Click Edit next to the entry. The popup shows the date type name (read-only) and lets you update the month, day, year, and note. The system recalculates the next run date automatically when you save.

To change the date type: You cannot change the type on an existing entry. Delete the entry and add a new one with the correct type.

To delete a date: Click Edit, then click the red Delete button. Confirm the deletion in the prompt that appears. This removes the date from this contact only — the date type itself is not affected.

Adding Multiple Dates of the Same Type

You can apply the same date type more than once to the same contact. For example, if a client has two insurance policies with different renewal dates, add two Policy Anniversary entries with different dates and use the note field to identify each policy. Each entry runs its workflow independently.

Questions and Answers

Q: What if the anniversary date already passed this year when I add it?

A: The system calculates the next future anniversary and schedules the workflow for then. It will not fire retroactively for a date that already passed.

Q: Is the year required?

A: No, but it's recommended. If you leave the year blank, it defaults to the current year. Including the actual year allows the system to show the correct anniversary number — for example, "7th anniversary" instead of just showing a count from this year.

Q: Can I apply the same date type to a contact more than once?

A: Yes. This is useful when a contact has multiple policies, properties, or accounts with different dates. Add a separate entry for each one and use the note field to tell them apart.

Q: What does the warning icon on the Next Run column mean?

A: It means the date type no longer has a workflow assigned. The system will skip firing for that date until a workflow is linked. Contact your account administrator or go to Automation → Important Dates to assign one.

Q: Can I change the date type after I've saved an entry?

A: No. The date type is locked once saved. If you need a different type, delete the entry and add a new one.

Q: What happens to a contact's Important Dates if the contact is deleted?

A: All Important Date entries for that contact are automatically removed. Nothing needs to be done manually.

Guide Type: How-To Guide

Estimated Time: 5 minutes