Add a contact and find your way around Contacts
Add a client or prospect by hand, and learn what the Contacts list shows so you can find anyone fast.
Contacts is your list of everyone you serve or talk to: clients, prospects, referral partners. People who book, fill in a form or buy are added for you. This is how to add someone yourself.
Before you start
- Time: 2 minutes per contact.
- You need: at least a first name. An email or phone number lets you reach them later.
- Adding lots of people? Use a spreadsheet instead. See Import your contacts from a spreadsheet.
Add one contact
- Go to Contacts in the sidebar.
- Click Add Contact at the top right (or press N), then choose Add Manually.
- On the Basic tab, fill in:
- First Name (required) and Last Name.
- Email and Phone.
- Status: leave it on Active.
- Lifecycle Stage: where they are with you, for example Lead for a prospect or Customer for a paying client.
- Lead Source: how they found you, like "Referral" or "Podcast". Use the same few words every time so you can sort by them later.
- Notes: anything worth remembering.
- Optional: fill in the Company, Address, Social and Custom tabs.
- Click Create Contact.
Check before you add
Search for the person's email first. Bookings and forms create contacts automatically, so they may already be there.
Read the Contacts list
The list shows one row per person, with columns for Contact, Company, Email, Phone, Status, Phone Status, Assigned To and Tags. Scroll sideways to see them all.
Across the top you'll find:
| Control | What it's for |
|---|---|
| Search | Find someone by typing, then click Search. |
| Advanced Filters | Show only contacts that match rules. See Find contacts with filters and lists. |
| Lists | Switch to one of your saved lists. |
| Tags | Show contacts with a certain tag. |
| Sort (Created: Newest first) | Change the order. |
| Import | Bring in a spreadsheet. |
| Add Contact | Add one person. |
Fix a name quickly
Click the name text on a row to edit it right there. Click the tick to save, or press Escape to cancel.
Open someone's full record
Click the arrow (chevron) menu at the end of a row and choose Open contact details. Clicking the row itself opens a quick edit box instead. See Find everything about a client on their contact page.
Check it worked
- The new contact shows at the top of the list (with the sort on Created: Newest first).
- Searching their email finds them.
If something's off
- Create Contact does nothing: add a First Name.
- You can't see Import or Add Contact: they sit at the right end of the toolbar. Widen the window or scroll right.
- Someone's missing from the list: check the Lists button says All Contacts and no filters are on.
- You added someone twice: keep the record with the most history. Copy anything useful from the other one, then delete it with the bin icon at the bottom of its contact card. Deleting is permanent.