Introduction to Contacts

Contacts are the customers and prospects you work with. Use the Contacts page to add, find, and merge them, and open a contact to edit or delete it and to see its work, money, and history.

Add a contact

Add one contact from the list, or bring in many with Import, as described in Import contacts.

1. Open the Contacts page.
2. Click New contact.
3. Enter First name, Last name, and Email, which are required.
4. Add any optional details: Phone, Company name, Notes, or an address with Add address.
5. Click Create contact.

The New Contact window closes, and the contact appears at the top of the list unless the current search or filter hides it.

Find a contact

Search the list by name, email, phone, or company, then narrow it to customers or non-customers.

1. Type a name, email, phone number, or company name in the search box.
2. Choose All, Customers only, or Non-customers.
3. Click a contact to open its page.

Customers only shows contacts with a won deal, each with a Customer badge and a count.

Edit a contact

Change a contact's name, email, phone, company, or notes from its page.

1. Click the three dots icon in the header.
2. Click Edit contact in the menu.
3. In the Edit Contact window, change the fields you need.
4. Click Update contact.

The window closes once the contact is saved.

Merge duplicate contacts

Use merge to combine two to ten checked contacts into one, as described in Merge duplicate contacts.

1. Check the box beside each contact you want to merge.
2. Click Merge in the selection bar.
3. If any details conflict, choose the value to keep under Choose What to Keep.
4. Click Merge contacts.

The oldest selected contact stays, and the others are removed after their jobs, quotes, invoices, leads, messages, addresses, and tags move to it and their notes are combined.

Delete a contact

Delete one contact from its page, or delete several at once from the list.

On a contact's page:

1. Click the three dots icon in the header.
2. Click Delete contact in the menu.
3. Click Delete in the Delete Contact window.

On the list:

1. Check the box beside each contact you want to delete.
2. Click Delete in the selection bar.
3. Click Delete in the dialog to confirm the deletion.

Deleted contacts no longer appear on the list, and deleting from a contact's page returns you to the list.

What a contact page shows

• The header has a breadcrumb back to Contacts, the contact's name, a Create menu, and the three dots icon.
• The facts show the phone and email, each with a copy button, plus Open jobs and, when you can view invoices, Balance owed.
• Get in touch offers Email, Call, and Text. Email needs an email address, Call needs a phone number, and Text needs a phone number and a contact who has not opted out of texts.
• Addresses lists each saved address.
• The money list shows Quoted when you can view quotes, and Invoiced, Paid, and Balance owed when you can view invoices. Balance owed adds up what is still due on invoices that are not drafts or voided.
• Jobs lists the contact's jobs, with New job when you can create one.
• Notes holds up to 25,000 characters of free text.
• Quotes and Invoices show up to eight of each, and their badges show the full count.
• Recurring Visits, Leads, and Reviews appear only when your account includes them and you can view them.
• History lists up to 200 entries, newest first, and you can filter them by type. Messages and Calls appear only when communications are turned on and your role can view them.

Who can do what

Your role decides what each action needs, as covered in Roles and permissions.

• Seeing the list and opening a contact needs view access to contacts.
• Adding a contact, Import, Edit contact, Manage addresses, and editing Notes need edit access.
• Each item in the Create menu needs edit access to what it creates, such as jobs or quotes.
• Ask for a review needs edit access to reviews.
• The checkboxes, Merge, and Delete on the list need full access.
• Delete contact needs full access.