Contacts

Contacts are the address book: every person and company you work with, with their emails, phone numbers, addresses, collections, relationships and the whole history of mails, tasks, notes, appointments and deals attached to them.

Open them from Contacts in the menu.

The contact list

One row per person or company. The list is a working surface, not a read-only table: you choose the columns, most cells can be edited on the spot, and a click on an email address starts a mail. Beside the name you can show the company, phone, job title, collections, PLZ, city and street, the primary Email (with a small icon for work, home or other and a +n badge when the contact has more addresses), Relationship — the relationship strength as Weak, Moderate, Good or Strong — and Last interaction, how long ago something last happened, in words, coloured warmer the fresher it is. A dash there means nothing has been recorded yet. Custom fields your workspace marked for the list appear as columns too.

How to use it

1. Double-click a row to open the full contact view with its tabs, its details and its whole history.
2. To change a single value without opening the contact, hover the cell — name, company, job title, phone, email or collections — and click the pencil that appears at its right edge. A small editor opens over the cell: name takes last and first name, phone the work and home number, email lets you add rows, pick a label and star the primary one, company lets you search the companies and pick one, and collections let you add and remove them. Save writes the change and the row updates.
3. Single-click an email address in a row to start a new mail with that address already filled in.
4. Click the sliders handle at the right end of the header row to tick and untick columns. The list is rebuilt with the ticked columns and the choice is remembered for the next start; Reset brings all of them back.

Good to know: the columns that are not stored on the contact itself — collections, relationship strength, last interaction and custom fields — cannot be sorted by. Contacts are loaded 50 at a time; the counter under the list shows how many are loaded against how many the current filter matched, and scrolling to the bottom fetches the next page. A double-click on an email address is not taken as two mails — the second click cancels it.

Related features

Companies, People and Users, Working with many contacts at once

Finding contacts

Four ways into a long address book, usable on their own or together: the keyword search, the letter strip, the scope tabs and the detail filter with its own row builder. Starting one of them generally clears the others, so the list never narrows behind your back.

How to use it

1. Type into Search name, phone, email... above the list and press Enter. The text is matched against last name, first name and job title and — because a contact can have several of each — against every one of its email addresses, phone numbers, addresses, bank details and custom fields. A plain number is also treated as a contact number, and a date as a birthday. The magnifier at the left of the field turns into an x; clicking it clears the search and every other filter.
2. Click a letter in the strip down the right edge to see only last names starting with it. The letter is highlighted, and search text, collections and the detail filter are dropped first. The # at the top of the strip puts the whole list back.
3. Use the tabs above the search field: Own for the contacts you are responsible for, Involved for the ones you are linked to as a participant, All Contacts to drop both again together with any letter or search filter.
4. For a filter by field values instead of by keyword, click More at the right end of the search row, fill in a row — field, operator, value — and click Search. Add filter adds more rows, and each row says whether it is joined to the next with and or or. You can match on the contact's emails, phone numbers, address parts, bank details, collections, the plain contact fields and your workspace's custom fields, and order the result under Sort by by last name, first name, company, city, job title, industry, birthday, customer since or last changed. Rows left without a value are simply ignored.
5. To find contacts near a place, pick the Distance field in the detail filter, type an address, set Radius (km) between 1 and 500 and click Search. The address is looked up first and the list then shows the contacts within that radius of it.
6. Clear empties the rows; Less folds the detail filter away and drops what it was narrowing by, so the whole list comes back.

Good to know: only one distance row counts — a second one has nowhere to go. If the address cannot be found you get That address could not be located and the list is loaded without the distance; if you hit Search with a distance row that has no address yet, the row is marked with Enter an address for the distance filter instead of being quietly dropped. When a search finishes with no matches the list is replaced by Nothing to show yet — it is held back while a load is still running, so it never flashes.

Related features

Collections, Lifecycle

Companies, People and Users

The address book holds companies, people and your workspace's own users side by side. Picking one of the three does not only narrow the list, it changes it.

How to use it

1. Click Companies, People or Users in the left panel.
2. The list shows only that kind. In the Companies list the Company column disappears — every row is one — and the Email column is replaced by the company's website.
3. Click the selected button again to show all kinds together.

Good to know: in the Companies list the Company column stays off and cannot be ticked in the column chooser, and because that column shows the website, clicking it does not start a mail.

Related features

The contact list

Collections

Collections are the free grouping of contacts — what other tools call tags or lists. They sit in the left panel, they can be dropped onto, and a contact can be in as many of them as you like.

How to use it

1. Click a collection under Collections in the left panel. The list shows only its contacts and the collection appears as a coloured pill next to the Filter pill. Clicking the x on the pill removes it again.
2. To put several contacts into a collection, select the rows and drag them onto a collection in the left panel. The collection is added to every dragged contact and a message says how many were tagged.
3. For a single contact, hover its collections cell in the list and click the pencil to add and remove collections there.

Good to know: contacts that already carry the collection are skipped when you drop onto it, and the letter strip is hidden while a collection is picked.

Related features

Finding contacts, Working with many contacts at once

Lifecycle

Every contact is Active, Inactive, Deceased or Archived. It is the gentle alternative to deleting: the record stays, its row is greyed out, and because the list opens on Active it is out of the way until you ask for it.

How to use it

1. With the contact open, set Lifecycle to Active, Inactive, Deceased or Archived.
2. In the list, pick a value in the dropdown next to the Filter pill — All, Active, Inactive, Deceased or Archived — and the list is rebuilt for that state.

Good to know: this filter starts on Active, so a contact you archived or marked inactive is missing from the list until you switch to All or to its state. That is the usual reason a contact "disappeared". Inactive, archived and deceased rows are also drawn greyed out.

Related features

Finding contacts, The contact record

Contact preview

A narrow panel beside the list showing the essentials of one contact, so you can work through a list without opening and closing records.

How to use it

1. Hover a row and click the small handle at its very start.
2. The row is selected and the preview opens on the right with avatar, name and job title, then relationship strength, last interaction, website, industry, company size, email, phone and location, the Responsible person and the contact's Relationships.
3. Click the arrow at the top right of the panel to open the full contact view.

Good to know: only the details the contact actually carries are listed — empty rows are not rendered at all, so a sparse contact shows just its name and whatever is known. Responsible and Relationships are read-only here. When nothing is previewed, the same spot shows the five most recently touched contacts and how many were added or changed in the last 24 hours.

Related features

Relationships and relationship strength

The contact record

One contact can carry many emails, phone numbers, addresses, important dates, identifiers and bank accounts, each with its own label and one of them starred as the primary — that starred one is what the list shows and what a new mail uses. Your workspace's custom fields appear on the record too, and the lock badge decides whether anyone else can open it at all.

How to use it

1. Click New contact in the title bar above the list. An empty contact opens, ready for name, addresses and everything else. Nothing is stored until it is saved.
2. Say what kind of record it is with the buttons under the name — male, female, non binary or Company. Choosing Company hides the first-name field and renames the other one to Company.
3. Click + Add email in the Emails card, type the address and pick its label. The star marks the primary address and only one row can carry it. The small circle in front of a row steps through Not validated, Verified, Bounced and Undeliverable each time you click it.
4. Fill the other cards the same way — Phones, Addresses, Important dates, Identifiers, Bank accounts, Custom fields and Remarks each have their own Add button, and you can add as many rows as you need.
5. The starred email and phone sit at the top as clickable pills — the email opens a mail, the phone a call menu — with the primary postal address above them and a small Location map that opens full size when you click it. The globe and social icons open the contact's website or profile in the built-in browser.
6. Click the lock badge at the very top to switch between Private and Public. The contact is saved straight away; making it private also makes you its owner, and for everyone else the contact can no longer be opened and its pill is marked as not accessible.
7. Click the save icon at the bottom of the contact panel. Name, kind, lifecycle, dates, emails, phones, addresses, identifiers, bank accounts, custom fields, remarks and links are stored together.
8. The delete icon next to it removes the contact, confirms it with a message and takes you back to the contact list.

Good to know: if no email row is starred, the first one becomes the primary when the contact is saved. What you type into the salutation box counts even when you never confirmed it with Enter, and a date can be typed as day.month.year instead of picked. If the mail connection is down, starting a mail from the contact reports that no mail account was found.

Related features

Lifecycle, The contact list

A contact's history

Everything logged against a contact is reachable from the record itself, and anything you start there already carries the contact.

How to use it

1. With a contact open, Overview gathers today's appointments and the latest timeline entries, then the last emails, the open tasks, the related contacts and the recent notes. Each block's title opens its tab and the + starts a new record of that kind.
2. Click a tab above the main area — Overview, Activity, Leads, Emails, Tasks, Appointments, Contacts, Notes or Documents. Each tab except Overview carries the number of records behind it. Activity is the timeline of everything that happened, Contacts lists the related people and companies, Documents the files.
3. Use the scope buttons over the list: Open and Done for tasks, Open, Won and Lost for deals, Upcoming for appointments, and all, publicly available or only your own for notes. The loaded-against-total count sits underneath.
4. Click New note, New task, New appointment or New lead under the contact's name. The new record opens with this contact already attached as the customer and you as the responsible person.

Good to know: a saved note lands in the contact's Notes and the overview is rebuilt, so it shows up right away. Each overview block says what is missing on its own — no related contacts yet, no emails yet, no open tasks, no notes yet. Next to the social icons, two pills sum the estimated value of the contact's deals and, if there are any, the won value; they are hidden entirely when there are no deals rather than shown as zero.

Related features

Relationships and relationship strength

Relationships and relationship strength

Contacts can be linked to each other with a role and a period — that is how a person hangs off a company and how a network becomes visible. Separately, every contact carries a relationship strength between Weak and Strong with a trend arrow, calculated from how much and how recently you have been in touch.

How to use it

1. With the contact open, use Add relationship in the Relationships block and pick the other contact and the role. The other contact appears as a pill with its role, and this contact shows up on the other side too.
2. Click a pill to set the relationship's Valid from and Valid until dates, so a relationship that has ended can be kept with its period instead of being deleted.
3. Assign contact above it sets the person responsible for this contact.
4. Click Visualize next to Relationships to open a window with this contact in the middle and every related contact or company around it, each link labelled with its role. Raising the Depth to 2 or 3 also pulls in the relationships of those contacts, so links that exist but are not attached to this contact directly become visible. There are zoom buttons, and clicking a node opens that record.
5. The relationship strength shows in the list's Relationship column as Weak, Moderate, Good or Strong with the number and an up or down arrow; hovering it shows what the score is made of. On the open contact the same score is listed with one line per factor that produced it.

Good to know: contacts you are not allowed to see are left out of the graph, and a relationship pill for someone else's private contact reports No access to this contact's profile when you try to open it. When there is no score at all the relationship strength is hidden rather than shown as zero.

Related features

Contact preview, A contact's history

Working with many contacts at once

Ticking rows and highlighting them are the same selection here, and once something is selected an action bar appears over the list.

How to use it

1. Tick the checkbox at the start of each row you want; the box in the header ticks or unticks every loaded row. A bar appears saying how many rows are selected and carrying the batch edit, download, campaign and delete icons.
2. Click the pencil in that bar to open the batch editor, pick a field, a mode and a value, then click Apply. The change is applied to every selected contact and a message says how many were updated. Set replaces the value, Prepend and Append put text in front of or behind it, Find & Replace swaps one piece of text for another, and Swap fields exchanges two fields.
3. + Add field stacks up to eight edits in one go. Company is the exception: it goes through the employer link and has to stand alone, so while a Company row is present + Add field is blocked.
4. To fold duplicates together, select two or more rows, right-click and choose Merge…, then pick the contact that survives. The others are merged into it and disappear from the list, and a message says how many were merged. The menu entry stays greyed out while fewer than two rows are selected.
5. To delete, select the rows and either right-click and choose Delete or click the trash icon in the selection bar. The rows disappear and the counter under the list is corrected.
6. Dragging the selected rows onto a collection in the left panel tags them all at once.

Good to know: Apply without a selection answers Select one or more contacts first., and an incomplete edit answers Please enter a company name first. or Pick a different second field to swap with.

Related features

The contact list, Collections