Contacts: Create, Manage, Link
Contacts are everyone you work with professionally: converted buyers, sellers, tenants, landlords, plus lawyers, notaries, architects, external agents. Unlike leads, contacts are not in a pipeline; they remain present and can be linked to deals.
When to use this
Section titled “When to use this”- A qualified lead has just been converted, check if the data is correct
- You add a notary who doesn’t go through your pipeline
- An existing client changes role (Buyer becomes Tenant)
- You import 500 contacts from your old system
Creating a new contact
Section titled “Creating a new contact”-
Open Contacts in the sidebar and click the create button. The side panel opens.
-
Fill in the required fields:
Field Requirement First Name 1, 100 characters, no numbers Last Name 1, 100 characters, no numbers Email Valid email address Phone International format Role Choose from client or stakeholder roles -
Set optional fields:
- Assign To: default is yourself, choose another agent if needed
- Salutation: default is Mrs.
- Language: default is your account language
- Relation: link to a company (law firm, bank, external agency)
- Notes: free text, max 10,000 characters
-
Click Submit (or
Ctrl+S/Cmd+S).
Contact roles
Section titled “Contact roles”People directly involved in a transaction:
| Role | When |
|---|---|
| Buyer | Buys a property |
| Seller | Sells a property |
| Tenant | Rents a property |
| Landlord | Rents out a property |
Professionals involved in the process:
| Role | When |
|---|---|
| Lawyer | Attorney |
| Notary | Notary public |
| Accountant | Bookkeeper |
| Bank or Mortgage Lender | Bank or mortgage provider |
| Architect | Architect |
| Constructor | Contractor |
| Appraiser | Appraiser |
| Inspector | Inspector |
| Photographer/Videographer | Visual content creator |
| Home Staging Professionals | Stylists |
| Housekeeper | Maintenance |
| Marketing Agency | Marketing firm |
| Promotor | Real estate developer |
| Real Estate Agent | External agent |
| Supplier | Supplier |
| Default | General / unspecified |
Filling in address: use the map picker
Section titled “Filling in address: use the map picker”The address section is optional. Click the map icon next to the Street field to open the location picker. Search for or click a location → Street, City, State, Zip and Country are automatically filled. Much faster than typing manually, and no typos.
| Field | Limit |
|---|---|
| Street | 60 characters |
| City | 60 characters |
| State | 60 characters |
| Zip Code | 60 characters |
| Country | dropdown |
Editing a contact
Section titled “Editing a contact”- Open the contact from the list.
- Click Edit in the top right (or press
E). - Change fields in the side panel, same rules as creating.
- Update (
Ctrl+S).
The detail page: what is where?
Section titled “The detail page: what is where?”| Tab | What it shows |
|---|---|
| Activities | Timeline of all interactions, visible by default |
| Contact Info | Personal details and address |
| Deals | All linked deals, unique to contacts |
| Notes | Internal notes |
| Emails | Email correspondence |
| Calls | Call history (requires Twilio integration) |
| Messages via WhatsApp | |
| SMS | SMS messages |
| Tasks | Open and completed tasks |
| Meetings | Appointments |
| Attachments | Uploaded files |
Left sidebar: name, email, phone, role, assigned agent, profile picture, Do Not Contact flag, and Portal User access.
Profile picture
Section titled “Profile picture”Click the avatar in the sidebar to upload a photo. Max 1 MB, images only. Delete via the same menu.
Reverting a contact to a lead
Section titled “Reverting a contact to a lead”Sometimes a converted buyer or seller is not quite ready yet. Only Admin can do this; only roles Buyer and Seller are reversible. After reverting, the lead status is set to New and linked deals are automatically unlinked.
Importing contacts (CSV)
Section titled “Importing contacts (CSV)”Only Admin. Required CSV columns:
- First Name
- Last Name
- Phone
- Owner Email (the agent to be assigned, must exist in your account)
- Contacts → Import.
- Upload your CSV.
- Mapping: map CSV columns to CRM fields.
- Verify & Import: the system creates records and reports success/errors per row.
Deleting contacts
Section titled “Deleting contacts”From the list page: select + Delete. Soft-delete: to trash, recoverable. Bulk-delete available for multiple records at once.
Common mistakes
Section titled “Common mistakes”Contact not appearing in the list
Section titled “Contact not appearing in the list”Check: (1) are there active filters? (2) are you looking in Contacts or in Leads? Both sections show different records despite the same database.
“Email already exists” error
Section titled ““Email already exists” error”Another record (lead or contact) already uses this email address. First search if it already exists before creating duplicates.