Managing Contacts

The Contacts page is your central hub for managing all your business-related connections. This guide covers effectively using our contacts page.

In this article:

Contact Profile Information

Each contact contains comprehensive information organized for easy access and management:

Information available

  • Full Name
  • First Name
  • Last Name
  • Email Address
  • Phone Number - Primary
  • Phone Number - Secondary
  • Physical Address
  • Contact Category (e.g., Seller, Buyer, Partner)
  • Do Not Mail Status - Important for compliance with contact preferences
  • Description (e.g., Looking to sell, wants an offer etc)
  • Linked Deals - View all associated business opportunities
  • Linked Properties - Access any properties connected to the contact
  • Conversations History - Track all the communication with the contact
  • Campaign History - Track all marketing campaigns the contact has received
  • Active Follow-up Plans - Monitor automated engagement sequences

Managing Contact Records

Adding a New Contact

  1. Click the "Add Contact" button
  2. Fill in the required basic information fields
  3. Add any additional details available
  4. Save the contact record - Hit the "save contact" button
Adding a contact

Updating Contact Information

  1. Navigate to the contact's profile (you can use the search bar or manually look for it)
  2. Click the "Edit" button
  3. Update the relevant fields
  4. Save your changes
Updating contact information

Exporting Contacts

You can export your contacts if you need a backup, want to share data, or use it in another tool.

How to Export Contacts

  1. On the Contacts page, select the contact(s) you want to export by clicking the box next to their name.
  2. Click the Export All button.
  3. In the pop-up window, choose what to include:
    • Contacts only — standalone contact records (name, email, phone, address, categories).
    • Contacts and Properties — each contact plus every property linked to that contact.
  4. Click Export.

Notes on Exporting

  • You can export a single contact or multiple contacts at once.
  • Exported files will include all key details (e.g., name, email, phone, address, categories).
  • Choosing Contacts and Properties adds the associated property data to each contact's export. This is handy for pulling owner and property info together in one file.
  • Contacts with Do Not Mail status will still appear in the export. If you want them in a separate export, you can check the "Do not Mail" box on the menu and follow the same process to export a Do Not Mail list.
Do not mail checkbox

Tagging Contacts

Tags give you a flexible way to label and group your contacts. Unlike categories — which assign a single type to a contact (e.g., Seller, Buyer, Partner) — tags are labels you can apply in combination to segment contacts however you like, such as flagging follow-up priority or grouping a custom outreach list. A contact can carry multiple tags at once.


Creating a Tag

  • Go to the Contacts database and click the contact you want to tag.
  • On the contact card on the left side of the contact page, click + Add tag.
  • In the Add & Remove Tags window, type the name of your new tag in the Search or create tag box.
  • Press Enter to create the tag. It's now available to apply to any contact.

Tagging Contacts

  • In the Contacts Database, open the contact and click + Add tag on the contact card.
  • In the Add & Remove Tags window, check the box next to each tag you want to apply. A contact can have multiple tags at once.
  • To remove a tag, uncheck its box.


Managing Tags

Once the tag is created, you can click + Add tag again and click the edit (pencil) icon next to any tag to rename it, change its color, or delete it.

Filtering Contacts

You can filter your contacts list to quickly find specific groups. Combine any of the filters below to narrow your list as precisely as you need.

Filter by Category

Use the "Categories" dropdown to view contacts based on their assigned category. Categories organize contacts by type or status and are assigned when a contact is added manually or through automation.

Filter by Campaign

Use the "Campaigns" dropdown to view contacts based on which campaigns they're associated with:

  • Select a specific campaign to see only contacts who are part of that campaign
  • This helps you track which leads came from specific marketing efforts
  • Useful for analyzing campaign performance and following up with specific groups

Filter by Tags

Use the Tags filter to view contacts that have one or more specific tags applied.


Additional Filters

You can also filter contacts by:

  • Deal stage — find contacts at a specific point in your pipeline
  • Send date — narrow to contacts mailed on or around a given date
  • Conversation date — pull everyone you spoke with in a date range (for example, everyone contacted between January and March) and remarket to them directly

You can find these and more in the More Filters dropdown in the menu.


Using Filters Together

You can combine both filters simultaneously to narrow down your contact list even further. For example, you could filter for "Hot Leads" (category) who are part of your "Q1 Mailer Campaign" (campaign).

Best Practices

  • Regularly review and update contact information
  • Document all significant interactions in the conversation threads
  • Properly categorize contacts for effective segmentation
  • Monitor follow-up plans to ensure timely engagement
  • Check campaign history before adding to new marketing initiatives

Contact Privacy and Preferences

  • Always respect "Do Not Mail" designations
  • Update contact preferences immediately when requested
  • Ensure compliance with data protection regulations
  • Document any specific communication preferences in the contact notes

Tips for Effective Contact Management

  • Use consistent naming conventions
  • Regularly review and update follow-up plans

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