A contact is a person or a company. Keeping them in 53° means every deal, project, note and conversation about someone sits on one page, and anyone on your team can pick up where you left off.
Before you start
Owners, admins and managers can add, edit and delete contacts. Members can see them but not change them. Guests don't see contacts at all.
Add a contact
- Go to Contacts and choose New contact.
- Choose Person or Company, then Continue.
- Fill in their details. A person needs a first name, last name and email. A company needs a name. Every contact needs a Source (where they came from) and a Lifecycle.
- Choose Continue.
- Under Relationships, link a person to the companies they work at, or a company to its people. You can search for an existing contact or create one here. Add a Job role if you know it. You can skip this step and do it later.
- Choose Create contact. Their page opens.
Only turn on Marketing opt-in if they've agreed to hear from you.
Find your way around the list
The list has three tabs: All, People and Companies, each with a count.
Choose the List options button to:
- Filter by Lifecycle, Source, Marketing status, List, Tags, Assigned to or Added by. Filters stay in place when you switch tabs.
- Sort by Name, Date added or Last updated.
- Run Actions on the rows you've ticked: set the lifecycle or source, opt in or out of marketing, add them to a list, assign them, add or remove a tag, export them, or delete them.
Lifecycle stages
Every contact has one: Lead, Prospect, Customer or Churned for where they are with you, or VIP, Employee or Supplier for who they are. Choose Other when none of these fits.
Work with a contact's page
Select a contact to open their page. The header shows their lifecycle, source, who they're assigned to, marketing opt-in and tags. If you can edit, change any of these in place. There are also buttons to email or call them, and a More actions menu with Log activity (record an email, phone call, meeting or message that happened outside the app) and Create deal.
Below the header are three tabs:
- Details: their name, email, phone, date of birth (people only), web links and address. Each field saves when you click away from it.
- Related: the companies a person works at, or the people at a company, then their Deals and Projects. Turn on Show closed to see won, lost and on-hold deals. To add a relationship, choose Add a company or Add a person. Each relationship can hold a job role, work email and work phone.
- Notes: free-form notes that save as you type.
Once a form response or a conversation is filed with a contact, an Inbox tab appears too, listing what's filed there. A form's automation files responses with the people and companies it finds or creates. See Manage responses in the inbox and Automate a form.
An Email marketing tab appears when there's something to show: how engaged they are with your marketing email, the lists they're on and the newsletters they've been sent.
Their chat, docs, files, tasks and activity log are in the sidebar on the right.
Delete a contact
On their page, choose the delete button in the header, then confirm. This removes the contact along with their tasks, docs, files, chat and relationships, unless a task or doc is also linked to something else. It can't be undone.
Manage sources and tags
Owners and admins can manage these from Manage organisation (in the organisation menu in the sidebar), under Settings > Contacts:
- Sources: add, rename and recolour sources with Add source. The built-in ones (Website, Social media, Email, Phone, Onsite, Networking and Tradeshow) can be renamed but not deleted. You can't delete a source while any contact still uses it, so move those contacts to another source first.
- Tags: the tags you can put on contacts.
- Automations: what happens when a contact reaches a lifecycle stage, or a tag is added to it.
Good to know
- People and companies share one list of sources and one set of tags.
- A person's work email and phone on a relationship are used for that company. If you leave them blank, their own email and phone are used.
- You can also find contacts with ⌘K on Mac, or Ctrl+K on Windows.