How to Add and Edit a Contact

Keep the people you sell to in one place: add a contact, link it to its company and keep the details up to date.

A contact is a person your business deals with. The Contacts page lists them all and is where you add a new one, change an existing one or delete one you no longer need. This guide walks through each of those.

1. 1

   Open Contacts

   Choose Contacts in the left menu. If you do not see it, your role does not include it, so ask an admin. The page is titled Contacts, and the line above it reads CRM, then Contacts.
2. 2

   Choose New Contact

   Choose ＋ New Contact at the top right. If you have no contacts yet, the empty list offers the same button. The New Contact window opens.
3. 3

   Fill in the person

   Type the First Name, the Last Name, the Email and the Phone. A contact needs at least one of a last name, an email or a phone. If none is filled in, the window says to add a last name, email or phone. The First Name is not required on its own. There is also a Mobile box for a mobile number.
4. 4

   Link a company and add details

   Under Company, choose the company this person works for, or leave it on No company. Choose a Source, which says where the contact came from, and an Owner, which says who looks after the contact; it starts on Unassigned. Further down you can add a Customer Type, a Lifecycle Stage, the address, a Tax ID, a Website, a Salutation, a Job Title, a LinkedIn address, a Preferred Language, a Time Zone and a Description for internal notes. You can leave any of them empty.
5. 5

   Create the contact

   Choose Create Contact. The button reads Saving while it works. The contact then appears in the list. Choose Cancel to close the window without saving.
6. 6

   Edit from the row

   Choose Edit on the contact's row. The same window opens, titled Edit Contact. Change what you need and choose Save Changes. You can also click a value in the table to change it in place, if your role may edit.
7. 7

   Use the quick actions

   Each row has quick actions. Email and Call appear when the contact has an email address or a phone number, and open your own mail or phone program. Add task and Add note let you record a follow-up without leaving the list.
8. 8

   Delete a contact

   Choose Delete on the row. A window called Delete Contact asks whether you are sure, naming the person, and checks for linked deals, tasks and notes. If none are linked, it says so and offers Delete Contact to confirm. If some are linked, it says how many are still linked, asks you to reassign or remove them first, and offers only Close.

A few things worth knowing

Two plain boxes sit at the bottom of the window, Email Opt-Out and Do Not Call. Tick them to record that the person does not want to be emailed or called.

Which fields you see in the window depends on your workspace. An admin can hide a field, require a field or rename it; the guide on hiding, requiring and reordering default fields shows how. If you already have a list of people in a spreadsheet, the guide on importing from a CSV file brings them in at once. To record the business a person belongs to, see the guide on adding and editing a company.

What you can do on this page depends on your role. This guide covers the Contacts list and its windows. It does not cover the page that opens when you click a contact.