Contact Details

Overview of the Enhanced Payments and Customer LTV Feature This newly introduced feature provides an all-encompassing solution for handling customer payments while offering valuable insights into their lifetime value (LTV). It is crafted to streamline the payment process, deliver in-depth views of customer transactions, and support strategic decisions based on customer value. Key highlights include: Comprehensive Payment Overview: Access an extensive payment history for each customer, giving you a clearer understanding of their transaction behaviors and their overall significance to your business. Instant Ad Hoc Billing: Charge customers directly from their profile page, enabling quick transactions without relying on external payment systems. Versatile Credit Card Management: Easily manage and utilize saved credit cards, improving the efficiency of phone transactions and immediate charges. How to Leverage the New Feature To fully benefit from this update, follow these straightforward instructions: Accessing Customer Information: Go to the contacts section via the left-hand navigation menu. Select a contact by browsing through the smart lists. Processing a Payment: On the contact's detail page, locate the payments section and click "Charge Now." Enter the amount, provide a description, select the preferred payment method, and then click "Confirm & Charge." Reviewing Transactions: From the left-hand navigation menu, go to the payments section. Click on the transactions tab located in the upper menu. Find the relevant contact, click the three dots, and select "View Transaction" to examine the details. Practical Scenarios and Applications This feature is particularly beneficial in situations where prompt payment processing is crucial, such as: Service-Based Businesses: For businesses offering services upon completion, this tool allows for immediate charging and confirmation of payment. Product Sales: When selling products over the phone, this feature enables businesses to process payments instantly without directing customers to third-party payment platforms. Consultations: Consultants can charge clients immediately after a session concludes, simplifying the payment process. Troubleshooting and Frequently Asked Questions Q: What should I do if a customer's saved credit card fails? A: You can try charging a different saved card or reach out to the customer to resolve the issue and update their payment details. Q: How do I add a new credit card for a customer? A: Within the contact’s payment section, select "Add New Card" and follow the steps to securely store the customer's credit card information.

Scheduling Appointments Manually To schedule a new appointment from the contacts tab, follow these steps: Access the Contacts Tab: Begin by selecting the "Contacts" tab from the main navigation menu. Here, you'll find a complete list of your contacts. Choose a Contact: Select the contact you wish to schedule an appointment with by clicking on their name, which will take you to their contact details. Appointment Options Within the contact's details, you'll find an option to create a new appointment in the “Appointments” section. Here's an overview of the options available: Select a Calendar: Choose the calendar where you want the appointment to be recorded. This helps in keeping your appointments organized. Pick a Day: Select the date for your appointment. The system will automatically exclude days that are unavailable based on your settings. Select a Time Slot: Choose from the available time slots for the selected day. Unavailable times will not be shown, ensuring you select a valid time. Appointment Title: Provide a title for the appointment. If left empty, the default title from your calendar settings will be used. Contact’s Time Zone: Ensure the contact’s time zone is set correctly to guarantee that follow-up communications are scheduled accurately. Meeting Location: Define the location for the meeting. If not specified, the default location from your calendar settings will be applied. Appointment Status: Choose whether the appointment is confirmed or still pending. Troubleshooting and FAQs What if I can't find an available time slot? Double-check your calendar settings to ensure your availability is correctly displayed. Adjust any blocked times as needed. How do I change an appointment? To reschedule, go to the appointment details and select a new date and time. Make sure to inform the contact about the changes. Can I create recurring appointments? Yes, if recurring appointments are enabled and configured on your calendar, setting a new appointment will automatically include the recurring bookings.

Defining Attribution Attribution refers to the process of identifying which channels or sources played a role in generating a contact or leading to their conversion. This concept is key in assessing the impact of various marketing efforts, enabling businesses to optimize their budget allocation. Initial Interaction: This is the very first channel through which a contact engages with your system. Once established, it remains unchanged unless the contact data is reset. Recent Interaction: This reflects the latest channel through which the contact has engaged. This information updates with every new interaction. How to Access Contact Attribution Data To view the attribution data for a specific contact in your CRM system: Head to the contacts section and choose the contact you wish to analyze. Click on the "Activities" tab.  Hover your cursor over the question marks next to the session source to see detailed UTM information.  Interpreting Session Sources Paid Search: Contacts originating from paid search advertisements, such as those on Google. Paid Social: Refers to contacts acquired via paid social media advertisements on platforms like Facebook or Instagram. Direct Traffic: Includes contacts who accessed your site directly by entering the URL or using a bookmark. Organic Search: Contacts who found your site through organic, unpaid search engine results. Social Media: Contacts coming from non-paid engagements on social media platforms. Referrals: Contacts who were referred to your site from another website. Other Sources: This category includes a variety of other channels like SMS, email, or third-party integrations. Configuring Ad Reporting For accurate tracking of leads and conversions, it is vital to correctly set up ad reporting. This process involves using the appropriate UTM parameters and ensuring your advertisements are configured to capture this data accurately. Google Ads: Implement the provided tracking template and verify that UTM parameters are correctly configured. Facebook Ads: Follow the setup instructions to map your ad data accurately within the CRM. Addressing Common Ad Reporting Issues If ad reporting isn't functioning as expected, consider these troubleshooting tips: Double-check for typos, unnecessary spaces, or case sensitivity issues in your UTM parameters. Ensure the contact's interaction is recorded on the final URL without any redirection, as this can result in lost UTM data. Refrain from adding custom UTM parameters that aren't part of the specified setup instructions. Common Questions What activities capture attribution data in the CRM? Attribution data is captured through actions such as form submissions, survey completions, calendar bookings, interactions with chat widgets, and order form submissions. Why isn't my attribution data appearing? Ensure that the interaction meets the necessary criteria and that UTM parameters have been set up correctly. Can I track multiple attribution sources? Yes, the CRM records both the first and most recent interaction sources, offering a comprehensive view of the contact's journey.

Understanding the Benefits of This Feature Before we get into the details of how to use this feature, let’s consider the advantages it offers your team: Enhanced Teamwork: Allowing multiple users to follow and manage a contact strengthens collaboration within your team. Improved Access to Information: Followers are given the same access rights as the contact owner, enabling them to view and update information as required. Optimized Task Management: Sharing responsibility for contacts makes it easier to delegate tasks and streamline workflows. Step-by-Step Guide to Implementing This Feature To make the most of this feature for your team, follow these straightforward steps: Step 1: Activate the "Only Assigned Data" Setting Navigate to your CRM settings. Go to the "My Staff" section found in the left sidebar, then select "Team Management." To add a new employee, click the “+ Add Employee” button, or to modify an existing one, click the edit icon. In the user permissions section, activate the “Only Assigned Data” setting by toggling it on. Step 2: Add Followers to a Contact Return to the main menu. Select the "Contacts" tab from the left sidebar, then go to "Smart Lists." Click on the contact you wish to manage to open its details. Find the "Followers" section and click the plus icon to start adding followers. A dropdown menu will appear, showing all available users in your sub-account. You can select up to 10 users to follow the contact. Important Note: While followers are granted permissions similar to the owner for managing and editing contact information, they are restricted from altering the owner's contact details, preserving data security. Limitations and Troubleshooting Keep in mind that follower contacts will only be visible if the "Only Assigned Data" setting is enabled. If followers encounter issues where they can’t view the contacts they follow, check that this setting is activated correctly. Frequently Asked Questions (FAQs) Can followers modify the contact owner's information? No, followers are unable to alter the owner's contact details, ensuring that data security is maintained. How many followers can be added to a contact? You can add up to 10 followers to a contact, allowing extensive team involvement. What permissions are granted to followers? Followers have the same permissions as the contact owner, except they cannot modify the owner's contact information. This guide ensures your team can effectively use the follower feature to enhance collaboration and streamline your workflows.

Efficiently Organizing Multiple Phone Numbers in Your CRM The ability to store multiple phone numbers for a single contact enhances your CRM's utility, making communication more streamlined and organized. Overview of the Feature: This feature enables you to store up to eleven phone numbers for a single contact, allowing for greater flexibility in managing communications with clients or leads. You can easily manage, edit, and update these numbers within the contact details section, ensuring that your information remains current. You can also set a primary phone number for consistency in communication and assign labels like Home, Work, Mobile, or Landline to each number for easy identification. This added flexibility extends to making calls from any of the listed numbers, optimizing your outreach efforts. Future updates will introduce even more features, including the ability to handle conversations and bulk import options during contact exports. Advantages for Businesses: This feature provides several practical benefits. It streamlines customer service by facilitating quicker issue resolution, improves sales efficiency by reducing response times, and enables more targeted marketing campaigns tailored to customer preferences. It also proves invaluable in vendor management, internal communication within large organizations, and critical situations such as emergencies or healthcare needs. For businesses operating internationally, managing multiple contact points across different regions becomes simpler, enhancing global communication efforts. Overall, this feature is designed to optimize your CRM’s communication capabilities across various business contexts. How to Utilize This Feature Adding Multiple Phone Numbers to a Contact: Navigate to your contacts page and select or create a contact. In the 'Phone Numbers' section, click 'Add Phone Numbers' up to 11 times to input all necessary numbers. Editing or Managing Phone Numbers: To make changes to a phone number, click 'Edit' next to the number. Here, you can update, delete, or assign a different label to the number. Setting a Primary Phone Number: Mark the primary phone number by selecting the 'Mark as Primary' option next to your chosen number. Labeling Phone Numbers: Choose a label from the dropdown menu while adding or editing a phone number to categorize it appropriately. Calling from an Additional Phone Number: To make a call using any of the stored numbers, click 'Call' next to the number you wish to use. This feature significantly enhances your CRM's ability to handle multiple contact points, ensuring more effective and organized communication across various scenarios.

Managing and sharing documents within your business has never been more seamless. Our CRM's document management feature is tailored to optimize your document-related processes. Documents are categorized into three primary sections: Internal Documents: These documents pertain to your contacts and are stored directly within the CRM on each Contact's detail page. Users with appropriate access to the contact can view these documents. If you add documents to custom fields, they are automatically organized into a folder labeled "Custom Fields" within the "Internal" section. Note that these documents cannot be deleted.  Sent to Contact Documents (Coming Soon): We are in the process of developing a feature that will enable you to efficiently manage documents sent to your contacts. Received from Contact Documents (Coming Soon): A new feature is also being developed to help you organize documents received from your contacts. Adding Documents to Contacts Uploading documents to the internal section is a simple process. Here’s how you can do it: Click on the "+Add" button and choose "New File." Each file you upload can have a maximum size of 250MB. You can upload various document types, including PPT, Docs, PDF, CSV, and multiple image formats.  Searching for Documents Locating documents associated with your contacts is made easy with our search functionality. You can quickly search for documents by name directly from the contact details page, allowing for fast access to the files you need.

Welcome to this comprehensive guide on efficiently managing your contacts within your CRM system! If you’ve ever felt lost in a sea of contacts or struggled to pinpoint the right individuals for your marketing efforts, you’re not alone. This guide will provide you with the knowledge and tools to keep your contacts neatly organized, focusing particularly on using tags to simplify your workflow. Have you ever wondered how to effectively categorize your contacts to enhance targeting in your campaigns? Or perhaps you're curious about the number of tags you can assign to a single contact without overwhelming your CRM? Maybe you’ve encountered issues like tags not displaying properly or difficulties selecting the contacts you intended to tag. Don't worry—we're here to walk you through each step, including troubleshooting tips to help you navigate these common challenges. By the time you finish this guide, you’ll be well-equipped to access your contacts, select them for tagging, and apply those essential tags that will help you organize and target your marketing campaigns, follow-ups, and more. We’ll also address common questions, such as how to remove a tag if you decide to make changes later. So, let's embark on this journey to streamline your contact management process, transforming your contact list from a source of frustration into a powerful tool that supports your business objectives! Applying Tags to Contacts Overview: Tagging is a vital feature within your CRM that enables you to classify contacts based on specific criteria, making it easier to organize and target groups for marketing campaigns, follow-ups, and other key activities. Step-by-Step Guide Accessing Contacts: Navigate to the "Contacts" section within your CRM. Here, you’ll find an overview of all your contacts in one place.  Selecting Contacts: Identify and select the contact(s) you want to tag. You can choose multiple contacts simultaneously if necessary.  Adding Tags: In the "Tags" field, start typing the name of the tag you want to assign. As you type, relevant tag suggestions will appear. Select the desired tag(s) from the list. If you need to create a new tag, simply type the name into the same field, and a “+Create new tag” option will appear.  Troubleshooting Tips Tag Not Appearing: If the tag you’re searching for doesn’t show up, double-check your spelling. If it still doesn’t appear, you may need to create a new tag through the tag management section. Unable to Select Contacts: Ensure you’re in a contact list view that allows editing, as some views might be set to read-only. Frequently Asked Questions Q: How many tags can I assign to a contact? A: The CRM supports multiple tags per contact. However, for clarity and ease of use, it’s advisable to limit the number of tags to maintain organization. Q: Is it possible to remove a tag from a contact? A: Yes, removing tags is straightforward. Select the contact, click on the existing tag, and choose the option to remove it. Alternatively, you can use the "Remove Tag" bulk action. This guide should empower you to handle your contact tagging efficiently, transforming your CRM into a well-structured system that better serves your business needs. Happy organizing!

Contact Conversation History In the Messages section, you can easily access the full history of your conversations with a specific contact. Every message and call that passes through your CRM is displayed here, giving you a comprehensive overview of your interactions with clients and customers. This ensures you always have a complete record of your communication. Messaging Options The messaging header includes several options that allow you to customize your communication. These tools enable you to tailor your messaging approach, ensuring that each interaction aligns with your objectives and improves the overall effectiveness of your communication. Initiate a Call Clicking the small phone icon will automatically place a call to the contact you are currently viewing. This feature streamlines the process by dialing the contact directly from your CRM, eliminating the need to manually enter the phone number. Assigning Contacts The Assign Contact button allows you to delegate a specific contact to a team member or employee. This functionality helps you distribute tasks more effectively and ensures that communication within your team is well-coordinated. Managing Message Status You can organize your messages by marking them as read or unread using the appropriate button in the message header. This feature is particularly useful for keeping track of important communications and ensuring no tasks are overlooked. Composing and Sending Messages To send a message, select the message type and compose your content in the messaging header. This feature allows for quick and efficient communication with your contacts, enabling you to address any inquiries or concerns promptly.

In your CRM, managing contacts offers extensive control and customization over their information. Within each contact's profile, you have the ability to add or remove tags, include them in automated processes, initiate calls, send messages, draft emails, and perform various other actions. This high level of flexibility allows you to tailor your interactions, ultimately leading to more effective communication and stronger relationships. Contact Name Display When you select a contact, their name is prominently displayed at the top of the screen. This feature is essential for ensuring you are editing the correct contact’s information. By clearly showing the contact name, you can efficiently navigate and manage individual records, reducing the chances of mistakenly modifying the wrong profile. Navigating Between Contacts To move between contacts without leaving the current view, you can simply click the blue back arrow. This easy navigation feature allows you to switch between different contact records effortlessly, enabling you to update and manage each contact’s details smoothly. Contact Details Panel On the left side of the screen, you will find a detailed display of the contact’s information. The specific data shown varies depending on the panel you have selected, ensuring that relevant details are readily accessible for effective contact management. Exploring Different Contact Tabs Within this interface, you will see several tabs, each containing unique information about the contact. We’ll provide a brief overview of what each tab includes, helping you navigate through them with better clarity and ease. Contact Info Tab The "Contact" tab is the default view, presenting key details such as the contact’s name, email, and phone number. It also includes more detailed information like tags, opportunities, and workflows associated with the contact. This comprehensive overview allows for efficient management and deeper insights into each contact’s profile. As you scroll through this section, you can view various data related to the contact. Each tab is designed to focus on specific types of information, making it easier to access the details you need for effective contact management. General Info Tab The General Info tab allows you to add additional contact details, such as the contact’s business name, address, and website. This section helps you maintain a thorough and organized record of all important information related to your contacts. Additional Info Tab The Additional Info tab contains all custom fields related to the contact. These custom fields are user-defined data points that can be added to forms and surveys to capture specific information unique to each contact. This feature allows for greater personalization and better management of contact details. Actions Tags You can manage tags associated with the contact’s details here, making it easy to organize and categorize your contacts. Active Campaigns & Workflows In the Active Campaigns & Workflows section, you’ll find a drop-down menu listing all the campaigns and workflows the contact is currently part of. You can also add the contact to new campaigns or workflows directly from this tab. Past Campaigns & Workflows This section provides a drop-down menu listing all the past campaigns and workflows the contact was involved in. Reviewing this historical data offers valuable insights into the contact’s previous engagements with your organization. Opportunities In the Opportunities section, you can view all the current opportunities linked to the contact, along with their statuses. You can also add the contact to new or ongoing opportunities, simplifying the process of managing potential business prospects. Offers Here, you can select the product or service offer the contact has subscribed to, helping you quickly identify what the contact has purchased. Change Password This section allows you to change or reset the passwords associated with products the contact has purchased. You can also send an email notification to the contact with the updated password information. Do Not Disturb (DND) The Do Not Disturb (DND) feature enables you to exclude a contact from one or more communication channels. DND settings can be applied to specific channels like Facebook, SMS, Calls, Emails, Google My Business, and WhatsApp once they are integrated with the system. Contact Creation Details The Contact Creation Details section provides essential information about how the contact was created, including the source and date of creation. This context helps you manage your contacts more effectively.

In this section, you'll learn how to create a custom field and incorporate it into your Contact or Opportunity details. Begin by navigating to the Settings category and selecting the Custom Fields section. Then, click the +Add Field button to initiate the creation of a new field. Uploading a File In the popup that appears, choose the File Upload option and upload your file by selecting it in the Preview section located in the upper right corner of the popup. Naming the Field Next, assign a name to your new custom field. In this example, the field is named "Esther's Files." Selecting the Object Decide where this custom field should appear within your CRM, either under Contact Details or Opportunity Details. Grouping the Field Choose the group within the selected section where this custom field will reside. File Type Selection You can specify which types of files are allowed, or choose Any to permit all file types. Attaching Multiple Files If you need to attach multiple files to a single custom field, enable the toggle for this option and set the maximum number of files that can be attached. Don’t forget to click Save to finalize your settings. Accessing the Custom Field To see your custom field in action, go to the Contacts tab on the left menu and open a specific contact record. Once inside the contact record, click on Additional Info and scroll down. You will notice a new option to add files. By clicking the Upload a File button, a local file browser will open. Select the desired file to upload, and once the upload is complete, click Save. This process allows you to efficiently add and manage files within your CRM's contact records.

Contact Information Panel Overview Located on the right side of any contact's profile, the contact information panel offers an expanded view of the details related to each contact. This section is designed to enhance your ability to manage contacts efficiently, providing you with options to perform a variety of actions for each individual in your system.  Information Tabs Overview The contact information panel is divided into several tabs—Activity, Tasks, Notes, Appointments, Documents, and Payments—each giving you greater control over different aspects of a contact’s profile within your CRM.  Activity Tab The Activity tab provides a comprehensive log of your contact's interactions, including website visits, methods of communication (such as email, phone, or text), and purchase history.  Contact Activity History Within the Activity tab, you can view a detailed timeline of all interactions with the contact, including any website activities. Note that website data will only be visible if your website is integrated with this CRM.   Contact Attribution Attribution data helps you identify the first and last touchpoints where a contact interacted with your company, providing critical insights into their journey.  Tasks Tab The Tasks tab allows you to manually create tasks or review pending ones. To add a new task, simply assign a title, set a due date, and allocate it to a user within your CRM. This feature is essential for staying organized and on top of your workload.  Notes Tab The Notes tab is your go-to for jotting down additional details about each contact. Adding a note is straightforward: just select the tab, click "+Add," and enter your information. Each note is timestamped and can be edited later, ensuring you always have up-to-date information.  Appointments Tab In the Appointments tab, you can manage the scheduling of meetings or events for your contacts using the CRM’s calendar. This feature is particularly useful for organizing sales appointments, customer support sessions, or other engagements.  Documents Tab The Documents tab serves as a repository for all essential files related to a contact. Whether it’s a contract you’ve sent, a PDF they’ve returned, or any internal documents, you’ll find them here.  Payments Tab The Payments tab is where you can track all transactions associated with a contact, such as subscriptions, invoices, or completed payments. The "Charge Now" option allows you to process payments quickly by adding an amount and a brief description during a call. If the contact does not have a card on file, you can add one through this option. 

The Importance of Image & File Access for Your Business Boosted Efficiency: Direct access to uploaded files within the contact section enhances workflow by reducing time spent searching for documents. Better Organization: Keep your images and documents neatly arranged so that critical files are always within reach when needed. Improved Team Collaboration: Centralizing access to documents and images fosters better teamwork, leading to more successful project outcomes. How to Access Images & Files from Forms & Surveys Steps to Retrieve Uploaded Files: Go to the "Contacts" tab in the left-hand menu. Click on "Smart List" at the top of the screen. Select the contact whose files you want to view. Click on the "Document" icon. On the right-hand side, select "Received." Choose "Form/Survey" as needed.  How to View Submitted Images & Files: In the "Form/Survey" section, all submitted images and files will be displayed. This centralized hub eliminates the hassle of managing multiple storage locations, providing a single space for all uploads from forms and surveys. Practical Applications and Scenarios Event Coordination: Easily gather and access images of event locations, catering choices, and decorations provided by clients via surveys. Customer Insights: Quickly review images submitted by customers for product feedback or service-related concerns. New Employee Onboarding: Simplify the collection and evaluation of necessary documents and images from new hires. Troubleshooting Guide Missing Files: If a file is not visible, check to ensure that the form or survey was completed and the file upload succeeded. Access Problems: Confirm that you have the appropriate permissions to view the files and images. If issues persist, contact your CRM administrator. Common Questions Can I download uploaded files? Yes, you can download files for offline use or further processing. Are there limits on file size or format? Yes, restrictions may apply regarding file size and format. Review the form or survey settings for specific details.

Overview Managing different email addresses for a single contact, such as work, personal, or other roles, is crucial for effective communication. The CRM system allows you to attach up to ten additional email addresses to each contact, in addition to one primary email address. This feature simplifies your contact management process and enhances communication. Step-by-Step Instructions Creating or Modifying a Contact: To include additional email addresses in a new contact, start by navigating to the contacts section and selecting the option to create a new contact. For existing contacts, locate the desired contact and click the pencil icon next to the email field to edit their details. Adding Additional Email Addresses: Within the contact's profile, you'll find an option to add more email addresses. Click this to insert additional fields for extra email addresses. Note: You can add up to eleven email fields (including the primary one). Once you reach this limit, the option to add more fields will be disabled. Setting the Primary Email Address: To set an email as the primary one, click the circle next to the email address you want to designate as primary. This primary email will be used by default for all communications with the contact. Remember to save your changes after making any updates. Selecting an Email Address for Sending: When composing an email to a contact with multiple email addresses, you can choose the desired email from a dropdown menu. The system will default to the primary email, but you can easily switch to any other listed email address if needed. Benefits of This Feature Improved Contact Management: Easily manage various email addresses for a single contact, tailored to different communication requirements. Enhanced Communication: Ensure messages are directed to the correct email by setting a primary address for each contact. Time Efficiency: Save time by importing email information in bulk, minimizing manual data entry. Streamlined Operations: Reduce clutter in your contact list by avoiding duplicate entries for the same person. Practical Applications Sales and Marketing: Effectively manage different contact points within an organization to ensure messages reach the appropriate recipients. Human Resources: Keep track of multiple email addresses for job candidates, employees, and contractors. Non-Profit Management: Coordinate communications with donors, volunteers, and other stakeholders efficiently. Family Coordination: Organize emails for family-related events, school groups, or group communications effortlessly. Educational Management: Handle communications with students, parents, and educational staff seamlessly. Troubleshooting and FAQs Q: What if I need to add more than ten additional email addresses? A: The CRM currently supports one primary email and up to ten additional emails per contact. For further needs, consider categorizing emails by using tags or grouping them accordingly. Q: Is it possible to change the primary email address later? A: Yes, you can update the primary email address anytime by editing the contact’s information and selecting a new primary email.