Contacts

Every conversation, opportunity, invoice, and workflow in Seedly CRM connects back to a contact record. This page covers creating, organizing, and managing your contacts.

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Contact List#

The contacts page shows all contacts in your sub-account as a searchable, filterable table.

Columns#

The table displays name, email, phone, company, lifecycle stage, engagement score, tags, assigned user, and created date. You can customize which columns are visible.

Searching#

Use the search bar to find contacts by name, email, phone number, or company.

Filtering#

Filter contacts by:

• Lifecycle stage
• Tags
• Assigned user
• Source
• Company
• Custom field values
• Date ranges (created, last contacted)

Combine multiple filters to narrow your view. Save a filter combination as a Segment to reuse it later.

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Creating a Contact#

1. Click Create Contact
2. Fill in the details:

Field	Required	Description
First name	Yes	Contact's first name
Last name	No	Contact's last name
Email	No	Email address (needed for email campaigns and Gmail sync)
Phone	No	Phone number (needed for SMS)
Company	No	Company name (creates or links to a company record)

3. Add any custom fields, tags, or notes
4. Click Create

At minimum, a contact needs a first name. To communicate with a contact, you need their email (for email) or phone number (for SMS).

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Contact Detail#

Click a contact to open their detail page. This includes:

Profile Fields#

All standard and custom fields - edit any field by clicking on it. Fields include name, email, phone, company, address, source, lifecycle stage, assigned user, and any custom fields you have defined.

Activity Timeline#

A chronological log of everything related to this contact:

• Messages sent and received
• Emails opened and clicked
• Stage changes in pipelines
• Form submissions
• Workflow enrollments
• Notes added
• Appointments booked
• Invoices created

Conversations#

View all conversations with this contact across every channel (SMS, email, Messenger, Instagram). Click a conversation to jump to the inbox.

Notes#

Add internal notes about the contact. Notes are visible to your team and appear in the activity timeline.

Opportunities#

All pipeline opportunities associated with this contact.

Invoices#

All invoices sent to this contact.

Appointments#

Scheduled and past appointments.

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Companies#

Companies group contacts that belong to the same organization.

Creating a Company#

Companies can be created:

• Automatically - When you enter a company name on a contact, the company record is created if it does not exist
• Manually - From the Companies tab in the contacts module

Company Detail#

A company record shows:

• Company name, website, industry, address
• All contacts linked to this company
• A combined activity timeline across all associated contacts

Linking Contacts#

Set the Company field on a contact to link them. Multiple contacts can share the same company.

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CSV Import#

Import contacts from a spreadsheet.

Import Flow#

1. Click Import on the contacts list
2. Upload a CSV file
3. Map columns - Match each CSV column to a contact field (first name, email, phone, tags, etc.)
4. Choose duplicate handling - Skip duplicates or merge with existing records
5. Review the preview
6. Click Import

Tips#

• Tags can be included as a comma-separated list in a single column
• Custom fields are available in the column mapping if they have been created in settings
• The import preview shows how many contacts will be created and how many will be skipped or merged

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Custom Fields#

Extend contact records with fields specific to your business.

Field Types#

• Text, number, phone, email, URL
• Monetary (currency amount)
• Dropdown (single select)
• Radio buttons
• Checkbox (yes/no)
• Date
• File upload
• Signature
• Text list (multiple text entries)

Managing Custom Fields#

Go to Settings → Custom Fields to create, edit, reorder, and delete fields. Custom fields appear on the contact detail page and are available in filters, segments, workflows, and forms.

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Tags#

Tags are labels you apply to contacts for quick categorization and filtering.

Using Tags#

• Add tags from the contact detail page or during import
• Remove tags by clicking the X on a tag badge
• Filter the contact list by one or more tags
• Tags can be organized into folders in Settings → Tags

Bulk Tagging#

Select multiple contacts in the list view and use the bulk actions toolbar to add or remove tags from all selected contacts at once.

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Segments#

Segments are saved filter combinations that define a group of contacts. They are used for campaign targeting and reporting.

Creating a Segment#

1. Apply filters on the contact list (lifecycle stage, tags, custom fields, date ranges, etc.)
2. Click Save as Segment
3. Enter a name
4. The segment is saved and available for reuse

Dynamic Segments#

Segments are dynamic - the contacts in a segment update automatically as contact data changes. If a contact meets the filter criteria, they are included. If they no longer meet the criteria, they are removed.

Using Segments#

• Target a segment in Campaigns to send to a specific audience
• Use segments in Reporting to analyze subsets of your contacts
• Reference segments in Workflows for conditional logic

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Lifecycle Stages#

Every contact has a lifecycle stage that indicates where they are in your relationship:

Stage	Meaning
Lead	New contact, not yet qualified
Qualified	Evaluated and considered a potential client
Customer	Active paying client
Repeat	Returning client with multiple engagements
Inactive	No recent activity or engagement

Change a contact's lifecycle stage from their detail page. Stage changes are logged in the activity timeline and can trigger workflows.

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Engagement Scoring#

Each contact has an engagement score that reflects how actively they interact with your communications and content.

Tier	Score Range	Meaning
Hot	76-100	Highly engaged
Warm	51-75	Moderately engaged
Cool	26-50	Some engagement
Cold	0-25	Low or no engagement

Scores update automatically based on activity - opening emails, clicking links, replying to messages, submitting forms, and other interactions. You can also adjust scores manually or through workflow actions.

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Bulk Actions#

Select multiple contacts in the list view to:

• Add or remove tags
• Change lifecycle stage
• Assign to a user
• Enroll in a workflow
• Export as CSV
• Delete (soft delete - contacts move to trash)

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Trash and Deletion#

When you delete a contact, it moves to the Trash. Contacts in the trash:

• Are hidden from the main list and all modules
• Can be restored back to active status
• Can be permanently deleted after a retention period

To view trashed contacts, switch to the trash view from the contacts list.

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Exporting#

Export your contacts as a CSV file:

1. Optionally apply filters or select specific contacts
2. Click Export
3. Download the generated CSV file

The export includes all standard and custom fields.

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Referrals#

The Referrals tab lets you track client referrals - who referred whom, their status, and conversion outcomes.

Creating a Referral#

Click New Referral to log a referral. Enter the referrer's name, the referred person's contact details, and any notes. A unique referral link is generated automatically - copy it to share with the referrer.

Tracking Referrals#

Each referral shows its current status (pending, contacted, converted, or lost), the referrer, and when it was created. Click any row to open the detail drawer for the full history.

Referral Stats#

The top of the page shows KPI cards for total referrals, converted count, conversion rate, and revenue attributed to referrals.

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Summary#

Feature	Detail
Fields	Name, email, phone, company, address, source, lifecycle stage, custom fields
Companies	Group contacts by organization with shared timelines
Import	CSV upload with column mapping and duplicate handling
Custom fields	Text, number, date, dropdown, radio, checkbox, URL, email, phone, monetary, file, signature, text list
Tags	Labels for categorization, with folder organization
Segments	Dynamic saved filters for targeting and reporting
Lifecycle stages	Lead, Qualified, Customer, Repeat, Inactive
Scoring	Hot (76+), Warm (51-75), Cool (26-50), Cold (0-25)
Bulk actions	Tag, assign, enroll in workflow, export, delete
Trash	Soft delete with restore capability