Contact Management

Contacts are the foundation of the concorbit CRM. A contact represents an individual person, a lead, prospect, customer, or any other person your business interacts with. This guide covers everything you need to know about creating, managing, and organising contacts.

Navigating to Contacts

From the main sidebar, click CRM > Contacts. This opens the contact list, which displays all contacts in a paginated table.

The contact list shows the following columns:

• Name: full name and job title, plus any tags applied to the contact

• Email: the contact's primary email address

• Company: the linked company (clickable to navigate to the company record)

• Stage: the contact's lifecycle stage, displayed as a colour-coded badge

• Score: the contact's lead score (0 to 100)

• Created: the date the contact was added

Creating a Contact

1. Click the New Contact button in the top-right corner of the Contacts page (or press N on your keyboard).

2. Fill in the contact form. Required fields are marked with an asterisk (*).

Personal Details

Company

Select an existing company from the dropdown, or create one inline:

1. Click + New next to the company selector.

2. Type the company name in the text field that appears.

3. Press Enter or click Create.

4. The new company is created and automatically linked to the contact.

To leave a contact unlinked, select "No company" from the dropdown.

Lifecycle Stage

Choose the contact's current lifecycle stage. Stages represent where the contact is in your sales process:

Lead Score

Set an initial lead score from 0 to 100. Normally this is calculated automatically by lead scoring rules, but you can set or override it manually here. The score defaults to 0 for new contacts.

Address

Notes

A free-text area for any additional information about the contact.

Custom Fields

Custom fields let you store data that does not fit the standard fields. To add a custom field:

1. Type a field name in the "Field name" input (e.g. "LinkedIn URL", "Referral Source").

2. Type the value in the "Value" input.

3. Click Add or press Enter.

4. The field appears above the inputs. Click the X icon to remove a custom field.

Custom fields are stored as key-value pairs and displayed on the contact detail page.

Saving

Click Create Contact to save. You will be redirected to the contact detail page. Click Cancel to discard and return to the contact list.

Contact Detail View

Click any contact's name in the list to open their detail page. The detail page has several sections:

Header

The top of the page displays the contact's full name, email, phone, job title, company link, lifecycle stage badge, and lead score. Action buttons include Edit and Delete.

Tabs

The contact detail page uses a tabbed interface with the following tabs:

Activity Tab

The activity timeline shows a chronological log of all interactions with the contact:

• Notes: free-text notes added by your team

• Calls: logged phone calls with duration and notes

• Meetings: logged meetings with attendees and notes

• Emails: email interactions

• Tasks: tasks linked to the contact

Each activity entry shows the type icon, subject, body, who created it, and when.

Adding activities:

• Click Note to open the note form. Enter a subject and body, then click submit.

• Click Call to log a call. Enter a subject, duration, and notes.

• Click Meeting to log a meeting. Enter a subject, attendees, and notes.

Tasks Tab

View and manage tasks associated with this contact. The tab shows the count of open tasks.

To create a task:

1. Click the Task button.

2. Fill in the title, description, due date, and priority (Low, Normal, High, Urgent).

3. Optionally assign the task to a team member.

4. Click submit.

Tasks appear in the tab with their status, priority badge, and due date.

Files Tab

Upload and manage files associated with the contact. The tab shows the total file count.

Messages Tab

View portal conversation threads with the contact. This tab loads conversations asynchronously and allows you to reply directly from the contact detail page.

Portal Tab

Manage the contact's access to the client portal:

• Toggle portal access: enable or disable the contact's ability to log in to the portal.

• Send portal invite: send an email invitation with a password reset link.

• Set portal password: manually set a password (minimum 8 characters).

GDPR Tab

View and manage GDPR-related information for the contact, including consent records and data processing details.

Tags on Contacts

Tags appear as small colour-coded badges beneath the contact's name in the list view and on the detail page. To manage tags on a contact:

• From the contact list: Select contacts using checkboxes, then use the bulk tag action (see Bulk Actions below).

• From the detail page: Tags are displayed in the header area.

See Tags, Segments & Lead Scoring for details on creating and managing tags.

Deals Associated with a Contact

When a deal is linked to a contact, it appears in the contact's record. You can see all associated deals and click through to the deal detail page. To link a deal to a contact, set the contact when creating or editing the deal.

Filtering and Searching

The contact list provides filtering controls at the top of the page:

Search

Type in the search box to search across email, job title, city, and other fields. Press Enter or click Filter to apply.

Lifecycle Stage Filter

Select a lifecycle stage from the dropdown to show only contacts at that stage. Choose "All" to remove the filter.

Sorting

Click any sortable column header to sort the table. Sortable columns are:

• Name (sorts by first name)

• Stage (sorts by lifecycle stage)

• Score (sorts by lead score)

• Created (sorts by creation date)

Click the same column header again to reverse the sort direction. An arrow indicator shows the current sort direction.

Clearing Filters

Click the Clear button to reset all filters and sorting back to defaults.

Bulk Actions

Select multiple contacts using the checkboxes in the leftmost column. A "Select all" checkbox in the header row toggles all contacts on the current page.

When contacts are selected, a bulk action bar appears showing the count of selected contacts and these options:

Bulk Tag

1. Click Tag to open the inline tag picker.

2. Choose Add or Remove from the dropdown.

3. Click the tags you want to add or remove. Selected tags are highlighted.

4. Click Apply to execute the action.

Bulk Delete

1. Click Delete.

2. Confirm the deletion in the dialog box.

3. All selected contacts are permanently removed.

Importing Contacts

To import contacts from a CSV file:

1. Click the Import button at the top of the Contacts page.

2. In the import modal, click Choose File and select a CSV file. The first row of the CSV must contain column headers.

3. Click Next.

Column Mapping

After uploading, concorbit displays the CSV headers and attempts to auto-map them to contact fields. The mappable fields are:

• First Name

• Last Name

• Email (required, the import will not proceed without an email mapping)

• Phone

• Mobile

• Job Title

• City

• County

• Postcode

• Country

For each field, select the matching CSV column from the dropdown, or choose -- Skip -- to ignore it.

Preview

Below the mapping controls, a preview table shows the first few rows of your CSV data so you can verify the mapping is correct.

Executing the Import

Click Import N Contacts (where N is the total row count) to begin the import. concorbit processes the file and creates contact records for each row. Duplicate emails may be skipped or updated depending on your settings.

Exporting Contacts

Click the Export button at the top of the Contacts page to download a CSV file of your contacts. If a lifecycle stage filter is active, only contacts matching that filter are exported.

Editing a Contact

1. Navigate to the contact detail page.

2. Click Edit.

3. The edit form is identical to the create form, pre-populated with the contact's current data.

4. Make your changes and click Save Changes.

Archiving and Deleting Contacts

Deleting a Contact

1. Open the contact detail page.

2. Click Delete.

3. Confirm the deletion in the dialog box.

Deleting a contact removes the contact record and its associated activities, tasks, and notes. Deals linked to the contact are not deleted but will lose their contact association.

Bulk Deletion

Select contacts from the list using checkboxes and click Delete in the bulk action bar.

Linking Contacts to Companies

A contact can be linked to one company. This relationship is set when creating or editing the contact via the Company dropdown. When a contact is linked to a company:

• The company name appears as a clickable link in the contact list and detail page.

• The contact appears in the company's "Associated Contacts" list.

• Deals linked to the contact may also reference the company.

To change a contact's company, edit the contact and select a different company from the dropdown. To unlink, select "No company".

Contact Profile Fields Reference

Portal Access for Contacts

Contacts can be granted access to the client portal, where they can view invoices, files, messages, and subscriptions. Portal access is managed from the Portal tab on the contact detail page.

To enable portal access:

1. Go to the contact's detail page and click the Portal tab.

2. Click the toggle to enable portal access.

3. Send a portal invite email (which includes a password reset link), or manually set a password.

Once enabled, the contact can log in at your portal URL with their email address and password.

Tips

• Use the N keyboard shortcut from the contact list to quickly create a new contact.

• Apply tags in bulk to organise large numbers of contacts efficiently.

• Set up lead scoring rules to automatically calculate scores rather than setting them manually.

• Use segments to create dynamic lists of contacts based on criteria that update automatically.

• Export contacts with filters applied to get targeted CSV downloads.