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Contacts Overview

The Contacts page helps you build and maintain a comprehensive customer database. With advanced search, tagging, and interaction tracking, you can keep all your customer information organized and easily accessible.

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Contact List View

The contact list provides powerful tools for managing your customer database:

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Advanced Search Functionality

Find contacts quickly using multiple search criteria:
  • Name Search: Search by first name, last name, or company name
  • Email Search: Find contacts by email address
  • Phone Search: Search by phone number
  • Tag Search: Filter by tags or categories
  • Date Filters: Find contacts by creation date or last interaction

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Tag Management System

Organize contacts with a flexible tagging system:
  • Custom Tags: Create tags that fit your business needs
  • Multiple Tags: Apply multiple tags to each contact
  • Tag Filtering: Filter contacts by tags
  • Tag Groups: Organize tags into categories
Common tag examples:
  • Customer type (Corporate, Wedding, Festival)
  • Event frequency (One-time, Regular, Seasonal)
  • Industry (Technology, Healthcare, Education)
  • Location (Downtown, Suburbs, Remote)

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Activity History Tracking

See all interactions with each contact:
  • Event History: Past events with this contact
  • Inquiry History: All inquiries and quotes
  • Communication Logs: Email and call history
  • Payment History: Invoice and payment records

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Engagement Metrics

Understand customer engagement levels:
  • Last Contact Date: When you last interacted
  • Total Events: Number of events booked
  • Revenue Generated: Total revenue from this contact
  • Response Rate: How often they respond to communications

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Export Capabilities

Export contact data when needed:
  • CSV Export: Export to spreadsheet format
  • Filtered Exports: Export only selected contacts
  • Custom Fields: Include specific data fields
  • Regular Exports: Schedule automatic exports

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Contact Detail View

Click any contact to see complete information:

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Profile Section

Basic contact information:
  • Basic Information: Name, title, company
  • Contact Details: Email, phone, address
  • Communication Preferences: Preferred contact methods
  • Tags and Categories: Applied tags and categories
  • Custom Fields: Additional fields specific to your business

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Interaction History

Complete record of all interactions:

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Past Events

All events with this contact:
  • Event Dates: When events occurred
  • Event Types: What type of events
  • Revenue: Revenue from each event
  • Quick Links: Jump to event details

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Inquiry History

All inquiries and quotes:
  • Inquiry Status: Current stage in pipeline
  • Quote Amounts: Quote values sent
  • Conversion Status: Whether inquiries converted
  • Timeline: Progression through pipeline

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Communication Logs

All communication records:
  • Email Threads: Complete email history
  • Call Logs: Recorded phone conversations
  • Meeting Notes: Notes from meetings
  • Message History: Direct messages and chats

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Payment History

Financial transaction history:
  • Invoices: All invoices sent
  • Payments: Payment records and status
  • Outstanding Balances: Unpaid amounts
  • Payment Methods: How payments were made
See all records connected to this contact:
  • Active Inquiries: Current inquiries in progress
  • Upcoming Events: Future scheduled events
  • Past Bookings: Historical bookings
  • Generated Revenue: Total revenue over time

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Creating and Managing Contacts

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Creating New Contacts

Add contacts in multiple ways:
  • Manual Entry: Fill out contact form
  • From Inquiry: Auto-create from new inquiries
  • Import: Bulk import from CSV or other sources
  • Integration: Sync from other systems

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Updating Contact Information

Keep information current:
  • Edit Details: Update any contact information
  • Merge Duplicates: Combine duplicate contacts
  • Archive Contacts: Archive inactive contacts
  • Delete Contacts: Remove contacts when needed

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Contact Relationships

Link related contacts:
  • Company Contacts: Link contacts from same company
  • Team Members: Identify multiple contacts from one organization
  • Referrals: Track who referred whom
  • Family/Groups: Link related contacts

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Best Practices

To effectively manage your contacts:
  1. Keep Information Current: Regularly update contact details
  2. Use Tags Consistently: Establish tag conventions for your team
  3. Log All Interactions: Record every interaction for complete history
  4. Clean Up Regularly: Remove duplicates and archive inactive contacts
  5. Segment Contacts: Use tags to segment for marketing campaigns
  6. Track Engagement: Monitor engagement metrics to identify valuable customers
Set up tags that match your business needs. Common tags might include customer type, event frequency, industry, or location.

Settings

Learn how to configure Cortado for your business.