Overview

Overview

Your Contacts database is the heart of your real estate CRM - every lead, client, past customer, and referral source lives here. This is where relationships begin, deals are nurtured, and your business grows.

What You Can Do:

• View and manage all contacts in one place
• Search, filter, and segment your database
• Track contact activity and interactions
• Add notes, tags, and custom fields
• Import/export contacts in bulk
• Assign contacts to pipelines and transactions

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Accessing Your Contacts

1. Navigate to CRM → Contacts from the main menu
2. Your contacts dashboard displays all contacts by default
3. Use filters, search, or segments to find specific contacts

Quick Stats (top of page):

• Total contacts in your database
• New contacts this month
• Active contacts (recent activity)
• Contacts in active pipelines

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Contacts Dashboard Layout

Main Components

1. Search Bar

• Search by name, email, phone number
• Real-time results as you type
• Click any result to open contact details

2. Filter Options

• Tags: Filter by assigned tags (e.g., "Hot Lead", "Past Client")
• Source: Filter by lead source (website, referral, open house)
• Status: Active, Archived, Unsubscribed
• Date Added: Filter by when contact was created
• Custom Fields: Filter by any custom field value

3. Segments (Saved Searches)

• Pre-built segments: "All Contacts", "Recent Activity", "Uncontacted"
• Custom segments you create
• Click to instantly filter to that segment
• Great for targeting specific groups

4. Contacts Table

• Displays contact information in columns
• Sortable by any column (name, date added, last activity)
• Select multiple contacts for bulk actions
• Click row to open contact quick view

5. Action Buttons

• Add Contact: Create new contact manually
• Import: Upload contacts from CSV/Excel
• Export: Download selected or all contacts
• Bulk Actions: Edit/delete/tag multiple contacts

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Contact Information Display

Each contact row shows:

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Contact Quick View

Click any contact row to open the Quick View panel (slides in from right):

Quick View Sections:

Contact Info

• Name, email, phone
• Address and location
• Source and date added
• Tags and status

Activity Timeline

• All interactions with this contact
• Emails sent/received
• Property views and likes
• Notes and call logs
• Pipeline movements
• Transaction history

Actions

• Send email
• Log a call/note
• Add to pipeline
• Create transaction
• Edit contact details
• Archive or delete

Related Records

• Active pipelines
• Current/past transactions
• Property likes and saved searches
• Email history

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Contact Statuses

Active (default):

• Normal, active contacts
• Receives all communications
• Shows in all searches and segments

Archived:

• Not currently working with
• Doesn't receive bulk emails
• Hidden from default view (show with filter)
• Use for: lost leads, moved away, not interested

Unsubscribed:

• Opted out of marketing emails
• System prevents sending marketing emails
• Can still receive transactional emails
• Still visible in your database

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Common Contact Workflows

Workflow 1: New Lead Comes In

1. Contact automatically created (from website form, email, etc.)
2. System assigns source and adds relevant tags
3. You receive notification
4. Review contact in Quick View
5. Add to appropriate pipeline
6. Log first touchpoint note
7. Set follow-up reminder

Workflow 2: Open House Visitor

1. Meet visitor at open house
2. Add contact manually on mobile
3. Tag with "Open House - [Property Address]"
4. Add to "Buyer" pipeline
5. Log conversation notes
6. Send follow-up email same day
7. Set reminder for 3-day check-in

Workflow 3: Past Client Re-engagement

1. Use segment "Past Clients - No Activity 1+ Year"
2. Review contacts in segment
3. Bulk tag with "Re-engagement Campaign 2024"
4. Bulk send personalized email template
5. Monitor who opens/responds
6. Move engaged contacts to "Past Client Touch Base" pipeline

Workflow 4: Referral from Client

1. Add new contact manually
2. Select "Referral" as source
3. Link to referring client (in notes or custom field)
4. Tag with "Referral - [Client Name]"
5. Add to "Buyer" or "Seller" pipeline
6. Send warm introduction email
7. Thank referring client

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Contact Sources

Understanding where contacts come from:

Why Sources Matter:

• Track which marketing channels work best
• Follow up appropriately based on source
• Calculate ROI on marketing spend
• Segment contacts by how they found you

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Tags System

Tags are flexible labels you create to categorize contacts:

Pre-built Tags (suggestions):

• Hot Lead
• Warm Lead
• Cold Lead
• Past Client
• Investor
• First-Time Buyer
• Luxury Buyer
• Seller
• Renter
• Referral Source

Creating Tags:

1. Click Manage Tags button
2. Enter tag name and select color
3. Save tag
4. Apply to contacts individually or in bulk

Tag Best Practices:

• Use consistent naming conventions
• Don't create too many (15-20 is plenty)
• Use colors meaningfully (red = hot, blue = cold, green = client)
• Review and clean up unused tags quarterly

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Bulk Actions

Select multiple contacts (checkboxes) to perform bulk actions:

Available Bulk Actions:

1. Bulk Tag:

   • Add or remove tags from selected contacts
   • Great for campaign grouping

2. Bulk Email:

   • Send email to all selected contacts
   • Use templates or compose new
   • Respects unsubscribe status

3. Bulk Export:

   • Download selected contacts as CSV
   • Choose which fields to include
   • Import into other tools

4. Bulk Delete:

   • Permanently remove contacts
   • Use cautiously - cannot be undone
   • Consider archiving instead

5. Bulk Archive:

   • Move to archived status
   • Cleans up active view
   • Can unarchive later if needed

6. Bulk Pipeline Assignment:

   • Add selected contacts to pipeline
   • Choose pipeline and stage
   • Great for campaign follow-up

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Sorting and Organization

Sort Contacts By:

• Name (A-Z or Z-A)
• Date Added (newest or oldest first)
• Last Activity (most or least recent)
• Email (alphabetical)
• Phone (numerical)
• Any Custom Field

Typical Sort Preferences:

• New agent: Sort by "Date Added" (newest first) to follow up on latest leads
• Established agent: Sort by "Last Activity" (least recent) to find who needs attention
• Relationship building: Sort by "Last Activity" to systematically touch base with everyone

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Contact List Views

Default View: All active contacts in table format

Available Views:

1. Table View (default):

   • Rows and columns
   • Shows most info at once
   • Best for scanning many contacts
   • Quick multi-select

2. Card View:

   • Visual cards for each contact
   • Shows contact photo if available
   • Better for visual thinkers
   • Easier to see tags at a glance

3. Compact View:

   • Minimal information display
   • Fits more contacts on screen
   • Best for quick lookups
   • Mobile-friendly

Switch Views: Click view toggle buttons in top right of contacts table

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Mobile Contacts Management

The contacts dashboard is fully mobile-responsive:

Mobile Features:

• Swipe contact cards for quick actions
• Tap to call or email instantly
• Add contacts with camera (business card scan)
• Quick add at open houses
• Offline mode (syncs when online)
• Location-aware (map nearby contacts)

Best Mobile Practices:

• Add contacts immediately (don't wait until office)
• Use quick tags on mobile
• Log notes right after conversations
• Set reminders while details are fresh

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Search Tips and Tricks

Basic Search:

• Type name, email, or phone in search box
• Results appear instantly
• Click result to open contact

Advanced Search:

• Partial Match: Type "john" finds "Johnson", "John Smith", etc.
• Phone Search: Type any part of phone number
• Email Domain: Type "@gmail.com" to find all Gmail contacts
• Multiple Words: "john miami" searches both terms

Search Shortcuts:

• / (slash key) to jump to search box
• Esc to clear search
• Arrow keys to navigate results
• Enter to open highlighted contact

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Performance and Database Size

Database Limits: No hard limit, but performance considerations:

• Under 1,000 contacts: Instant performance, no issues
• 1,000 - 10,000 contacts: Excellent performance, use segments
• 10,000+ contacts: Great performance, definitely use segments and filters

Keep Your Database Healthy:

• Archive inactive contacts (not deleted, just out of active view)
• Merge duplicate contacts when found
• Regularly clean up test contacts
• Remove bounced/invalid emails
• Update contact info when it changes

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Contact Permissions

Different team roles have different contact access:

Sharing Contacts:

• Contacts can be assigned to specific team members
• Shared contacts visible to all team members
• Transfer ownership when needed
• Set team-wide vs individual contact rules

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