Contacts overview
List, search, filter and segment your buyer, seller, tenant and landlord records on the Contacts screen.
3 min read
Contacts is where every buyer, seller, tenant and landlord who reaches your office is recorded. Conversations, the assistant's calls, appointments, opportunities, notes and tasks all hang off this record.
You won't create most records yourself. When someone rings the office, the assistant creates the contact, fills in the Property enquiry fields (enquiry type, budget, area, rooms, timing, listing of interest) and adds tags. Your job is to use those records well and keep them up to date.
The Contacts screen
- Click Contacts in the left menu.
- Smart lists. The tabs above the table are saved filters. All shows everyone; lists such as Hot leads or Buyers – Kadıköy show a segment. See Smart lists.
- Search and filters. Use Quick search for name, phone or email; More Filters adds conditions such as tag, area, enquiry type or date created.
- Contact table. Each row is a contact. Click a name to open the contact detail page. Tick the boxes on the left to select several contacts for a bulk action.
- Import / Add Contact. Import contacts from a file or add them one by one.
The ⋮ menu in the top right holds Manage Smart Lists and Restore (bring back deleted contacts).
Top tabs
| Tab | What it's for |
|---|---|
| Smart Lists | The contact table and saved lists (the default view). |
| Bulk Actions | History of imports, bulk tagging, bulk messages and bulk deletes. |
| Tasks | One list of tasks across all contacts, including those the assistant created. See Tasks and notes. |
Choosing columns
Use Columns to choose which fields appear in the table. Useful columns for an estate agency: Enquiry type, Area, Budget, Rooms, Marketing consent, Contact Owner and Tags. Our team creates these fields during setup, in the Property enquiry and Consent groups. Details: Recommended custom fields.
Tip
Always store phone numbers with the country code (+90…). WhatsApp and calls only reach correctly formatted numbers, and duplicate checks depend on it.
Where do contacts come from?
- Assistant calls: a new caller gets a new record; a known caller is added to their existing record. See CRM updates after a call.
- Messages: anyone who messages you for the first time on WhatsApp, Instagram, Messenger or website chat becomes a contact automatically.
- Meta lead forms: enquiries from your ads. See Facebook lead forms.
- Web forms and bookings: a form or booking link on your website.
- Import and manual entry: past enquiries from Excel, walk-ins and referrals.
A contact and an opportunity are different things: the contact is the customer, the opportunity is one deal with that customer. The same person can be a seller selling their flat and later a buyer looking for a new home; they'll have two opportunities. See Opportunities overview.
Who sees which contacts?
Depending on their role, some team members only see contacts assigned to them. See Restricting data access.
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