Contacts

Contacts are the foundation of your CRM. They represent individuals you interact with - leads, customers, partners, or any person relevant to your business.

Video walkthroughs

Your First Contact

The Contact Detail Panel

List View, Search and Advanced Filters

Views

The Contacts page offers three different ways to view and manage your data.

List View

The default view displays contacts in a sortable, filterable table with customizable columns.

Features:

• Search: Find contacts by name, email, phone, or any field
• Filters: Apply preset or custom filters
• Sorting: Click column headers to sort
• Column Management: Show/hide and reorder columns
• Bulk Actions: Select multiple contacts for batch operations

Board View

A Kanban-style board that organizes contacts by lifecycle stage.

Features:

• Drag & Drop: Move contacts between stage columns to change their lifecycle stage
• Stage Management: Customize lifecycle stages via "Lifecycle Stage Settings"
• Visual Overview: See contact distribution at a glance

Analyse View

Built-in analytics dashboard for contact insights.

Features:

• Date Range Picker: Filter by time period
• Charts & Metrics: Visual representation of contact data
• Export: Download reports as PDF

Working with Contacts

Adding a Contact

1. Click the + Add Contact button
2. Fill in contact information:
   • First Name / Last Name
   • Email (primary identifier)
   • Phone
   • Company (link to existing company)
   • Job Title / Department
   • Social Links (LinkedIn, Twitter)
   • Custom Fields (organization-specific)
3. Click Save

Editing a Contact

1. Click on any contact to open the detail panel
2. Modify fields directly
3. Changes auto-save or click Save

Contact Detail Panel

The detail panel shows comprehensive contact information:

Section	Contents
Profile	Photo, name, title, company
Contact Info	Email, phone, social links
Custom Fields	Organization-defined fields
Activities	Timeline of interactions (emails, calls, meetings, workflow executions)
Deals	Associated deals
Notes	Internal notes — attach files, @mention team members
Tasks	Related tasks
Events	Tracked events and visits

Contact Fields & Lifecycle

Custom Fields

Extend contact data with organization-specific fields:

Supported Types:

• Text / Long Text
• Number / Currency
• Date / DateTime
• Single Select / Multi-Select
• Checkbox
• Email / Phone / URL
• Formula

See Organization Settings for custom field setup.

Contact Lifecycle

Track contact progression through your sales/relationship process. The lifecycle is fully configurable per organization — it is not a fixed, universal list. Each organization defines its own ordered set of lifecycle stages, and every contact references one of them.

Seeded default stages (applied to newly created organizations):

1. Lead
2. MQL (Marketing Qualified Lead)
3. SQL (Sales Qualified Lead)
4. Opportunity
5. Customer
6. Evangelist

These defaults are a starting point only. You can add, rename, reorder, and recolor stages to match your own pipeline.

Managing Stages

From the Board view:

1. Open Lifecycle Stage Settings from the Board view menu
2. Add, remove, or rename stages
3. Set stage colors
4. Reorder stages

On the Board, drag a contact between stage columns to change its lifecycle stage.

note

Lifecycle stages are distinct from the separate call_status and communication_opt_in_status fields. Those track call outcomes and communication consent respectively — they are not part of the contact lifecycle.

Filtering Contacts

Quick Filters (Presets)

Pre-built filters for common views:

• All Contacts: No filter applied
• Recent: Created in last 7 days
• Active: Contacts with recent activity
• Needs Follow-up: Contacts requiring attention

Common Filter Fields

Filter	Example
Lifecycle Stage	Lead, MQL, Customer (per-org stages)
Owner	Assigned team member
Company	Filter by company
Created Date	Last 30 days
Tags	Specific tags

Saved Filters

Create and save custom filter combinations:

1. Click Filters → Advanced Filters
2. Add conditions (field, operator, value)
3. Click Save Filter
4. Name your filter
5. Optionally make it Public for team access

Advanced Filtering

Supports complex filter logic:

• AND/OR condition groups
• Multiple conditions per group
• All field types: text, number, date, select, boolean
• Cross-entity filters: Filter by related deals, companies, etc.

Tags

Use tags for flexible categorization:

• Add tags from the contact detail panel
• Filter by tags in the list view
• Create automation based on tags (see Workflows)

Import & Export

Importing Contacts

1. Navigate to Contacts
2. Click the Import button (More menu → Import Contacts)
3. Upload your CSV file
4. Map columns to Expedify fields
5. Review the preview
6. Click Import — the import executes in the background

Preparing Your CSV

Required columns:

• name or first_name + last_name
• email

Optional columns:

• phone
• company
• title
• address
• Any custom fields you've created

CSV requirements:

• UTF-8 encoding
• Header row required
• Email column used for duplicate detection

Example CSV:

name,email,phone,company,title
John Doe,john@example.com,+1234567890,Acme Inc,CEO
Jane Smith,jane@example.com,+0987654321,Tech Corp,CTO

Field Mapping

The import wizard will:

• Auto-detect common field names
• Let you manually map unrecognized columns
• Skip columns you don't need

CSV Column	Maps To
name, full_name	Name
email, email_address	Email
phone, mobile	Phone
company, organization	Company

Handling Duplicates

Choose how to handle existing contacts (matched by email):

Option	Behavior
Skip	Don't import if email exists
Update	Update existing record with new data
Create duplicate	Always create a new record

Import Limits

• Maximum 10,000 rows per import
• File size limit: 10MB
• Supported formats: CSV, XLSX

Import Best Practices

1. Clean your data first - Remove duplicates and fix formatting
2. Test with a small batch - Import 10-20 records first
3. Use consistent formatting - Phone numbers, dates, etc.
4. Include company names - Helps auto-link to companies

Import Troubleshooting

Issue	Solution
Encoding errors	Save CSV as UTF-8
Missing fields	Check column mapping
Date format issues	Use YYYY-MM-DD format

Exporting Contacts

1. Apply desired filters (optional)
2. Click More menu → Export to CSV
3. Choose format (CSV, Excel) and select columns to include
4. Download starts automatically

Export includes:

• All visible / selected columns
• Applied filters respected
• Up to 10,000 records per export

Column Management

Customize which fields appear in the list view:

1. Click More menu → Manage Columns
2. Toggle visibility: Show/hide columns
3. Reorder: Drag columns to reorder
4. Add columns: Include custom fields
5. Click Save

Column preferences are saved per user.

Bulk Operations

Select multiple contacts to perform batch actions:

1. Click Select Multiple from the menu (or use checkboxes)
2. Select contacts
3. Choose an action:
   • Update / Edit: Change a field's value for all selected
   • Delete: Remove selected contacts
   • Merge: Combine duplicates (see below)

Merging Duplicates

1. Select the duplicate contacts
2. Click Bulk Actions → Merge
3. Choose the primary record
4. Review the merged data
5. Confirm the merge

Permissions

Access levels for contacts:

Permission	Description
View Contacts	See contact list and details
Create Contacts	Add new contacts
Update Contacts	Edit contact information
Delete Contacts	Remove contacts
Export Contacts	Download contact data
Import Contacts	Bulk import contacts

Keyboard Shortcuts

Shortcut	Action
N	New contact
/	Focus search
Esc	Close detail panel
J / K	Navigate list

Next Steps

• Companies - Link contacts to companies
• Deals - Associate contacts with deals
• Segments - Group contacts for campaigns
• Workflows - Automate contact management
• Contact API - Programmatic access