Contacts
Overview
Section titled “Overview”Contacts is your client database. Store information about buyers, sellers, leads, and anyone else in your professional network. Each contact tracks their details, where they came from, what they’re looking for, and where they are in your pipeline.
Contact Information
Section titled “Contact Information”Each contact stores:
- Name – Full name (required)
- Email and Phone – Contact methods
- Status – Where they are in your pipeline
- Source – How you found them (website, referral, ad, etc.)
- Referred By – Who sent them your way
- Budget Range – What they can spend
- Timeline – When they’re looking to buy/sell
- Property Preferences – What they want (neighborhoods, beds, features)
[SCREENSHOT of a contact detail page showing all fields]
Contact Status
Section titled “Contact Status”Every contact has a status that tracks where they are in your pipeline:
| Status | What it means |
|---|---|
| New | Just added, hasn’t been qualified yet |
| Qualified | You’ve vetted them and they’re a real prospect |
| Viewing | Actively looking at properties |
| Negotiating | In the middle of a deal |
| Closed | Transaction completed |
| Lost | Didn’t convert |
Each status has a color-coded badge so you can scan your list quickly.
[SCREENSHOT of the contacts list showing different status badges]
Viewing Your Contacts
Section titled “Viewing Your Contacts”Open Contacts from the sidebar to see everyone in your database. The list shows:
- Contact name (with referral source if applicable)
- Status badge
- Budget range
- Source
- Date added
- Task counts (pending and overdue)
Click any contact to open their full detail page.
[SCREENSHOT of the contacts list page]
Contact Detail Page
Section titled “Contact Detail Page”The detail page has three tabs:
- Details – All their contact info and preferences
- Timeline – History of changes (status updates, field edits)
- Tasks – Follow-ups and to-dos linked to this contact
[SCREENSHOT of the contact detail page with tabs visible]
Adding a Contact
Section titled “Adding a Contact”Click Add Contact from the contacts list. Fill in what you know:
- Enter their name (required)
- Add email and phone if you have them
- Set their status (defaults to New)
- Fill in budget, timeline, and preferences if relevant
- Note how you got the lead (source) and who referred them
Click Create Contact and they’re in your database.
[SCREENSHOT of the add contact form]
Editing a Contact
Section titled “Editing a Contact”Open any contact and click Edit Contact. The same form opens with their current info pre-filled. Update whatever’s changed and save.
Common updates:
- Changing status as they move through your pipeline
- Adding budget/timeline once you learn more about their needs
- Updating property preferences after showings
Importing Contacts
Section titled “Importing Contacts”Got a spreadsheet of contacts? Import them in bulk instead of adding one by one.
[SCREENSHOT of the import contacts modal]
Supported Formats
Section titled “Supported Formats”- CSV (.csv)
- Excel (.xlsx)
- Legacy Excel (.xls)
Maximum file size: 10 MB
How Import Works
Section titled “How Import Works”Step 1: Upload your file
Click Import Contacts and drag in your file (or click to browse). The system reads your spreadsheet and shows you what it found.
Step 2: Preview and edit
You’ll see all your contacts in a table before anything gets imported. Each row shows:
- Name, Email, Phone (pulled from your file)
- Validation status (Valid, Invalid, or Pending)
[SCREENSHOT of the import preview table with validation status]
You can edit individual fields right in this table if something looks wrong. Remove rows you don’t want to import with the trash icon.
Step 3: Validate
Click Validate to check everything. The system looks for:
- Missing required fields (name is required)
- Invalid email formats
- Duplicate contacts
Invalid rows get flagged with error messages. Fix them in the table or remove them.
[SCREENSHOT of validation errors displayed on import rows]
Step 4: Import
Once everything validates, click Import. You’ll see a summary:
- How many contacts were imported
- How many duplicates were skipped
The modal closes and your new contacts appear in the list.
Column Mapping
Section titled “Column Mapping”The importer recognizes common column names:
- Name: “Name”, “Full Name”, “Contact Name”
- Email: “Email”, “Email Address”, “E-mail”
- Phone: “Phone”, “Phone Number”, “Telephone”, “Mobile”
If your columns use different names, rename them in your spreadsheet before importing.
Each contact can have tasks attached—follow-up calls, emails to send, meetings to schedule.
From a contact’s detail page, go to the Tasks tab to:
- See pending and completed tasks
- Create new tasks with due dates and priorities
- Mark tasks complete
The contacts list shows task counts so you can spot who needs attention. Overdue tasks get flagged.
[SCREENSHOT of the tasks tab on a contact]
Timeline
Section titled “Timeline”The Timeline tab shows a history of everything that’s changed on a contact:
- When they were created
- Status changes (with old and new values)
- Field updates
Each entry shows who made the change and when.
[SCREENSHOT of the timeline showing status changes]
Related Features
Section titled “Related Features”- Prospect Management – Advanced pipeline tracking for active deals
- Messages – Send messages to your contacts
- Showings – Schedule property viewings