Contacts
Contacts are the people you have a real relationship with: customers, clients, and anyone you’re actively working with on a sale or inquiry. While Leads are people who have shown interest, Contacts are where you track the relationship and its value over time.
Head to CRM → Contacts in your dashboard to see them.
How contacts are added
There are two ways a contact ends up on your list:
- Converted from a lead — when a lead is ready, use Convert to Contact on the Leads page. Their details, linked social accounts, and website conversations come along with them.
- By hand — click Add New Contact to add someone directly.
If one of your contacts chats with your Assistant or leaves their details on your website, and their email or phone number matches, the conversation is added to their contact record. No new lead is created, and a note tells your team they got in touch.
Finding a contact
When you open the page, you’ll see the contacts created in the last 30 days. Use the date picker at the top to choose a different period, such as this week, last month, or a custom range.
To look up a specific person no matter when they were added, open Global contact search and click Search filters. You can search by:
- Name
- Email — checks all of a contact’s email addresses
- Phone — checks all of a contact’s phone numbers
- Owned by — the teammate responsible for the contact
- Source — where the contact came from, like Website or Instagram
- Social handle — their username on a social platform
Results update as you type. Click Clear to go back to your date range.
You can also sort and filter the table itself. Click any column header, like Created On, Status, or Follow Up Date, to sort by it.
The contacts table
Each row shows the contact’s name and company, their stage, email, phone, owner, and follow-up date. At the end of every row you’ll find two quick actions:
- View Contact — open the contact’s full details
- View Latest Conversation — read their most recent website chat (greyed out if there isn’t one)
Adding a contact by hand
Click “Add New Contact”
You’ll find it at the top right of the Contacts page.
Fill in their details
Enter a Contact Name and, if you like, a Company Name. You need at least one email address or phone number.
Assign it and set a follow-up (optional)
Pick the Assigned Teammate and choose a Follow Up Date and time if you’d like a reminder. If you don’t pick a teammate, the contact is assigned to you.
Save
Assistloft checks for duplicates when you save. If the email or phone number already belongs to another contact or lead, you’ll see a message with a button to open that existing record instead.
Inside a contact
Click View Contact on any row to open the contact’s details. Use Copy Link at the top to share this contact with a teammate.
Moving a contact through your pipeline
At the top of every contact you’ll see its Contact Lifecycle, the stages of your relationship:
- Signal — early interest or intent detected
- Fit — qualified as a good match
- Build — the relationship is developing
- Close Sale or Inquiry — the final conversation or decision stage
- Won — converted successfully
- Lost — no longer moving forward
Click a stage to move the contact there. You can add an optional note explaining why, and the change is saved to the contact’s notes so your team can see what happened.
A new contact needs to be saved before you can move it through the lifecycle.
The four tabs
- General Info — the contact’s name and company, up to three email addresses and phone numbers (primary, other, and company), up to three addresses, the assigned teammate, and the follow-up date. Make changes and click Save.
- Revenue Calculations — what this relationship could be worth (see below).
- Conversations — everything this contact has said to you:
- their linked social media accounts and recent social conversations. Click Open to jump into that conversation in your Social Inbox.
- their recent website conversations (chats with your Assistant and contact form messages), including the ones they had while they were still a lead. Click Open to read the chat right there, without leaving the contact.
- Notes — a running log for your team. Type a note and press Enter to add it. Type @ to mention a teammate. They’ll get a notification that they were tagged.
Tracking what a deal is worth
The Revenue Calculations tab helps you see the value of each relationship:
-
Estimated Value — how much you expect this deal to be worth.
-
Win Probability — how likely you are to win it. Each stage has a default:
Stage Default probability Signal 15% Fit 35% Build 60% Close Sale or Inquiry 85% Won 100% Lost 0% If you know better, type your own number in Win Probability override. Leave it blank to use the stage default.
-
Weighted Value — the estimated value multiplied by the win probability. For example, a $1,000 deal at 60% has a weighted value of $600.
Remember to click Save after changing these numbers.
Who sees which contacts
- Account owners and admins see every contact and can search by Owned by to find a specific teammate’s contacts.
- Teammates see the contacts they created and the contacts assigned to them.
Sharing contacts with a team
Account owners and admins can group teammates who work together into a team, so they can see each other’s contacts. To set one up, go to Team → Teams, create a team, add the teammates, and tick Shares Contacts. Everyone in that team can then see the contacts the other members created or were assigned.
A team can also tick Shares Leads to share leads the same way.