Contacts
A contact is the record for one person or organization, and the hub for everything you know about them. This page tours a contact from top to bottom, then covers sharing contacts with other spaces.
What a contact holds
| Part | What it is |
|---|---|
| Name and type | Who or what this is — see contact types below |
| Phones, emails, addresses | Several of each, with one marked primary per kind |
| Groups | The data groups the contact belongs to (pipelines and categories) |
| Notes | Dated notes with a type and free text |
| Activity | A read-only timeline of everything that happened on this record |
| Relations and links | Connections to other contacts and records — see Linking Records |
| Role panels | Extra field panels the contact's roles switch on — see Roles & Extension Fields |
| Custom fields | Extra fields your space defined for all contacts |
Contact types
Each contact has a type, such as Person or Business. The vocabulary belongs to your space — a clinic may use Patient, a school Student. The type controls which fields make sense and which typed relations are allowed.
Phones, emails, and addresses
A contact can have any number of phones, emails, and addresses, each with a label (Work, Home...). Exactly one entry of each kind is the primary — the one lists, exports, and quick views prefer. Marking a new entry primary automatically un-marks the old one, so there is never zero and never two.
Groups
Groups are your space's categories and pipelines — for example Lead, Active, Archived. Rules worth knowing:
- Every contact belongs to at least one group. New contacts land in the space's default group if you pick none.
- Removing a contact's last group is refused with a clear message — move it to another group instead.
- Administrators can restrict which groups a user sees, so groups can also draw visibility boundaries inside a space.
Notes
Add a note from the notes panel: pick a note type (or give it a custom name) and write your text. Notes are stamped with author and time and show up in the activity feed. Edit or remove your notes from the same panel, permissions permitting.
Activity
The activity panel is a timeline of everything that happened to this contact, newest first: created, fields edited, status changed, notes added, shares. Each entry shows who did it and when. It is read-only — it is the record's memory.
Sharing a contact with another space
If you work with several spaces, you can share a contact instead of retyping it:
- Open the contact and choose Share.
- Pick the target space — the picker offers only spaces you can reach.
- Choose what the receiving space may do with it.
- Include files: none, all, or a hand-picked selection of the contact's attachments.
- Include extra panels: none, all, or choose which extension panels travel along.
- Optionally make it a linked copy, then send.
A linked copy stays connected to the original: when the owner later edits the original, the receiving space gets a sync proposal listing the changes, and someone there approves or rejects it. Nothing in the receiving space changes without that approval.
Global contacts
A super-administrator can mark a contact as global, making it visible in every space — useful for shared vendors or a head-office record. Global contacts are edited centrally, not per space.
Finding contacts
- Quick search above any list finds names, emails, and phone fragments.
- The filter builder answers precise questions — see Filtering & Searching.
- Global search (
Ctrl+K) searches across the app from anywhere and jumps straight to a record.