📇 Contact Management Guide

📊 Contact Management Overview

Your contact management system is the central hub for all customer information, providing powerful tools for organization, communication, and business growth.

📋 Understanding Your Contact Metrics

• 📇 Total Contacts: All contacts in your database (3 contacts currently)
• ✅ Active Subscribers: Contacts who are actively engaged (67% engagement rate)
• 📈 This Month: New contacts added in the current month (+3 growth)
• 🏷️ Email Lists: Segmented contact groups for targeted campaigns (0 lists currently)

🚀 Getting Started with Contacts

Your contact system is currently showing 3 total contacts, which is a great starting point. Here's how to grow and organize your database:

1. Add Individual Contacts: Use the "Add Contact" button to manually add new customers
2. Import Existing Database: Use "Import CSV" to upload your existing customer lists
3. Create Email Lists: Segment your contacts into targeted groups for marketing
4. Add Tags: Organize contacts by interests, purchase history, or demographics
5. Track Engagement: Monitor which contacts are actively engaging with your communications

➕ Adding Individual Contacts

Manually add contacts one by one with comprehensive information capture and organization features.

📝 Contact Form Fields Explained

🆔 Basic Information

• First Name: Contact's first name for personalization
• Last Name: Contact's surname for formal communications
• Email Address: Optional but recommended for email marketing
• Phone Number: UK format (07123456789) or international (+44...)
• Company: Business name for B2B contacts

🏷️ Organization & Status

• Tags: Custom labels for categorization (customer, lead, VIP, etc.)
• Status: Active (receiving communications), Inactive, Pending, or Unsubscribed

📊 Contact Status Management

• ✅ Active: Contact consents to communications and is engaged
• ⏸️ Inactive: Contact exists but isn't currently engaged
• ⏳ Pending: Contact added but consent/verification pending
• ❌ Unsubscribed: Contact has opted out of communications

📥 CSV Import Process

Quickly import large numbers of contacts from spreadsheets, existing databases, or other CRM systems using CSV files.

📋 CSV Import Steps

1. Prepare Your CSV File: Ensure your data is properly formatted with column headers
2. Click "Import CSV": Use the import button on your contact dashboard
3. Select File: Choose your CSV file from your computer
4. Map Fields: Match your CSV columns to Team Connect contact fields
5. Preview Import: Review the data before final import
6. Complete Import: Confirm import and wait for processing
7. Review Results: Check for any errors or duplicate contacts

📄 CSV File Format Requirements

Your CSV file should follow this structure:

📊 Supported CSV Columns

• first_name: Contact's first name (required)
• last_name: Contact's last name (recommended)
• email: Email address (optional but valuable)
• phone: Phone number in UK or international format
• company: Business or organization name
• tags: Comma-separated tags in quotes
• status: active, inactive, pending, or unsubscribed

⚙️ Import Configuration Options

🔍 Duplicate Handling

• Skip Duplicates: Ignore contacts that already exist
• Update Existing: Replace existing contact information with new data
• Create New: Add duplicates as separate contacts
• Merge Data: Combine new information with existing contacts

📧 Default Settings

• Default Status: Set status for contacts without specified status
• Default Tags: Apply specific tags to all imported contacts
• Email Validation: Verify email format during import
• Phone Formatting: Auto-format phone numbers to UK standard

🔧 Common CSV Issues & Solutions

• Missing Headers: Ensure first row contains column names
• Special Characters: Save file as UTF-8 to preserve accents and symbols
• Phone Format Errors: Use consistent formatting (07... or +44...)
• Email Validation Failures: Check for typos and invalid formats
• Tag Formatting: Use quotes around comma-separated tags

🏷️ Tags & Organization System

Use tags and organizational tools to segment your contacts for targeted marketing, personalized service, and efficient customer management.

🎯 Tag Strategy & Best Practices

Tags are powerful organizational tools that help you categorize contacts based on various criteria:

📊 Customer Lifecycle Tags

• prospect: Potential customers who haven't purchased yet
• lead: Contacts who have shown interest in your services
• customer: Active customers who have made purchases
• vip: High-value or long-term customers
• inactive: Customers who haven't engaged recently
• churned: Former customers who have stopped using services

🏢 Service-Based Tags

• loft-conversion: Interested in loft conversion services
• quote-requested: Has requested a price quote
• consultation: Booked or completed consultation
• emergency: Required emergency services
• maintenance: Regular maintenance customers
• warranty: Contacts with active warranties

📍 Geographic Tags

• manchester: Customers in Manchester area
• london: London-based customers
• remote: Customers outside primary service areas
• local: Customers within quick response area

📋 Creating Email Lists from Tags

Transform your tagged contacts into targeted email lists for marketing campaigns:

1. Identify Target Audience: Decide which contacts to include in your campaign
2. Filter by Tags: Use tag filters to select relevant contacts
3. Create Email List: Convert filtered contacts into a named email list
4. Verify List Quality: Check for valid email addresses and active status
5. Launch Campaign: Use the list for targeted email marketing

🔄 Dynamic vs Static Lists

• Dynamic Lists: Automatically update when contacts are added or tags change
• Static Lists: Fixed lists that don't change unless manually updated
• Smart Segments: Advanced rules-based lists (tag + status + activity)
• Behavioral Lists: Based on customer actions and engagement history

🔍 Search & Filtering System

Efficiently find and organize your contacts using powerful search and filtering tools.

🔎 Search Capabilities

• 📝 Name Search: Find contacts by first or last name (partial matches supported)
• 📧 Email Search: Search by full or partial email addresses
• 🏢 Company Search: Find all contacts from specific companies
• 📞 Phone Search: Search by phone number (supports various formats)
• 🏷️ Tag Search: Find contacts with specific tags
• 📝 Notes Search: Search within contact notes and custom fields

🎛️ Advanced Filtering Options

📊 Status Filters

• All Status: Show contacts regardless of status
• Active: Only active, engaged contacts
• Inactive: Dormant contacts who may need re-engagement
• Pending: New contacts awaiting verification or first contact
• Unsubscribed: Contacts who have opted out (for cleanup)

🏷️ Tag-Based Filtering

• Single Tag Filter: Show contacts with specific tag
• Multiple Tag Filter: Contacts with any of selected tags (OR logic)
• Tag Combination: Contacts with all selected tags (AND logic)
• Exclude Tags: Hide contacts with certain tags

📅 Time-Based Filters

• Recently Added: Contacts added in last 7, 30, or 90 days
• Last Contact: When you last communicated with them
• Birthday/Anniversary: Contacts with upcoming special dates
• Last Activity: Based on email opens, call interactions, etc.

💾 Saved Searches & Views

• 🔖 Custom Views: Save frequently used filter combinations
• 📊 Smart Lists: Dynamic lists that auto-update based on criteria
• 🎯 Targeted Segments: Pre-configured views for marketing campaigns
• 📈 Performance Views: High-value customers, frequent contacts, etc.

📧 Email List Management

Create and manage targeted email lists for marketing campaigns, newsletters, and customer communications.

📋 Creating Your First Email List

1. Define Your Audience: Decide which contacts should receive specific campaigns
2. Filter Your Contacts: Use tags, status, or other criteria to select contacts
3. Create the List: Name your list and add selected contacts
4. Set List Properties: Configure default settings and permissions
5. Verify Email Addresses: Ensure all emails are valid and active
6. Launch Campaigns: Use your list for targeted email marketing

🎯 Email List Strategy Examples

👥 Customer Lifecycle Lists

• "New Prospects": Recent inquiries who haven't purchased yet
• "Active Customers": Current customers for service updates and offers
• "VIP Customers": High-value customers for exclusive communications
• "Win-Back Campaign": Inactive customers for re-engagement

🏢 Service-Based Lists

• "Loft Conversion Interested": Contacts interested in loft conversions
• "Maintenance Customers": Annual maintenance service reminders
• "Emergency Service": Customers who need rapid response options
• "Warranty Holders": Customers with active warranties

📍 Geographic Lists

• "Local Customers": Within primary service area
• "Manchester Area": Customers in Manchester region
• "Remote Consultations": Customers suitable for remote advice

⚙️ List Configuration Options

📊 List Properties

• List Name: Descriptive name for internal organization
• Description: Purpose and criteria for the list
• List Type: Static (fixed) or Dynamic (auto-updating)
• Default Status: Default status for new subscribers
• Opt-in Requirements: Single or double opt-in confirmation

🔧 Automation Settings

• Auto-Add Rules: Automatically add contacts based on tags or behavior
• Auto-Remove Rules: Remove contacts when conditions change
• Welcome Series: Automated welcome emails for new subscribers
• Cleanup Rules: Remove inactive or bounced email addresses

📊 List Performance Metrics

• 📧 Delivery Rate: Percentage of emails successfully delivered
• 👁️ Open Rate: Percentage of recipients who open your emails
• 👆 Click Rate: Percentage who click links in your emails
• ❌ Unsubscribe Rate: Percentage who opt out of communications
• ↩️ Bounce Rate: Invalid email addresses in your list
• 💰 Conversion Rate: Percentage who take desired actions

📤 Export & Backup Options

Protect your contact data and enable integration with other systems through comprehensive export and backup capabilities.

💾 Export Formats & Options

📊 CSV Export

• Complete Database: Export all contacts with all fields
• Filtered Export: Export only contacts matching specific criteria
• Custom Fields: Choose which contact fields to include
• Tag Export: Include all tags for each contact
• Activity History: Export with last contact dates and engagement data

📧 Email List Export

• Email-Only Export: Just email addresses for simple imports
• MailChimp Format: Compatible with MailChimp imports
• Constant Contact Format: Ready for Constant Contact
• Generic Format: Standard format for most email platforms

🔗 Integration Exports

• CRM Export: Format for Salesforce, HubSpot, etc.
• Google Contacts: Import directly to Google Contacts
• Outlook Format: Compatible with Microsoft Outlook
• JSON Export: For custom applications and APIs

⚙️ Export Configuration

1. Click "Export" Button: Access export options from contact dashboard
2. Choose Export Type: Select between complete, filtered, or list-specific export
3. Select Format: Choose CSV, JSON, or platform-specific format
4. Configure Fields: Select which contact information to include
5. Set Filters: Define criteria if not exporting all contacts
6. Download File: Generate and download your export file

🔒 Data Security & Compliance

• GDPR Compliance: Exports include consent status and opt-in dates
• Encryption: Sensitive data encrypted during export process
• Access Logging: All exports tracked for security audit trails
• Data Retention: Export files automatically deleted after 24 hours
• Permission Controls: Only authorized users can perform exports

📅 Automated Backup Strategy

• Daily Backups: Automatic daily backups of contact database
• Weekly Exports: Scheduled weekly complete database exports
• Monthly Archives: Long-term monthly archives for historical data
• Change Tracking: Backup before major imports or bulk updates
• Recovery Testing: Regular testing of backup restore procedures

🔄 Migration & Integration

• Platform Migration: Export contacts when changing systems
• Multi-Platform Sync: Keep contacts synchronized across platforms
• API Integration: Real-time contact sync with business systems
• Selective Sync: Export specific contact segments for different systems

🚀 Quick Actions

Ready to build your contact database? Use these direct links: