Contact Management

Overview

The Contact Management module is the heart of your Agent Teammate CRM system. It allows you to store, organize, and track all interactions with your clients, prospects, and business contacts. This powerful feature helps you maintain detailed records of everyone in your real estate network.

Dashboard Statistics

The contact dashboard provides real-time insights into your contact database:

Total Contacts: Complete count of all contacts in your database
Active Clients: Currently engaged clients with ongoing transactions
New Leads: Recent leads from the past 30 days
Follow-up Required: Contacts needing attention or follow-up

Adding New Contacts

Creating a Contact

Access Add Contact

Click the Add Contact button in the top-right corner of the contacts page.

Enter Basic Information

Fill in the essential contact details:

First Name and Last Name (required)
Email address (primary contact method)
Phone number (mobile and/or office)
Contact type (Client, Lead, Vendor, etc.)

Add Address Information

Include current address details for mailing and location purposes.

Set Contact Preferences

Configure communication preferences and assign tags for easy categorization.

Save the Contact

Click Save Contact to add the contact to your database.

Screenshot: Add Contact form showing all required and optional fields

Contact Types and Categories

Contact Type	Description	Use Cases
Client	Active customers with ongoing or completed transactions	Property buyers, sellers, current tenants
Lead	Potential customers who have shown interest	Website inquiries, referrals, open house visitors
Prospect	Qualified leads ready for active engagement	Pre-approved buyers, serious sellers
Vendor	Service providers and business partners	Inspectors, contractors, lenders, title companies
Referral Source	Contacts who provide referrals	Past clients, other agents, business partners

Managing Contact Lists

Viewing and Searching Contacts

Browse All Contacts

The main contact list displays all contacts with key information including name, email, phone, and last activity date.

Use Search Filters

Apply filters to find specific contacts:

Text Search: Search by name, email, or phone
Contact Type: Filter by client, lead, vendor, etc.
Tags: Filter by assigned tags
Activity Date: Find contacts by last interaction

Sort Contact Lists

Click column headers to sort by name, date added, last activity, or contact type.

Advanced Search Tips

Use quotation marks for exact phrase searches
Combine multiple filters for precise results
Save frequently used search criteria as custom views
Use the global search Ctrl + K for quick lookups

Contact Actions and Management

Bulk Operations

Efficiently manage multiple contacts at once:

Select Multiple Contacts

Use checkboxes to select individual contacts or the header checkbox to select all visible contacts.

Choose Bulk Action

Available bulk actions include:

Add tags to selected contacts
Export contact information
Delete multiple contacts
Change contact types
Send bulk emails

Execute Action

Confirm the bulk action and review the results summary.

Individual Contact Actions

For each contact, you can:

View Details: Click the contact name to open the detailed contact page
Quick Edit: Hover over contact info to make quick changes
Send Email: Click the email icon to compose a message
Call Contact: Click the phone icon to initiate a call (if integrated)
Add to Deal: Associate contact with a new or existing deal
Schedule Appointment: Create calendar events with the contact

Importing Contacts

CSV Import Process

Prepare Your Data

Ensure your CSV file includes standard headers like First Name, Last Name, Email, Phone, etc.

Access Import Tool

Click the Import button on the contacts page.

Upload CSV File

Select your prepared CSV file and upload it to the system.

Map Fields

Match CSV columns to Agent Teammate contact fields. The system will auto-detect many common fields.

Review and Import

Review the import preview and click Import Contacts to complete the process.

Import Guidelines

Maximum file size: 10MB
Supported format: CSV only
Email addresses must be unique
Review duplicate handling options before importing

Contact Tags and Organization

Using Tags Effectively

Tags help you categorize and organize contacts for better management:

Lead Source Tags: "Website", "Referral", "Open House", "Social Media"
Interest Tags: "First Time Buyer", "Investment Property", "Luxury Market"
Status Tags: "Hot Lead", "Follow-up Required", "Not Ready", "Converted"
Geographic Tags: "Downtown", "Suburbs", "Waterfront", "Rural"

Creating Custom Tags

Add New Tag

While editing a contact, type a new tag name in the tags field.

Choose Tag Color

Assign colors to tags for visual organization and quick identification.

Apply to Contacts

Add the new tag to relevant contacts individually or through bulk operations.

Contact Communication History

Agent Teammate CRM automatically tracks all interactions with your contacts:

Tracked Activities

Email communications (sent and received)
Phone calls (when integrated with phone system)
Appointments and meetings
Property showings
Document sharing and downloads
Website activity and property views

Adding Manual Activities

Open Contact Details

Navigate to the specific contact's detail page.

Access Activity Timeline

Click on the "Timeline" or "Activity" tab to view communication history.

Add Activity

Click Add Activity to record manual interactions.

Enter Activity Details

Select activity type, date, and add detailed notes about the interaction.

Best Practices

Data Quality Management

Consistent Naming: Use standardized name formats and spelling
Complete Profiles: Fill in all available contact information
Regular Updates: Keep contact information current and accurate
Duplicate Prevention: Check for existing contacts before adding new ones

Lead Management

Quick Response: Follow up with new leads within 15 minutes when possible
Lead Scoring: Use tags to indicate lead quality and priority
Nurture Campaigns: Set up automated follow-up sequences for different lead types
Conversion Tracking: Update contact types as leads progress through your sales funnel

Privacy and Compliance

Obtain proper consent before adding contacts to marketing lists
Provide easy opt-out options for email communications
Regularly clean your database of inactive or unengaged contacts
Follow local real estate regulations for client data management

Troubleshooting

Cannot Find a Contact

Solution: Try different search terms, check spelling, or browse by contact type. The contact might be tagged differently than expected.

Duplicate Contacts Created

Solution: Use the merge contacts feature to combine duplicate records. Always search before adding new contacts.

Import Failed

Solution: Check CSV format, ensure required fields are present, and verify file size limits. Review error messages for specific issues.