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Use the Contacts screen to keep your company’s contact records up to date: each person’s name, contact details and status, and the rep they’re assigned to.

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Where to find it

In the admin sidebar, under People, select Contacts.
To open this screen, your role needs View only or Full access for Contacts. View only lets you search the list, open contacts and export them. To add, edit or delete contacts, your role needs Full access. On the Roles screen, Contacts is in the People card. Open the card and set access from the Contacts area’s menu, not the card’s.

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What’s on the screen

The Export and Add Contact buttons are at the top of the page. Below them is the list of contacts. Use the search box above the list to find contacts by first name, last name, email or phone number. If no contacts match, No contacts found appears. More contacts load as you scroll down. The list has these columns:
  • ID: the contact’s ID number.
  • Name: the contact’s full name.
  • Email and Phone: the contact’s email address and phone number.
  • Status: the contact’s status, such as New or Lead.
A dash means the contact has no value in that column. Click a contact to open its page. Each row’s actions menu has Edit, which also opens the contact’s page, and Delete. To select contacts, check the boxes at the start of their rows. The checkbox in the table header selects every contact loaded so far. When you select contacts, the header shows how many, such as 3 selected, and its actions menu has a delete option for them, such as Delete 3 rows. On small screens, the list shows each contact’s name, email and status, with no checkboxes or actions menus. Tap a contact to open it.

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Tasks

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Add a contact

The New Contact page has the Assign Rep card at the top, followed by the contact’s fields:
  • First Name and Last Name: required.
  • Email: optional. If you enter one, it must be a valid email address.
  • Phone
  • Status: New, Active, Inactive, Cold, Lead or Customer. A new contact starts as New.
  • Full Address, City, State/Province and Postal Code
  • Country: choose the country from the list.
1

Start a new contact

On the Contacts screen, click Add Contact. The New Contact page opens.
2

Choose a rep

This step is optional. In the Assign Rep card, type a rep’s name or email, then select the rep from the results. Only reps appear in the results.
3

Enter the details

Enter the First Name and Last Name, and fill in any other fields you need.
4

Add the contact

Click Add Contact at the top of the page. A confirmation message appears and the contact’s page opens.
If First Name or Last Name is empty, a message appears under the field and the contact isn’t added. To leave without adding the contact, click Cancel.

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Edit a contact

A contact’s page is titled with the contact’s name. On the left, the Contact Information card shows the contact’s saved name, status, email, phone and address, and the Assign Rep card is below it. On the right are the same fields as on the New Contact page. Save and an actions menu are at the top of the page.
1

Open the contact

In the list, click the contact, or choose Edit from its actions menu.
2

Make your changes

Change the fields you need. Save stays grayed out until you change something.
3

Save

Click Save. A confirmation message appears and you stay on the contact’s page.
If First Name or Last Name is empty when you click Save, a Please fix the form errors before saving message appears and nothing is saved.

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Assign or change a rep

The Assign Rep card shows the rep the contact is assigned to, with Clear and Edit buttons. If the contact has no rep, the card shows a search box instead.
1

Open the contact

In the list, click the contact.
2

Choose the rep

In the Assign Rep card, click Edit if the contact already has a rep. Type the rep’s name or email, then select the rep from the results. To keep the current rep instead, click Back.
3

Save

Click Save at the top of the page. The new rep isn’t saved until you do.
To remove the contact’s rep, click Clear in the Assign Rep card, then click Save.

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Export contacts

1

Open the export

On the Contacts screen, click Export. The Export Contacts dialog opens.
2

Start the export

Click Export in the dialog. A message says your file will be emailed shortly.
3

Download the file

Fluid emails you a message titled “Your Contacts export is ready”. Click Download in the email to get the CSV file.
Each row in the file is a contact, with the contact’s avatar URL, first name, last name, email, phone and status. The file includes all your contacts, so check it before you share it.

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Delete contacts

1

Choose Delete

In the list, choose Delete from the contact’s actions menu. To delete several contacts, select their rows and choose the delete option from the table header’s actions menu, such as Delete 3 rows.
2

Confirm

In the Delete contact? dialog, click Delete. A confirmation message appears.
You can also delete a contact from its page. Open the actions menu at the top of the page and choose Delete. In the Delete Contact dialog, click Delete. You return to the contacts list.
Deleting a contact can’t be undone.

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Frequently asked questions

On the Contacts screen, click Add Contact. Enter the contact’s First Name and Last Name, which are required, and any other details, such as Email, Phone, Status, the address and Country. To assign the contact to a rep, choose the rep in the Assign Rep card. Then click Add Contact. See Add a contact.
Use each contact’s Status and rep. Status can be New, Active, Inactive, Cold, Lead or Customer, and the list’s Status column shows it for every contact. To update a contact, open it, change Status or the rep in the Assign Rep card, and click Save. See Edit a contact and Assign or change a rep.
Adding, editing and deleting contacts needs Full access for Contacts. Ask an admin who manages roles to update your role. See Roles.