Find people in your contacts list

Everyone who fills in a form, books, buys, texts you or is imported ends up in Contacts. This article shows how to find the people you want and save that view for next time.

Before you start

• Nothing. The number beside the Contacts title is how many active contacts you have. Archived and merged contacts are not counted.

Steps

1. Open Contacts in the sidebar. The first tab, Contacts, is the list. The other tabs are Pipeline, Tasks, Companies, Bulk Actions and Custom Fields.
2. Search. Type in Search name or email. It matches any part of the first name, last name, email address or phone number, so 07700 finds a phone number and ember finds hello@wickandember.co.uk.
3. Filter. Press Filters, then Add filter. Each filter row has three parts: - the field: First name, Last name, Email, Phone, Social handle, Stage, Channel (where the person came from, such as funnel, manual or booking), Tag or Created; - the condition: is empty, is not empty, equals, contains or in the last N days; - a value, when the condition needs one. For example, Wick & Ember finds last week's workshop sign-ups with Tag · equals · workshop and Created · in the last N days · 7. When you add several rows, a contact must match every one of them. The button shows how many filters are on, for example Filters (2).
4. Choose columns. Press Columns and tick what to show: Name, Email, Phone, Stage, Tags, Next appointment and Created. Next appointment shows the soonest upcoming booking that is not cancelled; hover over it to see the calendar and its time zone.
5. Save the view. Once you change filters or columns, Unsaved changes appears with Save as new (and Save if you are on a saved list you can edit). Press Save as new, give it a name such as Leads without a phone, choose Everyone in this account or Only me, and press Save Smart List.
6. Switch between saved views. Press the first button in the bar (it shows All contacts or the name of the list you are on). Pick a list under Saved filters, or pick All contacts to clear everything.
7. Rename, share, reorder or delete lists. In the same menu choose Rename, share, reorder…. Type over a name to rename it, use the arrows to reorder, switch Everyone on to share it, or press the bin to delete it. You can also delete a list with the bin beside its name in the menu.
8. Page through. Below the list you see Page 1 of 4 · 73 contacts. Choose 10, 20, 50 or 100 / page, and use Previous and Next.
9. Press a name to open that person's record.

What happens next

A Smart List keeps its filters, sort and columns. When you choose it again, the list looks exactly as it did when you saved it. New accounts start with a few saved filters, such as New this week and Needs a phone. If your account has a Customers list, it shows only people who have paid and adds the Orders, Lifetime value and Last order columns.

Smart Lists also drive bulk actions: select everyone a list finds and act on all of them at once.

For agencies

Open the client first (Sub-accounts › Open). Smart Lists belong to the account they were saved in, so a list saved in one client does not appear in another.

Troubleshooting

I cleared my filters and the list still looks filtered. A saved list is still chosen. Open the first button in the bar and choose All contacts.

A Stage filter with "equals" finds nobody. The filter compares against the stage's internal name, not always the label you see. The first default stage, for example, is stored as New_Lead. Use contains with part of the name instead, such as qualified.

Somebody I know is in the account doesn't appear. They may be archived. Open the ··· menu at the top right and choose Restore archived contacts to see the archived list, then Back to active contacts to return.

The list says "No customers yet — a contact becomes a customer when they pay." You are on the Customers list and nobody has paid yet. Choose All contacts.

A colleague can't see the Smart List I made. It was saved as Only me. Open Rename, share, reorder… and switch Everyone on.

Related

• Change, message or export many contacts at once
• Tag contacts
• Use a contact's record and timeline
• Understand the pipeline