Manage your client database - import contacts, use custom fields, tags, segments, and lifecycle stages.
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Manage your client database - import contacts, use custom fields, tags, segments, and lifecycle stages.
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Every conversation, opportunity, invoice, and workflow in Seedly CRM connects back to a contact record. This page covers creating, organizing, and managing your contacts.
The contacts page shows all contacts in your sub-account as a searchable, filterable table.
The table displays name, email, phone, company, lifecycle stage, engagement score, tags, assigned user, and created date. You can customize which columns are visible.
Use the search bar to find contacts by name, email, phone number, or company.
Filter contacts by:
Combine multiple filters to narrow your view. Save a filter combination as a Segment to reuse it later.
| Field | Required | Description |
|---|---|---|
| First name | Yes | Contact's first name |
| Last name | No | Contact's last name |
| No | Email address (needed for email campaigns and Gmail sync) | |
| Phone | No | Phone number (needed for SMS) |
| Company | No | Company name (creates or links to a company record) |
At minimum, a contact needs a first name. To communicate with a contact, you need their email (for email) or phone number (for SMS).
Click a contact to open their detail page. This includes:
All standard and custom fields - edit any field by clicking on it. Fields include name, email, phone, company, address, source, lifecycle stage, assigned user, and any custom fields you have defined.
A chronological log of everything related to this contact:
View all conversations with this contact across every channel (SMS, email, Messenger, Instagram). Click a conversation to jump to the inbox.
Add internal notes about the contact. Notes are visible to your team and appear in the activity timeline.
All pipeline opportunities associated with this contact.
All invoices sent to this contact.
Scheduled and past appointments.
Companies group contacts that belong to the same organization.
Companies can be created:
A company record shows:
Set the Company field on a contact to link them. Multiple contacts can share the same company.
Import contacts from a spreadsheet.
Extend contact records with fields specific to your business.
Go to Settings → Custom Fields to create, edit, reorder, and delete fields. Custom fields appear on the contact detail page and are available in filters, segments, workflows, and forms.
Tags are labels you apply to contacts for quick categorization and filtering.
Select multiple contacts in the list view and use the bulk actions toolbar to add or remove tags from all selected contacts at once.
Segments are saved filter combinations that define a group of contacts. They are used for campaign targeting and reporting.
Segments are dynamic - the contacts in a segment update automatically as contact data changes. If a contact meets the filter criteria, they are included. If they no longer meet the criteria, they are removed.
Every contact has a lifecycle stage that indicates where they are in your relationship:
| Stage | Meaning |
|---|---|
| Lead | New contact, not yet qualified |
| Qualified | Evaluated and considered a potential client |
| Customer | Active paying client |
| Repeat | Returning client with multiple engagements |
| Inactive | No recent activity or engagement |
Change a contact's lifecycle stage from their detail page. Stage changes are logged in the activity timeline and can trigger workflows.
Each contact has an engagement score that reflects how actively they interact with your communications and content.
| Tier | Score Range | Meaning |
|---|---|---|
| Hot | 76-100 | Highly engaged |
| Warm | 51-75 | Moderately engaged |
| Cool | 26-50 | Some engagement |
| Cold | 0-25 | Low or no engagement |
Scores update automatically based on activity - opening emails, clicking links, replying to messages, submitting forms, and other interactions. You can also adjust scores manually or through workflow actions.
Select multiple contacts in the list view to:
When you delete a contact, it moves to the Trash. Contacts in the trash:
To view trashed contacts, switch to the trash view from the contacts list.
Export your contacts as a CSV file:
The export includes all standard and custom fields.
| Feature | Detail |
|---|---|
| Fields | Name, email, phone, company, address, source, lifecycle stage, custom fields |
| Companies | Group contacts by organization with shared timelines |
| Import | CSV upload with column mapping and duplicate handling |
| Custom fields | Text, number, date, dropdown, radio, checkbox, URL, email, phone, monetary, file, signature, text list |
| Tags | Labels for categorization, with folder organization |
| Segments | Dynamic saved filters for targeting and reporting |
| Lifecycle stages | Lead, Qualified, Customer, Repeat, Inactive |
| Scoring | Hot (76+), Warm (51-75), Cool (26-50), Cold (0-25) |
| Bulk actions | Tag, assign, enroll in workflow, export, delete |
| Trash | Soft delete with restore capability |