Contacts

Contacts are the core entity in your CRM. Each contact represents a person with their associated information, activity history, deals, and relationships. Workestra tracks contacts through their full lifecycle, from first touch to long-term customer.

Contacts List

Navigate to CRM → Contacts to see all contacts in your workspace. The list page provides powerful filtering, sorting, and bulk operations.

Filter Preset Tabs

Quick-access tabs at the top of the page let you switch between common views:

• All Contacts — Every contact in your workspace
• Qualified — Contacts in the qualified lifecycle stage
• Customers — Contacts marked as customers
• Inactive — Contacts that have gone inactive

A Deals dropdown filter is also available with options for No Deals (contacts without any associated deals) and Active Deals (contacts with at least one open deal).

Search and Filtering

The inline search bar supports debounced server-side filtering, so results update as you type without overwhelming the server. You can search by name, email, company, or any indexed field.

For more advanced filtering, use Saved Filter Presets. Click the filter presets button to save your current filter combination for quick access later. Presets are shared across your workspace.

View Modes

Toggle between two view modes:

• Table view — A dense, sortable table ideal for managing large contact lists
• Grid view — A card-based layout showing contact summaries at a glance

Sorting

In table view, click any column header to sort. Sortable columns include:

• Contact name
• Job title
• Company
• Contact type
• Lifecycle stage
• Last activity date
• Deals count
• Owner

Pagination

Contacts are loaded 50 per page. Use the pagination controls at the bottom to navigate through your full contact list.

Creating Contacts

From the UI

1. Navigate to CRM → Contacts
2. Click New Contact
3. Fill in the required field (email) and any optional fields
4. Optionally select a Company to link this contact to an organization
5. Click Create Contact

The create contact form includes:

From a Company Page

You can also create a contact directly from a company's detail page with the company pre-filled:

1. Navigate to the company's detail page
2. Open the Contacts tab
3. Click Add Contact
4. The company field is automatically pre-filled — just fill in the contact details and save

This is the fastest way to add people to an existing company.

Other Creation Methods

• Quick Add (+) — Use the + button in the header (or Cmd+Shift+N) to quickly create a contact from anywhere in the app. The company can be selected during creation.
• CSV Import — Bulk import contacts from spreadsheets. Click the import button on the contacts list page and upload a CSV file with headers matching contact fields.
• API — Create contacts programmatically via the REST API. See the API documentation for details.
• AI Assistant — Use natural language, e.g., "Create a contact for John Smith at Acme Corp with email john@acme.com"
• Email Sync — Contacts are automatically created from connected email accounts when new correspondents are detected.

CSV Export

Export your contacts to CSV at any time by clicking the Export button on the contacts list page. The export respects your current filters, so you can export a filtered subset of contacts.

Contact Properties

Core Fields

Classification

Additional Fields

Custom Fields

You can add custom fields to contacts at CRM → Settings → Custom Fields. Custom fields appear in the contact detail sidebar and are available for filtering and export.

Contact Detail Page

Click any contact to open their full detail page with a comprehensive view of their profile, activity, and relationships.

Hero Section

The top of the page displays the contact's avatar, full name, lifecycle badge, tags, job title, and company. This gives you an at-a-glance summary of who the contact is.

Action Bar

A row of quick actions sits below the hero section:

• Call — Initiate a call (logged as an activity)
• Email — Open the email composer
• Actions dropdown — Additional options:
  • Message the contact
  • Create a Deal linked to this contact
  • Schedule a Meeting
  • Create a Quote

Metadata Row

Below the action bar, key contact details are displayed inline:

• Email address
• Phone number
• LinkedIn profile link
• Location (city, country)
• Timezone

Lifecycle Phase Chevrons

A visual progress indicator shows where the contact sits in your sales funnel:

New → Engaged → Qualified → Customer → Inactive

Click any phase to update the contact's lifecycle stage. The chevron display makes it immediately clear how far along a contact has progressed.

Lead Score

Each contact has a lead score (0-100) with a letter grade from A (highest) to F (lowest). The score breakdown shows the individual factors contributing to the overall score, helping you understand why a contact is ranked the way they are.

Activity Feed

The activity timeline shows every interaction with the contact in chronological order. Filter the feed by activity type:

• Everything — All activity types combined
• Calls — Phone calls and call logs
• Emails — Sent and received emails
• Meetings — Scheduled and completed meetings
• Notes — Internal notes added by team members
• Proposals — Quotes and proposals sent
• Email Events — Opens, clicks, bounces, and delivery events

Each activity entry shows the timestamp, the team member who performed it, and relevant details.

Context Sidebar

The right sidebar provides structured information at a glance:

• Contact Details — Full property list with inline editing
• Customer History — Timeline of key milestones (first contact, became customer, etc.)
• Tags — View and manage tags
• Custom Fields — Any custom fields you have configured
• Notes — Quick notes section

AI Panel

The AI panel provides intelligent insights powered by your workspace AI:

• AI Summary — A concise, auto-generated summary of the contact's history and current status (cached for 24 hours)
• Suggested Actions — Recommended next steps based on the contact's activity and lifecycle stage
• Similar Contacts — Other contacts in your CRM with similar profiles or behaviors

Linking Contacts to Companies

Every contact can be associated with one company. This relationship powers company-level reporting, deal tracking, and organizational views.

When Creating a Contact

Select a company from the Company dropdown in the create contact form. The dropdown provides a searchable list of all companies in your workspace.

When Editing a Contact

1. Open the contact's detail page
2. Click Edit to open the edit dialog
3. Use the Company field to search for and select a company, or clear it to unlink

From a Company Page

You can link existing contacts to a company from the company detail page:

1. Navigate to the company's detail page
2. Open the Contacts tab
3. Click Link Existing to search for an unlinked contact
4. Select a contact from the search results — they are immediately linked to the company

Bulk Actions

Select multiple contacts from the list view to perform bulk operations:

• Change Status — Update the status of all selected contacts at once
• Assign Tags — Add or remove tags across multiple contacts
• Delete — Remove selected contacts (with confirmation)

To select contacts, use the checkboxes in table view. You can select all visible contacts or pick individual ones.

Merge Contacts

When you have duplicate contacts, use the merge feature to combine them into a single record.

1. Open the contact you want to keep as the target
2. Select Merge from the actions menu
3. Search for and select the duplicate contact
4. For each of the 9 mergeable fields, choose how to resolve conflicts:
   • Keep — Retain the target contact's value
   • Use — Take the duplicate contact's value
   • Combine — For array fields like tags, merge both sets together
5. Confirm the merge

Convert Lead

Convert a lead into a customer or prospect when they move forward in your pipeline.

1. Open the lead contact's detail page
2. Click Convert Lead from the actions menu
3. Choose the target type: Customer or Prospect
4. Optionally create a deal during conversion:
   • Deal title
   • Pipeline stage
   • Currency
   • Deal value
   • Expected close date
5. Confirm the conversion

The contact's lifecycle stage and type are updated automatically. If you create a deal, it is linked to the contact immediately.

Importing Contacts via CSV

For bulk data entry, CSV import is the fastest path.

1. Navigate to CRM → Contacts
2. Click the Import button
3. Upload a CSV file with column headers matching contact fields
4. Map any unrecognized columns to the correct fields
5. Review the import preview
6. Confirm the import

Using the AI Assistant with Contacts

The AI Assistant can help you manage contacts with natural language commands:

• "Create a contact for Jane Doe at TechCorp, email jane@techcorp.com"
• "Find all contacts at Acme Corp"
• "What's the lead score for John Smith?"
• "Show me inactive contacts with no deals"
• "Update the phone number for Sarah Chen to +1-555-0123"

The assistant also provides entity-level AI features on each contact's detail page, including summaries, action suggestions, and similarity matching.

Keyboard Shortcuts

Use the Cmd+K (or Ctrl+K on Windows) command menu to quickly search for contacts using semantic search. Type a contact's name, company, or any identifying detail to jump directly to their profile.