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Managing Contacts

It’s simple to manage your contacts within Capsule. Categorize your contacts using tags, then create lists of the contacts you want to email, export or delete.

Categorizing your contacts using Tags

Tags are keywords that you use to categorize your contacts. For example, you can tag your contacts based on the relationships they have with your business such as Lead, Customer, Vendor, Partner etc. You can also create tags based on business sector, product areas, locations etc. Tags are more powerful than a simple category since you can apply multiple tags to a single contact such as Customer and BigCo.

You can create and manage tags by going to Settings Tags People and Organizations. You can also create a tag when adding or editing a contact.

Once you have your tags set up you’ll also be able to filter for lists of contacts based on those tags.

Updating your contacts

If you need to change the details for an existing contact then you need to use the Actions menu to find the option to Edit it - like this:

Adding an existing contact to an organization

When editing a contact there’s an option to fill in an organization name. When you start typing in the organization field it will start populating with existing organizations matching what you’re typing. If you’d like to add the person to an existing organization then simply select one from the list of suggestions. Alternatively, you can add it to a brand new organization by typing out its unique name. Once saved, a new organization record will be created for it.

Changing a person’s organization

Click to edit the contact and then update the name in the organization field. This will link the contact with the new organization.

By way of example, if Jennifer Kim moves from the organization Home Style to Bookingly, then any history you’ve entered for Jennifer while she was working at Home Style will remain visible on the Home Style organization.

You can choose to change this however by using an option to link all the history to the new Bookingly organization instead. Here’s what you’d need to do:

  1. First add ?advanced to the end of the contact URL like this: https://example.capsulecrm.com/party/12345678?advanced
  2. Now when you use the Actions menu you’ll see an extra option to Manage History.
  3. Once you’ve clicked to ‘Manage History’ you need to confirm that you want to ‘Link previous history to current organization’. Click the button to Link and you’re all set.

Any history that was made for Jennifer will now be stored on her new Bookingly organization.

If you remove the organization from Jennifer completely then you can use the same option to unlink all the history from the Home Style organization completely instead.

  • Opportunities added while Jennifer was working for Home Style will continue to be linked to Jennifer and Home Style
  • Cases linked to Jennifer will continue to be linked to her.

Customizing your contacts

If you’d like to record more details on your contacts for information that might be unique to your business then custom fields are a great option.

While tags are great for categories, custom fields are especially handy for more specific information that might require a dedicated label. For example, if you want to record what industry sector a contact belongs to or display a source for where the contact was referred from.

A Capsule admin can set up custom fields from the Settings Custom Fields.

There’s lots more information and useful screenshots on customizing your contacts in a dedicated article right here

Creating a contact list or report

Capsule comes with a number of pre-defined lists. You can find these by going to People & Organizations List

It’s up to you how you use the list. The options are displayed on the top right hand side of the list. For example, use the Email option to send an email to everyone on the list or export the list to MailChimp. Export the list to a CSV, Excel or vCard file for use in another system. Add a tag to sub-categorize contacts.

You can create your own lists by filtering your contacts using criteria such as which city they’re in, how you’ve tagged them, when they were added, or using a custom field you have created.

You create the list by going to People & Organizations List and then clicking create a new list

Read more about lists and reports here

Merging duplicate contacts

If you have duplicate contacts then you can merge them with each other.

Merging two contacts will combine their history, contact details, opportunities and cases.

  1. Go to the duplicate contact record.
  2. Next to the contact name, use the downward arrow to open up an actions menu.
  3. Capsule attempts to find and display the correct record to merge with. Select from this list or type the correct name into the search field. Click on the name and Capsule will return the new merged record.
  4. Check the details, and if you’re happy, click Save and the two records will be merged. The duplicate contact is deleted.

Alert

This can’t be reversed

Converting a person to an organization

Contacts imported into Capsule or auto created by the drop box may result in the wrong type - person instead of organization, or organization instead of person.

You fix this by using the arrow button next to the contact name > choose the option to Convert to Organization. The same action is available for converting an Organization to a Person.

Dealing with contacts for B2C businesses

If you are a B2C business it is likely the majority of your Capsule contacts will be people. If you wish to record a company name for your person contact but do not want Capsule to create a separate organization record we recommend setting up a custom field for Company in your account.

To set up a new custom field a Capsule admin needs to go to Settings Custom Fields Add New.

Tip

We recommend that you use a custom text field and call it Company to avoid any confusion with the default Organization field.

Emailing a list of contacts

For small numbers you can use the email option by going to People and Organizations List and using the Email button at the top of the list

For more professional results, we’d suggest an email marketing service. This service will usually include:

  • An email designer for creating professional newsletters
  • A tool to check that your newsletter looks good in a range of email systems such as Outlook, Gmail etc.
  • Subscriber management so that the recipients can choose to unsubscribe (a legal requirement in most places)
  • Reporting tools on email opens, click throughs etc.

Capsule integrates with MailChimp, which is one of the popular email marketing services.

  • If you are the administrator of your Capsule account you can set up the integration by following the instructions in Settings Integrations MailChimp.
  • Once configured, you can go to People and Organizations Lists then use the Email button and click the option to Update Mailing List to add contacts from Capsule to your MailChimp mailing lists.
  • MailChimp can also record the result of the campaign as a note against each contact’s history in Capsule. This is enabled from MailChimp by clicking through to Account Integrations and following the on-screen instructions.

Alternative email marketing services can also be used by exporting your contacts from Capsule as a CSV file and importing them into the email marketing service.

There are also a few email marketing services that have their own integrations with Capsule e.g. ActiveCampaign or MadMimi. Check out the full list on our add-ons page.

Mail merge or label printing

You can download your contacts to a Microsoft Word or an Excel spreadsheet for merging into letters or printing labels. Go to People and Organizations Lists to filter for the list of contacts and then extract by clicking the Export button at the top of the list. Choose CSV or vCard depending on the format you want.

If you’re using Microsoft Word then there are some useful instructions for how to use a CSV file to do a mail merge here: http://support.microsoft.com/kb/294684/en-us

Sorting your contacts

It is not possible to sort your contacts into a specific order within Capsule. If you need to find specific contacts based on their name or when they were added to Capsule you can use a relevant filter to narrow down the list or create a report.

To see examples of some of the contact reports you can create using Capsule, check out our article on Contact Reporting .

Deleting contacts

Deleting a single contact:

  1. Go to the contact that you want to delete
  2. Next to the contact name, click on the arrow button and then select the option to Delete

When deleting an organization, you also get the option to delete any people linked to the organization at the same time.

Alert

When the contact is deleted, their details, history, AND linked opportunities and cases are removed. Deleted contacts can be restored within 30 days by the account owner. Read more here

Tip

If you need to keep linked opportunities or cases, then be sure to move them to a new contact before deleting.

Deleting a list of contacts

  • In order to bulk delete a list of contacts you need to be a Capsule admin
  1. Go to People & Organizations List create a new list
  2. Filter for the contacts you want to delete > Show Results
  3. Use the trash-can button at the top of the list to delete all the contacts in the list
  4. Tick the box to confirm that you understand that “deletion is permanent and there is no undo” and press the button to Delete these contacts

Alert

When the contacts are deleted, their details, history, AND linked opportunities and cases are removed. Deleted contacts can be restored within 30 days by the account owner. Read more here

To delete one of your users refer to this article

Attach person’s address to linked organization

Our design approach at Capsule has been to limit duplication of data as much as possible. We have found that often, people add the same address to every single person that is part of the same organization even though the address actually belongs to the organization itself. We have therefore created a simple tool to move the address from a Person to the linked organization.

When viewing a Person’s contact record, use the link to ‘attach address to organization’ next to the address. This will remove the address from the person’s contact record and add it to the linked organization instead.

We understand that you sometimes want to still be able to see the contact details for the organization when viewing the person. You can therefore hover your mouse over the contact card next to the organization name - a popover will be displayed, showing the contact details for the organization that the person is linked to. It works the same way in reverse when you’re viewing an Organization record and want to see contact details for each Person.

Deleting files stored against a contact

Files attached on your Capsule contacts, cases or opportunities take up storage in your account. If you’re nearing your storage limit and want to remove some unnecessary files you can follow these steps.

  1. On the contact record in Capsule click on the Files tab
  2. Find the file you want to delete and click to open the note or email the file is attached to.
  3. Under the body of the note or email you will see the name of the file > click x next to the filename to remove it from the note and click Save

Tip

If you want to save the file before deleting it you can right click on the name of the file, select Download and then save to your computer.