Find and Organize Your Contacts

The Contacts list is your home base in the Contact Manager. From here you can search for customers, narrow down your list with filters, group contacts together, and save the views you use most.

What you see depends on your role. Salespeople see their own contacts, managers see contacts for their store, and company admins see contacts across all stores.

In this article:

• Getting Around the Contact Manager
• List and Kanban Views
• Customize Your Columns
• Search, Filter, and Group Your Contacts
• Save Favorites
• Check Your Scheduled Actions
• Export Your Contacts

 

 

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Getting Around the Contact Manager

The tabs across the top take you to each part of the Contact Manager:

• Contacts: Your list of customers.
• Calendar: Appointments and scheduled actions.
• Customer History: Every contact’s activity in one combined log.
• Contact Tags: The tags you can add to contacts.
• My Exports: Files you’ve exported in the last 24 hours.

When you open Contacts, it starts on the Recently Visited favorite, so the customers you’ve worked with lately are right at the top. Use the page counter and arrows at the top right of the list to move between pages.

To open a contact, click anywhere on their row (not the checkbox).

 

 

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List and Kanban Views

Use the view buttons at the top right to switch between:

• List: A table of contacts with the columns you choose.
• Kanban: A card for each contact with their name, email, phone, city, tags, and scheduled actions count.

 

 

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Customize Your Columns

You can set up the List view to show the information that matters most to you.

• Add or remove columns: Click the column picker icon at the far right of the header row and check the columns you want.
• Reorder columns: Click and drag a column header to a new spot.
• Sort: Click a column header to sort by it. Click again to reverse the order. The list is sorted by Last Visit by default.

 

 

 

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Search, Filter, and Group Your Contacts

Type a name, email, or phone number in the search bar to find a contact. Click the arrow at the right of the search bar to open the search menu, which has three sections: Filters, Group By, and Favorites.

Filters

Filters narrow your list down to the contacts you need. You can combine as many as you like. Filters include:

• Contact info: Has or No Address, Phone, or Email.
• Sales: Sale Type (Sale, Potential, Lost), Last Visit, Last Sale, and Probability (Low, Medium, High).
• Scheduled actions: My Overdue, Today, or Planned Actions, plus All Overdue, Today, or Planned Actions. No Scheduled Action shows contacts with nothing coming up.
• Missing details: No Product Category and No Advertising.
• Podium: Sent, Not Sent, and Reviewed.
• Salesperson Inactive: Helps managers and company admins find contacts still assigned to salespeople who are no longer active.
• Possible duplicates: Shows contacts that may be duplicates of each other. 👉 Bulk Actions: Email, Reassign, and Merge

Need something more specific? Use Custom Filter to build your own.

Group By

Group By organizes your list into sections, such as by Store, Salesperson, Probability, Sale, Product Category, Scheduled Action, or Advertising. You can also create a Custom Group.

 

 

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Save Favorites

Favorites save a search so you can get back to it in one click. A favorite keeps your filters, groupings, columns, and sorting.

• Private favorites are only visible to you. Anyone can create one.
• Shared favorites are available to all users. Managers and company admins can create and edit shared favorites.

Salespeople can open a shared favorite, make changes, and save it as their own private favorite. The shared favorite stays the same for everyone else.

To save a favorite:

1. Set up your search with the filters, groupings, and columns you want.
2. Open the search menu and click Save current search under Favorites.
3. Name it and choose whether it’s shared or private.
4. Click Save.

To update a favorite’s columns after changing them, open the search menu and click Save columns to that favorite.

 

 

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Check Your Scheduled Actions

Click the clock icon at the top right of the Contact Manager to see your Late, Today, and Future scheduled actions at a glance.

Click View all my scheduled actions to open the My Scheduled Actions page, which shows your overdue and today’s actions.

 

 

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Export Your Contacts

Click the gear icon next to the page name and select Export All to export your list. When the file is ready, a pop-up appears with a Download button.

 

 

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Still have questions? Call or text us at 833-503-9934, email support@trakwell.ai, or 👉 submit a ticket