Insites Docs Instance CRMContactsAdding a Contact

Adding a Contact

Last updated on November 13, 2024.

Follow the steps below to add a contact to the CRM:

  1. Navigate to the CRM from the main menu.
  2. Select Contacts.
  3. Select ADD CONTACT.
  4. Fill out the forms on the following tabs:
    • Details
    • Addresses
    • Documents
    • Profiles
    • Custom Fields
    • Alerts
    • Personal Info
    The input requirements and descriptions for each tab are discussed in a corresponding section in this article.
  5. Select ADD CONTACT.

Details

Use this tab to provide the general information for the contact you are adding to the CRM. Refer to the table below for input requirements and descriptions:

Input LabelTypeRequiredDescription
First Name Text Field No Contact's first name.
Last Name Text Field No Contact's last name.
Prefix Dropdown Field No

Contact's prefix. Some options include the following:

  • Dr.
  • His Excellency
  • Her Excellency
  • Mr.
  • Ms.
Gender Radio Button Group No

Gender of the contact. Options include the following:

  • Male
  • Female
  • Other
  • Not Supplied
Nationality Dropdown Field No

Nationality of the contact. Options consist of the country of their citizenship, such as:

  • Australia
  • United Kingdom
  • United States
  • Philippines
  • Singapore
  • Malaysia
Date of Birth Date Field No Contact's date of birth.
Email Text Field Yes Contact's primary email address.
Email 2 Text Field No Contact's secondary email address.
Company Dropdown Field No Company that the contact is associated with. The available values in the dropdown field come from the list of companies in CRM.
Job Title Text Field No Job title of the contact.
Contact Category Dropdown Field No Category that the contact belongs to. Options are managed in CRM system fields.
Contact Type Dropdown Field No Type of contact. Options are managed using the CRM system fields.
Lead Source Dropdown Field No

Origin or method through which the contact learned about your organization. Options are managed using the CRM system fields.
Assigned To Dropdown Field No The administrator that the contact is assigned to.
Owner Company Dropdown Field No Company that owns this contact. This feature allows you to assign ownership of contacts, accommodating multi-level CRM requirements. For instance, if you have a portal for your franchises, each franchisee can maintain their individual CRM, while the Head Office has visibility into all franchisee CRMs within the project. This setup enables you to determine who owns each contact.
Owner Contact Dropdown Field No Contact that owns this contact in a multi-level CRM setting (see the description for' Owner Company' above for more details).
Stripe ID Text Field No The contact's Stripe ID
Work Phone (Country Code) Dropdown Field No Country code of the contact's work phone number.
Work Phone Phone Field No Contact's work phone number.
Home Phone (Country Code) Dropdown Field No Country code of the contact's home phone number.
Home Phone Phone Field No Contact's home phone number.
Mobile Phone (Country Code) Dropdown Field No Country code of the contact's mobile phone number.
Mobile Phone Phone Field No Contact's mobile phone number.
Facebook Text Field No Link to the contact's Facebook profile or page.
X Text Field No Link to the contact's X account.
YouTube Text Field No Link to the contact's YouTube channel.
Linkedin Text Field No Link to the contact's LinkedIn page.
Instagram Text Field No Link to the contact's Instagram profile.
Snapchat Text Field No Link to the contact's Snapchat.
Social 1 Text Field No Link to another social media account used by the contact.
Social 2 Text Field No Link to another social media account used by the contact.
Notes Text Area No Notes about the contact

Addresses

Use this tab to add addresses to a contact. The table below displays input requirements and descriptions:

Input LabelTypeRequiredDescription
Default Address Toggle No The default address of the contact.
Address Label Text Field Yes Label for the address.
Search Address Text Field No Use the search bar to find an address. Note that your Instance must first be integrated with Google Maps for this feature to work.
Address 1 Text Field No Line 1 for the contact's address.
Address 2 Text Field No Line 2 for the contact's address.
Address 3 Text Field No Line 3 for the contact's address.
City Text Field No The city of the contact's address.
County Text Field No The county of the contact's address.
District Text Field No The district of the contact's address.
Suburb Text Field No The suburb of the contact's address.
State Text Field No The state or region where the contact's address is located
Country Dropdown Field No The country where the contact's address is located.
Country Code Dropdown Field No Country code of the contact's address
Postal Code Text Field No Postal code of the contact's address
Note

Please take note of the following:

  • Please refer to the Integrations documentation to set up Google Maps.
  • You may change the address heading label from the default 'Address 1', 'Address 2', and so on. Click on the 'pen' icon () at the top of the address input form to edit.
  • If Google Maps is set up, you may search for addresses using the 'Search Address' field. Clicking on an address automatically fills out the rest of the form.
  • You may manually fill out the address form if the address is unavailable on Google Maps.

Documents

This tab can be used to include documents that are relevant to or related to the contact being added. Input requirements and descriptions are displayed in the table below:

Input LabelTypeRequiredDescription
Document Label Text Field Yes Label for the document.
File Upload File Field Yes The file to be uploaded.
Notes Text Area No Notes about the file(s).

Profiles

Use this tab to add profiles to your contacts. Input requirements and descriptions are displayed below:

Input LabelTypeRequiredDescription
Profiles Dropdown Field Yes The profiles you want to add to a company. Profiles are created and managed via Permissions. You may refer to our Profiles documentation to learn more.

Custom Fields

You can use this tab to add multiple custom data that are not inherently available in the input fields. For example, observe that only eight fields are in the 'Social Media' section in the 'Details' tab, designated for recording a contact's social media links.

If you wish to store details about external systems (such as Discord, Teamwork, and TikTok) that are not covered in the default fields, then it would appear that no other options exist. Fortunately, Insites allows extra flexibility through the use of custom fields. You can learn about custom fields in detail by visiting our CRM Custom Fields documentation.

Alerts

You may provide alert messages for users when one of the following actions is initiated:

  • Viewing a contact
  • Editing a contact

Here are the input field requirements and descriptions for adding alert messages to a Contact:

Input LabelTypeRequiredDescription
Show View Alert Message Toggle Switch No Use the toggle to show an alert message whenever a user views a contact.
View Alert Message HTML Editor No Alert message content.
Show Edit Alert Message Toggle Switch No Use the toggle to show an alert message whenever a user edits a contact.
Edit Alert Message HTML Editor No Alert message content.

Personal Info

This tab allows you to add external and custom data for a contact. The information is unique per individual contact and not across the whole CRM, i.e., a field created for one contact is not automatically created for other contacts. An example of using the fields under this tab would be to save IDs and links from third-party systems to a single contact. Examples of these software products are:

  • Microsoft Teams
  • Google Workspaces
  • Salesforce

And many more.

The input requirements and descriptions for adding unique content are displayed in the table below:

Input LabelTypeRequiredDescription
Personal Info Label Input Field Yes The label for the contact's personal info.
Attribute Field No The attribute of the contact's personal info.
Value Code Editor No The value of the contact's personal info.
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