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Managing contacts

Contacts are the people your team actually works with: clients, suppliers, partners and colleagues at other companies. Each contact page brings together their details, the companies they belong to, their deals, their privacy consents and a complete history of emails, calls, meetings and chats.

You find contacts under Brain > Contacts. New people start as leads and appear here once your team interacts with them.

Read and filter the contacts list

ColumnWhat it shows
NameThe contact's full name.
EmailThe primary email address.
CompanyThe contact's primary company. Click it to open the company.
RoleThe contact's job title.
StageContact, Lead, Subscriber or Candidate.
OwnerThe team member responsible for the contact.

Click Filters to narrow the list:

FilterWhat it does
SegmentContacts shows the people your team manages. Newsletter subscribers only shows people who only signed up to your newsletter. Candidates (job applications) shows people who applied for a job by email, the same list as Contacts > Candidates.
AreaOnly for candidates: the area of the application, such as tech, marketing, design or sales.
NewsletterSubscribed shows only people with an active marketing consent.
OwnerShows only the contacts of one team member.

Use the search box to find a contact by name or email, and Export to download the rows on the current page as a CSV file.

Add a contact

Steps

  1. In Nucleo, go to Brain > Contacts.
  2. Click Add contact.
  3. Enter a First name and Last name, an Email, or both. A name or an email is required.
  4. Optional: fill in Phone, Mobile, Role / title and Language.
  5. Optional: in Primary company, search for the company and select it.
  6. Optional: fill in Lifecycle stage, Lead source, VAT number and the address fields: Street, City, ZIP and Country as a two-letter ISO code, such as IT.
  7. Click Create.

The contact is created and appears in the list.

Edit a contact

Steps

  1. In Nucleo, go to Brain > Contacts.
  2. Do one of the following:
    1. To edit without leaving the list, hover the row and click the pencil icon.
    2. To edit from the contact page, click the contact, and then click the pencil icon at the top of the page.
  3. Change the fields you need, and then click Save.
Note
Brain sets Language from how the contact writes to you. You can override it in the form at any time.

Read the contact page

Under the name, badges show the contact's stage and, if it was archived, Archived. The page is organized in cards:

CardWhat it shows
Contact infoEmail, phone, role, VAT number, owner, lead source detail, language and address.
Aliases and other emailsThe primary address, the + aliases the person used, such as name+newsletter@…, and the addresses absorbed when duplicates were merged. An alias never creates a separate contact, and searching for any of these addresses finds the person.
Consent (GDPR)Marketing and profiling consents with their full history. See Consents.
CompaniesEvery company the contact is linked to, with the primary one starred.
DealsThe deals the contact is part of, with value and stage.
HistoryEverything to and from the contact: activities, notes, tasks, meetings, emails in and out, calls, chats and quotes.

Search a contact's history

Steps

  1. In Nucleo, go to Brain > Contacts, and then click the contact.
  2. Scroll to the History card.
  3. Type in Search in the history and press Enter to search inside subjects and messages.
  4. Optional: click Filters to narrow by Type (email, call, chat, note, meeting, task or quote), by Direction (Incoming or Outgoing) or by period with From and To.
  5. Click a row to read the full text. For an email, click Open in Inbox to open the whole thread.
Note
For a very long history, the oldest items of each source may not be shown. Use the period filter to reach them.

Archive, merge or delete a contact

Open the contact page and use the icon buttons at the top of the page. Hover an icon to see its name.

ButtonWhat it does
ArchiveHides the contact from the lists but keeps its history. The same icon, now named Restore, brings it back. To archive several contacts at once, select them in the list and click Archive in the selection bar, then click again to confirm.
MergeMerges another contact into this one. Search for the duplicate in the dialog, and then click Merge. The other contact is removed and its emails, deals and history are linked to the one you keep.
DeleteDeletes the contact after a confirmation.
Caution
Merging and deleting can't be undone from the contact page. Archive contacts you no longer work with instead of deleting them, so their history stays intact.
Tip
To find and merge many duplicates at once, use Data quality.

Work with candidates

People who send a job application by email are filed as candidates automatically, with their attachments and a profile read from the application: role, area, seniority, city and application date. Each new candidate also arrives as a suggestion on the Home of the managers of that area: development for tech roles, marketing for marketing and design, project management for PM roles, finance for sales and administration, and every manager for other areas. The first who acts on it closes it for everyone.

Steps

  1. In Nucleo, go to Brain > Contacts > Candidates.
  2. Optional: click Filters, and then in Area select an area to narrow the list.
  3. To hire a candidate, click Hired on the row, choose the Type, Start date and Role, and then click Add to the team.

The person stays a contact with their whole history and CV and joins the team. The row then shows In the team.

Considerations for contacts

  • Selecting several contacts also lets you assign them to one owner at once with Assign owner.
  • The Atomo icon on each row and the Atomo button on the contact page open Atomo on that contact.
  • Contact figures, such as new contacts by month and newsletter subscribers over time, are in Reports under Contacts.

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