Contacts

Keep each person's names, company, emails, phone numbers, addresses and tags on one contact.

Contacts is the list of people and companies that Personal or a team deals with, such as customers and suppliers. Each contact holds a structured name, a company, several email addresses, phone numbers and postal addresses, tags and a short description. Search finds a contact by any of them, or by what someone wrote in its activity notes.

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Details on a contact

A new contact can start with only a name. On the contact's page, each detail is edited where it is shown and saved as soon as it changes.

Name and company
Prefix, first, middle and last name, suffix, and a company. The display name is what the list shows; left empty, it is made from the first and last name, or from the company.
Email addresses and phone numbers
Several of each, each with a label such as Work or Mobile. One email address and one phone number are the primary ones, and the list shows them.
Postal addresses
Several addresses, each with a label, two street lines, city, state, postal code and country, and one primary address.
About
A short description of who the person is. What happened and when goes in the contact's activity instead, as dated notes.

Tags and the Customer tag

Tags group contacts for your own use, such as supplier or prospect. Choose existing tags or add a new one while editing a contact, and filter the list by a tag.

When the first contact is added and Personal or the team has no tags yet, a Customer tag is created. Tagging a contact as a Customer shows its Customer details: default payment terms and a billing address, which Invoicing will use when you bill that contact.

The contact list and search

All Contacts lists every contact with its company, tags, primary email and phone, Last contacted date and next follow-up, a page at a time.

Search
Search matches names, companies, About text, tags and activity notes. The words can be in different fields of the same contact. When a note matched, the result shows an excerpt from it.
Filter by tag
Choose a tag to list only the contacts that have it, and search within them.
Delete several at once
Tick rows, or the header box for the whole page. When more contacts match than fit on the page, Select all extends the selection to everything matching the search or tag.
The assistant
The assistant on the Dashboard searches and counts contacts by name, company, notes, tags or whether an email address is set. It can also create a contact, change one of its fields, add or remove a tag, or delete it.

Add many contacts at once from JSON

Import JSON, below the list, adds contacts from a JSON document. The document can come from meeting notes, an email's attendees, a list of suppliers, or rows exported from a spreadsheet or another address book.

  1. Copy the prompt

    Copy the prompt copies the format with the instructions for writing one from a spreadsheet or a list.

  2. Paste the answer

    Paste the JSON it writes and choose Import contacts. Each contact can include its names, company, About text, payment terms, billing address, emails, phone numbers, addresses and tags.

  3. Checked before saving

    The whole document is checked first. If any part does not fit the format, no contacts are created, and the message names the field that caused it.

  4. Tags reused

    A tag with the same name as an existing one is reused, not duplicated. Importing only creates contacts: someone already in the list will be added again, and the copy can be deleted afterwards.

Who can see and change contacts

A contact belongs to Personal or to the team that was selected when it was added, and everything in it is private to that Personal or team. A contact made under Personal does not appear in Contacts while a team is selected.

In a team, admins can always edit contacts. Other members can edit them when the team's Member access is Can edit, and can only read them when it is View only. A team admin can also limit a member to some of the team's areas, and Contacts is one of them.

Deleting contacts, and plans

Delete contact is in the More menu beside a contact's name. A contact that has invoices is kept, so that each invoice keeps its customer; when several contacts are deleted at once, those with invoices are skipped, and the page says how many were deleted and how many were skipped.

On the free plan, Personal or a team can have up to 100 contacts. Pro and the Team plan have no limit.

Add your first contact.

Create a Magpie account, open Contacts in Personal or a team, and choose Add contact.

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