Contacts

Why this matters

The contact is the center of all information in ZaazCRM. Every customer, prospect, supplier, or person your business relates to is a contact. From the contact's record connect their quotes, invoices, support cases, emails, calls, and any interaction. If the contact record is incomplete or duplicated, everything else gets fragile — it's worth spending the time to get it right the first time.

Create a contact

1. In the sidebar, open Contacts.
2. Click Create (upper-right corner).
3. Fill in at least the required fields (marked with a red asterisk):
4. First name(s) and Last name(s) — exactly as the contact goes by.
5. Email — the contact's, not yours. It's the basis for sending them communications.
6. Phone — include the country code (+1, +52, etc.).
7. Fill in the fields that apply (company, title, address, contact source, preferred language).
8. Click Save.

The system assigns a folio automatically (for example CON251). It's the short identifier you reference the contact by in conversations, quotes, and emails.

Find a contact

Three paths, depending on what you know:

• By name or email: global search (magnifying glass in the top bar) or the search inside the Contacts list.
• By folio: global search. Type the full folio (CON251) or just the trailing digits.
• By phone or any other field: global search, if it's configured as a searchable field. Your administrator decides which fields go into search.

If the search returns two or more records with the same name, it's worth reviewing — it might be a duplicate. More in Find duplicates.

The contact detail view

When you open a contact you find:

• Summary — photo, full name, folio, email, phone, side column with quick actions.
• Personal data — date of birth, official ID, etc.
• Company and title — if the contact belongs to a customer company.
• Address — current and/or historical.

And below, the related tabs, where most day-to-day work happens:

• Cases — every open or closed support ticket for the contact.
• Leads — active sales opportunities with this contact.
• Quotes and Invoices — financial history.
• Emails — every email sent or received associated with this contact.
• Calls — phone history.
• Files — documents saved in the contact's folder.
• Comments — internal team notes (the client doesn't see them).
• Activity timeline — who did what, and when.

Edit a contact

Click Edit (upper-right of the detail), modify what you need, and Save. Every modification is recorded in the activity timeline — useful for audit if a question later comes up about who changed what.

Delete a contact

Deleting is final from the user's view but recoverable by an administrator. ZaazCRM uses soft-delete: the contact disappears from your list but stays in a system trash. Only delete when you're sure — if it was a mistake, ask your administrator to restore it from Settings → Trash.

Watch out for

• Duplicates are problem #1. Before creating a new contact, search first. It's common for someone on the team to already have registered them with a name variant or from another occasion.
• Don't put two people in one record. If two people work at the same customer company, create two separate contacts — both linked to the same company.
• The contact's email is not yours. It sounds obvious, but it happens on initial inquiries: the team sometimes uses their own email "so we don't lose it." That confuses things later when quotes or notifications get sent — always capture the contact's email.
• Don't confuse contact with lead. A contact is the person; a lead is a sales opportunity with that person. The same person can have several leads over time.

Where to next

• Companies — link the contact with their company.
• Leads — record sales opportunities.