Contacts, companies and tags

Contacts are the people you work with. Companies group them. Tags are colored labels you put on contacts. Your workspace may call contacts Clients, Customers or Supporters, depending on its business type; this guide says "contacts".

Who can do it:

Add a contact

1. Click Contacts in the menu.
2. Click + New contact.
3. Fill in First name and Last name (both required). Optionally add Email, Job title, Phone, Address, Company, Lead status, Source and Owner.
4. Click Create contact.

What you'll see: the contact's page, and a "was added" entry on their timeline.

Good to know:

• An email address can belong to only one contact in the workspace. If it's taken you'll see "A contact with this email already exists." with a link to Open the existing contact.
• Lead status is New, Contacted, Qualified or Unqualified. Change it later in one click from the status chip at the top of the contact's page.
• Source is Inbound, Referral, Outbound, Event, Import or Other.
• The Owner starts as you. Only the owner or an admin can reassign it.
• Address is their home or service address, up to 500 characters. Type it the way you'd write it on an envelope; line breaks are kept. One address per contact.

Link to a company automatically

When you type an email and leave the field, Fifi looks for a company with the same domain. If it finds one you'll see "Link to Acme?" Click Link to use it. Free email domains such as gmail.com never match.

Create a company from the picker

In the Company field, start typing. If the company doesn't exist yet, click Create company "‹name›". Fifi creates it with the work domain of the email you typed (never a free-mail domain). If a company already uses that domain, Fifi picks it instead and tells you.

Add a company

1. Click Companies, then New company.
2. Fill in Name (required). Optionally add Website, Email domain, Description, Industry, Phone, Address, Notes and Owner.
3. Click Create company.

The Email domain is used to match emails and spot duplicates. Left empty, Fifi takes it from the website. Each domain can belong to only one company.

Logos and "Fill in from website"

On a company's page:

• Click Add logo (or Replace logo) to upload a PNG, JPEG, GIF or WebP up to 1 MB. SVGs aren't accepted. Remove goes back to initials.
• Click Fill in from website to have Fifi read the company's own saved website. It suggests a name, description, website, email domain, phone, address and logo, next to what's there now ("Now: …"). Empty fields are ticked for you. Nothing changes until you click Apply. It can take up to 12 seconds.

Your workspace has 250 MB of image storage in total.

The contact and company pages

A contact's page shows:

• Details (email, phone, address, company, source, owner, when added), with the Don't track email switch;
• Tags;
• Open tasks, with Add task;
• Deals (when Deals is on), with New deal;
• email threads (when Email is on);
• Activity: the timeline, with a box to log a note, call or meeting, or to add photos (see Photos on timelines).

The Email button at the top composes an email when Email is on. See Sending email and tracking.

Next to an address, on a contact's or a company's page, Map opens Google Maps for it in a new tab: the Maps app on a phone, the website on a computer. Fifi doesn't send the address anywhere itself; Google sees it only when you click Map. With no address, the row shows "—" and no link.

A company's page shows its details, its Contacts (with Add contact), open tasks, deals, email threads, and an Activity timeline that includes everything logged on the company and its contacts.

Don't track email

Turn on Don't track email on a contact when they've asked you not to track them. Fifi stops syncing and tracking email with them. See Connecting your email.

Tags

Tag a contact: on the contact's page, type in Add a tag and click Add. Fifi suggests existing tags. Typing a new name (up to 40 characters) creates it. Click the X on a tag to remove it.

Manage tags: go to Settings → Tags.

• Anyone can create a tag under New tag and pick a color: Pink, Blue, Teal, Green, Lime, Yellow, Amber, Purple or Brown.
• Owners and admins can rename, recolor (Save) or delete a tag. Deleting asks "Delete “‹name›”? It's removed from N contacts."
• Tag names are unique, ignoring case.

Deleting a tag also removes it from forms that add it. Automations that use it fail with "The tag was deleted".

Delete and undo

1. On the record's page, click Delete.
2. Confirm. The contact or company leaves lists and search.
3. A banner says "Contact deleted." Click Undo to bring it back.

Deleting a company keeps its contacts, without a company. A deleted record's photos are hidden with it, and come back if it's restored.

Members can undo their own delete of a record they own within 10 minutes. After that, an owner or admin can restore it from Settings → Trash for 30 days. See Import, export and Trash.

Troubleshooting

Related guides

• Deals and the pipeline
• Activities and the timeline
• Photos on timelines
• Search and list views
• Import, export and Trash