Groups
Organize contacts into spreadsheet-style lists with your own columns, saved views and a board.
A group is a list of people or companies with columns you define. Use one to track anything your address book doesn't: wholesale leads and where each one stands, commission clients and their glaze choices, or a waitlist for the next wheel-throwing course. A contact can be in as many groups as you like.
Your groups are listed in the sidebar under CRM, in the Groups section.
Create a group
Select + next to Groups in the CRM sidebar. You can also press ⌘K and choose New group.
Enter a Group name, like "Wholesale leads".
Choose the Type: People or Companies. A group holds one or the other.
Select Create group. The new group opens.
The sidebar shows your first five groups. Select See more for the rest. To reorder them, hover a group and drag it by the handle on the right.
Add contacts
- Select Add contacts to search your contacts, pick several and select Add. If the person you want isn't there, choose Create to make a new contact from what you typed.
- Open the arrow next to Add contacts for New contact or Import CSV. See Import contacts for importing extra columns.
- From CRM → Contacts, select contacts and choose Add to group in the bar.
- From a contact's panel, select Add to group under In groups.
Columns
Every group starts with the contact's own details: Email, Phone, Job title for people, Website, and Added, the date they joined the group. Editing one of these cells changes the contact itself, everywhere. Added can't be edited.
Add your own columns with View → New column. Give it a Column name and a Type:
| Type | Holds |
|---|---|
| Text | Any text. |
| Number | A number you can sort and filter by. |
| Date | A date. |
| Email, URL, Phone | A clickable address, link or number. |
| Single select | One option from a list you set, each with a color. |
| Multi-select | Several options from a list you set. |
| Files | Uploaded files. |
| Relation | Links to people or companies in your address book. Choose which under Links to. |
A column's type can't be changed after you create it.
Cells edit in place. Select a contact's name to open their panel, which adds a Group fields section with this group's columns.
To manage columns:
- Open a column header's menu for Sort ascending, Sort descending, Hide column, Edit property and Delete property. Deleting a column removes its values from every row.
- Drag a header's edge to resize it.
- Use View to drag columns into a new order or show hidden ones.
Search, filter and sort
- Type in Search… to narrow the rows.
- Select the filter button to add a filter. Pick a column, then a condition such as is, contains, is any of, within last, is empty or is not empty, then a value. With more than one filter, choose whether rows must match All or Any. Clear removes them all.
- Select Sort and pick a column. Pick it again to flip the order. Clear sort removes it.
Saved views
Views are the tabs above the table. Each one remembers its layout, filters, sort and column order, so you can keep "All leads" next to "Hot leads" without redoing filters.
When you change the filters or sort on a view, a bar appears with Unsaved changes. Select Save view to keep them, Save as new view… to make a new tab from them, or Reset to go back. The page link carries your changes, so you can share exactly what you're looking at.
To add a view, select + next to the tabs, type a name, choose Table or Board, and select Create. Each view's menu has Rename, Change layout, Duplicate, Move left, Move right and Delete.
Board view
A board shows each contact as a card, in lanes by the options of a Single select column, like a sales pipeline. You need at least one Single select column to make a board.
- Drag a card to another lane to change its value.
- Use Group by to switch which column the lanes come from.
Work with selected rows
Select rows with their checkboxes. The bar at the bottom offers:
- Move to… and Copy to…, to put the rows in another group. Moving takes them out of this one.
- Email and Text, to start a campaign to the selection.
- Subscribe to… and Invite to event, in groups of people.
- Remove, which takes the rows out of the group. The contacts stay in your address book.
Rename or delete a group
Open the ⋮ menu next to Add contacts and choose Rename group or Delete group. Deleting removes the group and its views. The contacts stay in your address book.
Fill a group from your website
Your web developer can add rows to a group from a form on your own site, like a wholesale enquiry form, using the Org API. A sequence can then email everyone who's added to that group.