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Contact Management

Learn how to effectively manage, organize, and work with contacts in Shorebird OS. This guide covers day-to-day contact management tasks.

Viewing Contacts​

Contacts List​

Navigate to CRM → Contacts to see all contacts.

List Features​

  • Search — Find contacts by name, email, or company
  • Filter — Filter by company, tags, or custom criteria
  • Sort — Click column headers to sort
  • Columns — Customize visible columns

View Options​

Switch between views:

  • List View — Traditional table format
  • Card View — Visual cards with photos
  • Grouped View — Organized by company

Editing Contacts​

Basic Edit​

  1. Open the contact record
  2. Click Edit button
  3. Modify fields
  4. Click Save

Inline Editing​

For quick changes:

  1. In list view, click on a field value
  2. Edit directly
  3. Click away or press Enter to save

Organizing with Tags​

Tags help categorize and find contacts:

Adding Tags​

  1. Open contact record
  2. Click + Add Tag in the tags section
  3. Select existing tag or create new
  4. Tag applies immediately

Managing Tags​

Create new tags:

  1. Settings → Tags → Contact Tags
  2. Click + New Tag
  3. Enter name and color
  4. Save

Delete tags:

  1. Settings → Tags → Contact Tags
  2. Find the tag
  3. Click delete icon
  4. Confirm (removes from all contacts)

Filtering by Tags​

  1. In contacts list, click Filter
  2. Select Tags
  3. Choose one or more tags
  4. View filtered results

Bulk Operations​

Selecting Multiple Contacts​

  • Click checkboxes next to contacts
  • Or click header checkbox to select all visible
  • Selection count shows in toolbar

Bulk Actions​

With contacts selected:

ActionDescription
Add TagsApply tags to all selected
Remove TagsRemove tags from all selected
Assign CompanyMove to a company
ExportDownload as CSV
DeleteRemove all selected

Searching Contacts​

  1. Use search bar at top of contacts list
  2. Search by name, email, phone, or company
  3. Results filter in real-time
  1. Click Advanced next to search bar
  2. Add search criteria:
    • Name contains
    • Email domain is
    • Company is
    • Tag includes
    • Created date range
  3. Combine multiple criteria
  4. Save search for reuse

Contact Activity​

Viewing Activity​

Each contact has an activity log:

  1. Open contact record
  2. Click Activity tab
  3. See all interactions

Logging Activity​

Manually log interactions:

  1. Open contact record
  2. Click + Log Activity
  3. Choose type (Call, Email, Meeting)
  4. Add details
  5. Save

Merging Duplicate Contacts​

When you find duplicate contacts:

  1. Open one of the duplicate records
  2. Click ⋮ → Merge Contact
  3. Search for the other duplicate
  4. Review what will be merged
  5. Choose which values to keep
  6. Confirm merge
warning

Merging cannot be undone. Review carefully before confirming.

Archiving Contacts​

For contacts you no longer work with:

  1. Open the contact record
  2. Click ⋮ → Archive
  3. Confirm

Finding Archived Contacts​

  1. Go to CRM → Contacts
  2. Click Filter
  3. Enable Show Archived

Restoring Archived​

  1. Find the archived contact
  2. Open the record
  3. Click Restore

Exporting Contacts​

Export All​

  1. Go to CRM → Contacts
  2. Click ⋮ → Export All
  3. Choose format (CSV or Excel)
  4. Download

Export Selected​

  1. Select contacts with checkboxes
  2. Click Bulk Actions → Export
  3. Download selected contacts only

Export Fields​

Customize what exports:

  1. Before exporting, click Export Settings
  2. Select/deselect fields
  3. Proceed with export

Permissions​

Contact access is controlled by permissions:

PermissionAllows
View ContactsSee contact records
Create ContactsAdd new contacts
Edit ContactsModify contact info
Delete ContactsRemove contacts
Export ContactsDownload contact data

Check with your administrator if you need additional permissions.

Best Practices​

Data Quality​

  • Standardize name formats (First Last)
  • Use consistent phone formats
  • Validate email addresses
  • Regular cleanup of outdated records

Organization​

  • Use tags consistently across team
  • Document tag meanings
  • Review and merge duplicates regularly
  • Archive rather than delete

Privacy​

  • Only store necessary information
  • Respect opt-out requests
  • Follow data protection regulations
  • Limit access appropriately