Contacts

Contacts are the people connected to your studio. They may be new inquiries, booked clients, repeat clients, referrals, or subscribers on an audience list.

Keep one contact per person so their projects, bookings, messages, and payment history stay together.

Add a contact

Use the + menu in the top bar and choose Add New Contact. Enter:

First Name: required.
Email: required. Each email can belong to only one contact in your account. If the address looks like a typo, such as gmial.com, a “Did you mean…?” line under the field offers the likely address.
Last Name and Phone: optional.
Source: optional. It appears once your account has at least one source. If you choose Referral, select the contact who referred them or enter the referrer’s name in Referred by. If you choose Other, note where they came from in Other source.

If the email is already in use, search for it and update the existing contact.

Inquiry forms and booking pages create or update contacts when clients enter their details. Audience signup forms also add the person to the chosen audience, without creating a project.

Import contacts

Bring your client list from another CRM, a spreadsheet, or an email tool with a CSV file of up to 5,000 rows. One import runs at a time.

Go to Contacts, open the three-dot menu beside the filters, and choose Import contacts.
Choose your CSV file. If your spreadsheet app offers CSV UTF-8, use it so accented names come through exactly.
Check how each column will be imported. Columns are matched for you, so you only need to fix any that look wrong. Choose Add to notes to keep details like addresses or wedding dates in each contact’s notes, or Don’t import to leave a column out.
Choose your options:
- Tag everyone in this import: a tag is filled in from the file name, so you can find everyone from this file later. Clear it if you don’t want a tag.
- Add everyone to a list: add everyone to one of your interest lists.
- These people agreed to get marketing emails from me: only check this if they did. People who unsubscribed or whose emails bounced before stay off your emails either way. If you add everyone to a list without checking this, new contacts join the list without being subscribed, so they won’t get emails sent to it. People who already get your emails will.
Choose Import. The button shows how many contacts will be imported. You can close the import while it runs; reopen it from Import contacts to check progress.
When it finishes, choose View imported contacts to see everyone from the file (it appears when the import had a tag), or Download skipped rows to see which rows weren’t imported and why. If you’ve closed it, Import contacts shows your last import; choose View details to see its summary again.

Importing never sends emails.

If an import stops before it finishes, the contacts it already added stay. Import the same file again to finish: people already added only get any empty details filled in.

What happens to your data:

Every contact needs an email address. Rows without a valid email are skipped. Extras that come along when addresses are copied, like <jane@example.com> or mailto:, are removed. If an address looks like a typo of a common provider, such as gmial.com, the review step points it out so you can fix it in your file.
Existing contacts aren’t overwritten. If an email is already in your contacts, the import only fills in empty details and adds new notes and tags.
Duplicate rows are combined. If the same email appears more than once in the file, those rows become one contact.
Sources are matched to yours. A source that doesn’t match one of your sources becomes Other, and the file’s wording is kept in Other source. If you’ve removed Other from your sources, the source stays empty and the wording goes into the contact’s notes. If only part of it matches, like “Instagram (The Knot feature)”, the contact gets that source and the full wording is added to their notes. Blank-looking values such as “N/A” are left empty.
Original dates are kept. If the file has a column like “Date added” or “Created”, contacts keep that date, so they don’t count as new contacts or new leads this month. Your lead source reports for those earlier months include them too. If the dates could be read either way, such as 05/04/2024, you’ll be asked whether the month or the day comes first.
Tags have limits. Each row can add up to 20 tags from your file, plus the import’s own tag, and a contact can have up to 50. Extra tags are left off, and long tag names are shortened to 32 characters.
Names can be missing. A contact without a first name shows as “Unknown” until you add one.
International names and emails are supported. If splitting a full name leaves out a detail, its original wording is kept in notes.

Open the contacts page

Go to Contacts from the main sidebar. The page shows contact stats, filters, and a searchable table of people in your account.

The summary cards show:

Total Contacts in the account.
New Contacts from the past 30 days.
Top Source by number of contacts.
Most Valuable Source by lifetime value.

The table shows name, email, phone, date created, and lifetime value. Select a row to open the contact without leaving the page.

Search and filter

Search by name, email, or phone. Use Audience to find people on an interest list or waitlist, or Tag to find contacts with one of your labels.

Combine Search, Audience, and Tag to narrow the list further. For example, choose an audience and a tag to find the tagged contacts in that audience. Use Clear filters to return to the full list.

When combining filters, choose Load more contacts if it appears, even if no matches are showing yet. Use Load more audiences if the audience you need is not listed.

Review a contact

Select a contact to open their details. Text changes save when you leave the field. You can review and update:

Name, email, and phone number.
Notes and partner name.
Source, including referral details and Other source.
Tags.
Audience list memberships.
Related projects and bookings.
Lifetime value from projects and bookings.
Where a booking came from, when that information is available.
Instagram, TikTok, and LinkedIn details.

Financials shows payments from projects and bookings, plus their combined lifetime value. Select a project to open it. Use Load more projects or Load more bookings to see older work.

If you cannot edit a field or do not see Journey, your team role may not include that access.

Use tags for your own labels, such as VIP, returning family, or wedding inquiry. Add an existing tag from the contact’s details, or type a new name to create one. Removing a tag only removes that label.

Use Source to note how someone found you, such as Instagram, Google, or a referral. Choose from sources already used in your account. If none exist yet, enter the first source in a contact’s details.

If someone found you somewhere that isn’t on your list, choose Other and add where in Other source, such as a wedding directory. Your reports count them under Other, and you can search for what you wrote. Changing to another source clears Other source.

Journey shows audience signups, inquiry submissions, started bookings, and completed bookings, with related campaigns and visit details when available. Use Source for the label you choose and Journey to review how the contact reached you. Choose Load more activity to review older entries.

Audience memberships

The contact’s audience history shows which interest lists and booking page waitlists they joined, along with invitations and bookings. Membership statuses include Active, Invited, Invite used, Moved forward, and Removed.

You can add or remove contacts from interest audiences in their details. Booking page waitlists do not offer these manual controls.

Removing someone from an audience keeps their contact and history. The removed membership stays visible lower in the list.

Removing a tag or audience membership does not change the contact’s email preferences.

Referrals

Set Source to Referral, then link the person who referred them or enter that person’s name. Changing to another source clears the referral link. Copy any details you want to keep into Notes first.

Safe recovery and useful habits

A contact will not save with a new email: search the account for that address. Each email can belong to only one contact.
A field did not update: leave the field and wait for the save to finish. If an error appears, keep the sheet open, correct the value, and try again.
A contact seems to be missing: clear the Audience or Tag filter before searching by name, email, or phone.
You removed the wrong tag: add it again from the same contact sheet.
You removed the wrong audience membership: check the history before adding the contact again. You can manage interest audiences from their details; check the booking page for waitlists.
Lifetime value looks incomplete: check the contact’s projects and bookings. Lifetime value counts payments received, not quoted amounts.

Turn a contact into a project.
Add contacts to audiences and campaigns.
Collect new contacts through forms.