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Contacts

How to find, add, tag, and organize the people in your account.

Every customer, every lead, every walk-in lives in Contacts. Searchable. Taggable. Permanent.

You have 3,238 past customers already loaded into your system, plus every new lead that comes in from this point forward.

Finding a contact

In the RevStack mobile app or web:

Method 1: Search. Tap the magnifying glass / search icon. Type any of:

  • Full name or partial name
  • Phone number (any format — 7732830191 or 773-283-0191)
  • Email or partial email
  • City or zip
  • Tag

The system searches across all fields at once. Usually finds them in under 2 seconds.

Method 2: Filter. From the Contacts list, tap Filter:

  • By tag (e.g., lifecycle-customer-past, priority-hot, optin-form)
  • By Date Created (last 7 days, this month, etc.)
  • By Lead Source (Web Form, Facebook, Walk-In, etc.)
  • By Pipeline stage (if they're an active opportunity)

Adding a new contact manually

Walk-in, phone call, referral — anyone who didn't fill out a form online:

  1. Tap the + button in Contacts (or "Add Contact" on the web)
  2. Fill in: First Name, Last Name (or Company name for businesses), phone, email
  3. If known: project type, decision timeline, estimated value
  4. Set Lead Source to "Walk-In," "Phone Call," "Referral," or whatever fits
  5. Add a tag like lifecycle-lead so they show up in your reports correctly
  6. Save

If you also want to track them as a sales opportunity, you can add them directly to the New Lead column of the pipeline as part of the same flow.

Tags — what they mean

Tags are how the system knows what's true about each contact. They drive workflows, reports, and segmentation.

Your current tag taxonomy:

Tag What it means
lifecycle-lead Someone who's expressed interest but hasn't bought yet
lifecycle-prospect A qualified lead in active sales conversation
lifecycle-customer-past Someone who's bought from Dynamic Group before
lifecycle-customer-active Currently in an active project
source-reactivation Past customer being targeted for reactivation campaigns
source-facebook / source-google / source-walk-in Where the lead came from
priority-hot High-value or time-sensitive lead — handle first
priority-warm Solid but not urgent
consent-email-yes Opted in to receive email marketing
optin-form Came in through the opt-in page
dynamic-group Universal tag — every contact has this

Apply tags by tapping the contact → Tags → Add Tag. You can also add tags in bulk to many contacts at once from the filtered list.

Custom fields — the data behind the contact

Beyond name, phone, and email, every contact has custom fields for richer data:

  • Project Type (Kitchen / Bath / Closet / Multi-room)
  • Estimated Project Value ($5K range buckets)
  • Decision Timeline (Now / 30 days / 90 days / Researching)
  • Material Preference (Egger / Tafisa / Finsa / No preference)
  • Lead Source Details (which specific Facebook ad, which referrer, etc.)
  • Sales Rep (the original team member who handled the lead)
  • Final Invoice Total (after a job is won)
  • Job Status (Pending Start → In Progress → Completed → Paid in Full)

The more fields you fill in, the better your reports look at the end of the month — and the better the AI's responses become over time.

Importing a list

You won't need to do this often — the historical 3,238 customers are already in. But if you ever need to add a new batch (e.g., a list from a trade show):

  1. Web app only (not mobile): Contacts → Import
  2. Upload your CSV or Excel file
  3. Map columns (First Name → first_name, etc.)
  4. Important: before clicking Import, pause any published workflows so contacts don't trigger auto-emails on creation
  5. Import
  6. Once verified, re-publish workflows

If this sounds risky — it is. Email Kevin and we'll do it together the first time.

Bulk actions

From a filtered list, you can take action on many contacts at once:

  • Add a tag to all of them (e.g., add priority-hot to everyone in the Estimate Scheduled stage)
  • Remove a tag
  • Add them all to a workflow (this is how you'd launch a Reactivation Stage)
  • Send a bulk email (we don't recommend this — use a workflow instead)
  • Export to CSV for offline analysis

Notes — for stuff that doesn't fit a field

Every contact has a notes section. Use it for context that doesn't fit a structured field:

  • "Said they're looking to remodel in spring 2026"
  • "Reluctant about price — circle back in 30 days"
  • "Brother is also interested — see contact Mike S."
  • "Met at the Wood Dale showroom open house"

Notes don't drive automations. They're for humans reading the contact later.

Deleting vs. archiving

Don't delete contacts. Once gone, they're gone — and you lose the historical record.

If a contact really shouldn't be active anymore:

  • Move their opportunity to "Lost"
  • Add the tag archive-do-not-contact
  • They stay in your database but won't be targeted for any campaigns

What if I'm stuck?

Stuck moment Fix
"I can't find a contact I know is in there" Try searching by phone (most reliable). If still nothing, they may have been added under a different spelling — try partial name.
"I see a duplicate of the same customer" Tap the contact → Merge → select the duplicate → confirm. Notes and history merge into the kept record.
"I added a contact but they aren't getting emails" Check the contact's tags — they may need the consent-email-yes tag depending on the workflow trigger.
"I tagged 100 contacts wrong by mistake" Filter to those contacts → bulk action → remove tag. Reversible.

Video walkthrough

A video walkthrough of working with contacts lives here once we wire it in.

Last updated: 2026-06-01 by Kevin / RevStack