Once your custom fields are in place, you are ready to populate your CRM. This article covers the entire process from creating a single contact to analysing your database with the list view and BI reports.

Creating a CRM Contact step by step

1. Open the CRM Contact List page (/crm/contacts) and click the Create button. The creation form will load.
2. Note name: A system‑generated placeholder (e.g., "Contact 2026-04-30-001”) appears. Replace it with a meaningful, human‑readable identifier, such as the company’s name and a short descriptor (e.g., "InnoTech Solutions – John Smith intro”).
   Critical rule: The note name must be unique across your entire CRM tenant. If you try to save a duplicate, the system will reject it and prompt you to choose another name. This uniqueness guarantees that every contact is unambiguously identifiable in lists, logs, and reports. Changes to the note name later are allowed as long as uniqueness is maintained.
3. Type: Select Business or Private Person.
   Remember: this selection is permanent. The radio buttons will be greyed out in edit mode after the contact is saved. If you need to change the type later, you must create a brand‑new contact.
4. Custom fields (dynamic section): Based on the type you chose and the assignments made in settings, the custom fields that are set to appear on the creation form will now show up.
• If a field is "required”, it is marked with an asterisk, and you cannot save without filling it in.
• For dropdown fields, select the appropriate value.
• The form validates all required fields both on the client side (immediate feedback) and server side (final guard).
5. Sales Team (optional): A dropdown listing all the sales teams you have configured. Selecting one later helps with organisational reporting. You can leave it empty if the contact is unqualified.
6. Responsible Person: A dropdown of employees. If a Sales Team is selected, the list is filtered to members of that team; otherwise, all users with CRM permissions appear. Choose the person who will own the relationship.
   What happens after save: The chosen person receives an in‑app notification (and optionally an email) stating they are now responsible for "InnoTech Solutions”. They will also be alerted about every future activity related to this contact.
7. Save options: After filling in the form, you have three possible actions:
• Save – The contact is saved.
• Save & Go to Dashboard – Saves and immediately redirects to the full dashboard of the newly created record. This is the standard "I want to work on this lead now” flow.

Example: A sales development representative (SDR) returns from a webinar with a list of attendees. She opens the CRM, clicks Create, selects Type = Business, enters the company name as Note name, picks the Sales Team "UK Small Business”, assigns herself as responsible, and fills in the custom fields (e.g., "Number of employees: 25”, "Industry: Retail”). After logging 10 contacts, she switches to the list view to begin qualifying them.

Navigating the CRM Contact List

The list view is your command center for managing many contacts at once. It is a tabular display with sortable columns, powerful search, and inline editing.

Columns – By default, the table shows:

• Note name (clickable to open Dashboard)
• Type icon (Business or Person)
• OffConOn Passport link status (a small connected icon or empty)
• Responsible Person
• Sales Team
• Pipeline (if associated)
• Additional configurable columns for any custom field that you marked as "searchable” (e.g., Revenue Band, Industry).

You can personalise which columns are visible via a column selector, and you can sort the list by clicking any column header.

Inline editing – Without leaving the list, you can quickly update the most critical information for a contact.

• Add or change the Pipeline (assign to a pipeline and set the initial stage).
• Change the Sales Team.
• Update the Responsible Person.

These changes are saved immediately and logged in the contact’s Activity History under "Data Changes”. This feature saves time when you are doing batch updates or quick corrections.

Search and filtering

Above the table, a search bar and filter panel give you surgical precision over what you see:

• Full‑text search: type any keyword (company name, part of an email, a phone number, a note name) and the system searches across indexed fields, including keywords you’ve manually added on the dashboard.
• Advanced filters: click the filter button to expand a panel where you can add multiple conditions:
• Type (Business / Private Person)
• Sales Team (one or multiple)
• Responsible Person (specific employee)
• Passport link status (linked, not linked)
• Creation date range (e.g., last 30 days)
• Custom fields (only those marked as searchable): for example, filter by "Revenue Band = Over €2M” or "Industry = Manufacturing”
• Pipeline stage (e.g., all contacts in "Proposal Sent”)

Aggregated statistics header: whenever you apply filters, a snapshot bar at the top of the list updates with summary numbers: total contacts matching the filter, total potential deal value (if pipelines are attached), and distribution by type. This gives you an instant pulse on your filtered segment.

Bulk actions and the BI Report

Select one or multiple contacts by checking the boxes on the left. A contextual toolbar appears with options to:

• Assign Sales Team in bulk.
• Change Responsible Person in bulk.
• Export the selected data (CSV/Excel) for external analysis.
• Generate BI Report – the most powerful analytical tool in the list.

The BI Report per Contact (detailed)

When you select a single contact and click BI Report, the system opens a page with a rich analytical snapshot.

The BI report’s purpose is to answer business questions like: "How valuable is this customer, how engaged are they, and what is their conversion behaviour?” The report is read‑only and generated in real time from transaction data, activity logs, and pipeline states.

Using the time range selector: All metrics default to the last 12 months. You can change the range to Last 30 days, Last quarter, All time, or a custom interval. The entire report refreshes instantly.

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