The CRM Contact Dashboard is where you build and maintain relationships. It is a single‑page layout composed of several box elements (widgets), each dedicated to a specific aspect of the contact. This article explains every box in exhaustive detail, including its purpose, functional behaviour, configuration, and real‑life usage.

1. Activity History Box

Purpose: An automated, chronological journal of everything that happens with the contact.

What it logs: Every event linked to the contact is recorded with a timestamp, an icon indicating the event type, a brief description, and the creator (an employee name, or "OffConOn Automation” if the system triggered it). Event types include:

• Emails sent/received
• Calls (inbound/outbound if using OffConOn’s phone system)
• Notes added (text, audio, video, files)
• Tasks created, updated, or completed
• Meetings scheduled
• Pipeline stage changes
• Data field modifications (responsible person changed, email added, etc.)
• Passport linked/unlinked
• Invitation code generated/used
• Chat messages (if linked to Passport)
• Social media interactions

Filtering the timeline: Two main tabs help you focus:

• Focus Events (default) – Actions directly related to relationship management: notes, tasks, emails, calls, meetings, chat. This is the rep’s daily working view.
• Data Changes & Admin Events – Purely administrative: field updates, Passport links, system automations. Ideal for audits or manager oversight.

Within each tab, you can further check one or more specific event types. For example, under Focus Events, select only "Emails” and "Notes” to see a combined communication thread without task or call noise.

Automation indicator: When the system performs an action—for instance, automatically sending a birthday email based on a campaign workflow—the event appears with the creator "OffConOn Automation”. This transparency allows you to distinguish between manual actions and automated touches.

Real‑world example: A rep prepares for a call. She opens the Activity History, filters Focus Events to "Calls” and "Notes”, and quickly reviews the last three interactions to remind herself of the open action items. She enters the call fully informed.

2. Responsible Person Box

Content: Shows the avatar, name, and role of the employee currently responsible. An Edit button allows reassignment.

Business rules:

• Mandatory: A CRM Contact must always have exactly one responsible person. If you try to delete the assigned employee from the ERP, the system forces you to replace the responsible person on all their contacts first.
• Notification on change: When the responsible person is changed, the new person receives a notification with contact context.
• Task assignment default: When you create a task directly from the dashboard, the task is pre‑assigned to the responsible person unless you manually override it. This streamlines workflow.

Why it matters: Absolute clarity on ownership. Sales managers know exactly who to talk to about any customer, and reps receive real‑time alerts about their accounts.

3. Sales Team Box

Content: The assigned sales team’s name with an option to change or remove it.

Functional logic:

• The link is optional; an unqualified lead may have no team yet.
• When a sales team is set, the responsible person dropdown (when editing ownership) is filtered to team members, though you can still assign someone outside with a warning.
• Sales plan integration: The contact’s closed deals contribute to the team’s revenue numbers, which are compared against periodic sales plans. This makes team assignment essential for accurate reporting.

Example: At the start of a quarter, the VP of Sales filters the contact list by "Sales Team = DACH Enterprise” to see if the pipeline contains enough value to meet the target. She then runs targeted coaching sessions.

4. OffConOn Passport Box

Purpose: Manages the link between this CRM Contact and a real identity on the OffConOn platform.

Two states:

• Linked: Shows the Passport’s public profile picture, display name, and a "View Profile” link. A Remove button is available unless the link is historically locked.
• Not linked: Displays an empty state and an Add Passport button.

Adding a Passport (detailed in Article 5): Opens a search dialog where you find the individual or company profile. The link triggers a sync, pulling in profile picture and verified contact details (with privacy consent). An event is logged.

Removing a Passport: If there are no historically protected events (e.g., a completed purchase), removal is allowed. However, if a financial transaction is associated with the contact, the system displays a lock icon and a message: "This connection cannot be removed because there are financial transactions associated with this CRM Contact.” This rule preserves audit integrity, ensuring a purchase is always traceable to a specific identity. Once locked, even an admin cannot break the link.

Benefits of linking (expanded in Article 5):

• Buyer qualification: see profile verifications before approving orders.
• Direct communication: chat and video calls via OffConOn.
• Social alerts: get notified when the contact interacts with your groups.

5. Contact Persons Box

This box establishes the people‑to‑company relationships within your CRM, mapping the organisational structure of your clients.

For a Person‑type contact: You can designate this individual as a contact at a Business‑type CRM Contact.

• Click Add. A searchable dropdown of your Business contacts appears.
• Select the company (e.g., "InnoTech Solutions”).
• A modal opens where you can:
• Add a Note (e.g., "CTO, main technical decision‑maker”).
• Select an Email, Phone, and Location from those already stored on the chosen company’s dashboard. This specifies exactly how to reach the person at that company (e.g., their direct office line, not the general number).
• Save. The relationship appears in the box.

For a Business‑type contact: You can add existing Private Person contacts as key people.

• Click Add, search for the person, and optionally choose which of their email/phone/locations to use when contacting them in the context of that company.

Example: Your client "MegaCorp” has multiple locations and contacts. You link "Alice König” (Private Person) and set her email as [email protected] and location as "HQ Berlin”. You add a note "Approves all IT purchases”. When you later need to send a quote, you know exactly who to email and where she sits.

Behind the scenes: The relationship is a many‑to‑many link table. The preferred contact details are stored as references to the existing email, phone, and location records of the related contact, not duplicated.

6. Communication Box

A simple but powerful dropdown for the preferred language of communication (e.g., English, German, French).

Why it matters: When you later use the Campaign Manager to send email blasts, the system detects the contact’s preferred language. If your campaign has templates for "de” and "en”, a German‑speaking contact automatically receives the German version, while English contacts get the English variant. This personalisation boosts engagement with zero extra effort per campaign.

7. Public Links Box

A list of URLs related to the contact—company website, LinkedIn profile, TikTok, etc. Each entry has a display label and the URL.

Usage: Quickly jump to the contact’s online presence for research before a call. Not for automation; purely a reference.

8. Emails Box

Displays all email addresses associated with the contact, along with their type (work, personal, etc.).

Uniqueness rule: An email address can belong to only one CRM Contact at a time within your ERP. When you try to add an email that already exists on another contact, the system warns: "This email is already used by contact ‘XYZ’. Duplicate emails are not allowed.” This rule is essential because the built‑in email system matches incoming and outgoing messages by the email address. If duplicates existed, the system couldn’t reliably log communication under the right contact.

Direct email action: Click on any email address in this box to open a compose pop‑up pre‑addressed to that contact. After you send, the outgoing email is automatically logged in the Activity History as a Focus Event. This means you never have to leave the dashboard to send a standard email.

Incoming email integration: When someone emails your company and the sender’s address matches a CRM Contact’s email, the message is automatically attached to that contact’s activity history. The responsible person receives a notification. The entire thread is visible on the dashboard, eliminating the need to dig through a separate inbox.

9. Phone Numbers Box

Similar to emails: holds the contact’s phone numbers (mobile, office, etc.) with the same uniqueness constraint. A phone number can only belong to one contact.

Why uniqueness matters: If you use OffConOn’s built‑in VoIP system, inbound and outbound calls are logged based on the number. Duplicate numbers would break call attribution.

Direct calling: On mobile devices, numbers are tappable to initiate a call. Within the ERP web interface, you can click to trigger a call via the integrated communication system.

10. Locations Box

Stores physical addresses for the contact (headquarters, branch office, delivery site, home). Each location has:

• Type label
• Full address string
• GPS coordinates (latitude/longitude), captured automatically via the map search.

Adding a location: Click Add, start typing an address, and select from map‑based suggestions. The system stores both the formatted address and the coordinates.

Practical benefits:

• Route planning: When a field salesperson has multiple visits, the ERP’s calendar can use the GPS coordinates to plan an efficient route.
• Context: Knowing the delivery site address helps logistics.

Example: A rep sets up a day of client visits. She opens the calendar, selects the contacts, and the system suggests the optimal visit order based on location, saving her an hour of driving.

11. Details Box

This box shows type‑specific core information:

• Private Person: Fields include Birthday (optional, with a date picker). The birthday can be used for automatic congratulation emails via campaigns.
• Business: Fields include Company Registration Number, Legal Form (dropdown: LTD, GmbH, Inc., etc.), VAT ID, and other jurisdiction‑relevant data.

These are standard attributes, always editable, and can be used in advanced list filtering.

12. Specifications Box

The Specifications box is the dynamic home for all custom fields attached to this particular contact.

What it shows: All custom fields that were assigned in settings (both required and optional) plus any additional custom fields you manually add to this specific contact via an Add Custom Field button. For instance, if your global form includes "Revenue Band” and "Industry”, those appear. But if you later realise this contact needs a unique "Preferred demo time” field, you can click Add Custom Field, pick it from the full library, and fill it in for this contact only.

Editing: Each field is editable inline. Changes are logged in the Activity History under "Data Changes”. This flexibility gives you the best of both worlds: standardisation where needed, and freedom for one‑off details.

13. Keywords Box

A free‑form text area where you can enter comma‑separated keywords or tags (e.g., "VIP, trade show May 2024, urgent”). Keywords are searchable from the list view. They are an informal but powerful tool for personal organisation.

Example: A rep tags all contacts she met at a specific event with the keyword "Messe München” enabling her to later send a targeted follow‑up email to that entire group with one filter.

14. Target Market Box

Displays the marketing segments to which this contact has been assigned. Target markets are defined in a separate module and can be used to automate campaign inclusion.

Manual assignment: You can manually add the contact to one or more target markets from this box. Likewise, you can remove them (unless they are applied automatically by rules, in which case a note indicates "managed automatically”).

15. Invitation Codes Box

Visibility: This box appears only if the CRM Contact is not linked to an OffConOn Passport. Once a Passport is linked, the box disappears because its sole purpose is to invite the contact to join the OffConOn ecosystem.

What it does: You can generate a unique invitation code and send it via email to the contact. When that person registers on OffConOn using your code, the system automatically links their new Passport to this CRM Contact and notifies you. We will cover the full process in Article 5.

16. Profile Picture

At the top of the dashboard, you can upload a picture for easy visual identification. Alternatively, if the contact is linked to a Passport, you can enable a sync that automatically updates the picture whenever the person changes their public profile photo. This keeps your CRM fresh without manual maintenance.

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