People
A person record holds one individual. People and companies are the two contact types in Clockwork CRM, and emails, calls, cases, projects, sales and calendar activities all link back to one or the other.
A person can stand alone, or work for one or more companies.
Opening Contacts takes you to the last contact you viewed. If there is none, it opens Add Contact.
Open in Clockwork CRMEnter your Clockwork CRM address at the top of the page to open this in your Clockwork CRM.
Finding a person
Type a name into the search box in the Contacts app's top bar. Up to 40 matching people and companies appear as you type, with each person's company shown in brackets. Click one to open their Timeline. See Searching contacts for the other ways to find contacts.
Contacts → List People lists people only, and narrows the list with search criteria.
Filters control which people come back, Show controls which columns appear, and Sort controls the order. The result count sits on the right of the toolbar.
Adding a person
Contacts → Add Contact offers six ways to add a contact, covering both people and companies:
- Add a new person manually
- Add a new company manually
- Find UK companies
- Find a UK company director
- Bulk import people using a CSV file
- Bulk import companies using a CSV file
Find UK companies and Find a UK company director add companies and people from the UK company register. See Finding UK companies.
To add a person by hand:
- Go to Contacts → Add Contact and choose Add a new person manually.
- Enter at least a First Name and a Surname.
- Fill in any other fields you need.
- Select Save.
Save stays unavailable, with the message "Missing or incomplete fields detected.", until every required field is filled in and every field is valid. When the person is saved you see "Name has been created." and their record opens on the Timeline tab.
General Details
| Field | What it does |
|---|---|
| Title | The person's title. Type your own, or pick Mr, Mrs, Miss, Ms, Dr, Master, Professor, Sir or Reverend from the list |
| First Name | Required. Up to 50 characters |
| Surname | Required. Up to 50 characters |
| Person Image | Click the image to choose a picture from the File Browser. It is shown at 256 by 256 pixels |
Personal Details
These are the person's own details, not the ones they use at a company.
| Field | What it does |
|---|---|
| Job Role | The person's role when they do not work for a company. Up to 100 characters |
Up to 100 characters. Must be a valid email address. Each email address can belong to only one person. Capitals are ignored, so Sam@example.com and sam@example.com are the same address |
|
| Telephone | Must be a valid phone number |
| Mobile | Must be a valid phone number |
Tags
Add Tag opens the tag picker. It lists tags for people and application-wide tags.
- Search filters the list. Click a tag to add it.
- New Tag creates a tag: enter a Tag Name, choose a Colour, and select Save. The new tag is added to the person. Close goes back without creating one.
Click a tag on the form to change its name or colour. This changes the tag everywhere it is used. The cross on a tag removes it from the person. Tags are managed centrally at Tags and resources.
Business Information
Works for these companies searches your companies. Select a company to link the person to it, and remove it to unlink them. A person can work for more than one company.
Each company you add gets its own set of fields, for the details the person uses there:
| Field | What it does |
|---|---|
| Job Role | The person's role at this company. Up to 100 characters |
| The person's email address at this company. Must be a valid email address | |
| Telephone | Their telephone number at this company |
| Mobile | Their mobile number at this company |
The person appears on the People tab of each company they work for.
Property groups
Each property group that holds at least one property appears as its own section below, with its properties. Required properties must be filled in before you can save. See Custom properties.
The person record
Opening a person shows their record. The left panel holds the person themselves.
| Item | What it shows |
|---|---|
| Photo | The person's image. Click it to choose a new image from the File Browser. You are asked to confirm before the old image is replaced |
| Name | The person's first name and surname |
| Job role | The job role from Personal Details |
| Companies | One line per company, such as "Director @ Acme Ltd". Click it to open the company |
| Title | The person's title |
| Their personal email address and their email address at each company | |
| Telephone and Mobile | Their own numbers and their numbers at each company. Click a number to dial it from your device |
| Tags | The tags on the person |
| Property groups | One section per property group, showing the properties that hold a value |
Click a title, email address or property value to copy it. An email address shown struck through is on a blacklist, and hovering over it says it won't receive further bulk emails. A Url property opens the address, and a Phone property dials the number. A Person or Company property opens a menu with Copy value and Go to record.
Quick actions
The icons under the name are quick actions.
| Icon | What it does |
|---|---|
| Log a call with this contact | Opens Record the call..., which times the call and holds your notes. Save logs the call to the person's calendar and timeline, and Cancel discards it. When your account has phone numbers, the icon opens a menu with Make an outbound call and Log a call |
| Email contact | Opens a new email to the person in the Email app. It appears when the person has an email address and you have a primary email account |
| Schedule... | Opens the calendar scheduler with the person as an attendee |
| Send an SMS to this contact | Sends a text message. It appears when your account has a mobile phone number and the person has at least one phone number |
| Get Form Link | Choose a marketing form. A link to the form, carrying this person's ID, is copied to your clipboard. The ID is sent with any submission made from that link |
| Create an opportunity for name | Opens a new opportunity for the person in the Sales app, in a new tab |
See Call logs, Forms and Opportunities.
Editing a person
- Open the person.
- Select Edit Contact in the top bar. The left panel becomes the edit form.
- Change the details. The sections are Personal Details, Contact Details, Tags, Business Details and one section per property group.
- Select Save, or Cancel to leave without saving.
The fields and limits are the same as on the add form. Business Specific Details holds the Job Role, E-mail, Telephone and Mobile for each company the person works for. Removing a company from Works for these companies and saving removes those details.
Edit Contact needs the Edit Contact permission.
Deleting a person
- Open the person.
- Select Delete Contact in the top bar.
- Confirm Are you sure you want to delete this Person.
- Confirm again at Are you really sure?.
The person is deleted permanently and you return to Contacts. Delete Contact needs the Delete Contact permission. See Teams and permissions.
The tabs
The rest of the record is a set of tabs. A tab shows a count when it holds anything. Plugins can add their own tabs. On a small screen, the Person tab shows the left panel.
| Tab | What it holds |
|---|---|
| Timeline | Everything that has happened with this person, newest first |
| Emails | Emails linked to this person, with From, Subject and Sent |
| Calls | Phone calls to and from this person. See Call logs |
| SMS | Text messages to and from this person. See Call logs |
| LinkedIn messages logged with Voyager. See LinkedIn with Voyager | |
| Calendar | Calendar activities involving this person, with Date, Title, Time and Location |
| Cases | Cases raised for this person, with Case, Title, Status, Dates and Assigned to |
| Projects | Projects this person is attached to, with Project, Due, Time and Value |
| Notes | Free-text notes written against this person |
| Sales | Opportunities involving this person, with Opportunity, Value, Likelihood, Close date and Owner |
| Bookings | Bookings the person made through your booking links |
| Forms | Marketing form submissions, with Submitted, Form and Submitted from |
| Files | Documents attached to this person |
| Mailing Lists | The mailing lists this person is on, and whether they are subscribed |
| Page Views | Pages this person has viewed on your tracked sites, with When, Page, Source, Location, Device and Time on page |
Each tab has a row of tiles at the top that sum up what it holds, such as the number of emails in the date range, or the number of open, overdue and completed cases. The tiles count everything the tab's filters match, not only the page shown. Where there is something coming up, such as the next case or project due or the next opportunity to close, a tile shows it. Click that tile to open it.
Most tabs have the same filters: a search box, From and To dates, and a button that switches between Newest first and Oldest first. Lists are paged.
On the Cases tab, when the person has cases of more than one type, a button for each type narrows the list to that type. On the Sales tab, buttons for each pipeline and each status do the same. Each shows its count. Click the button again to show them all.
Click a row on the Emails, Calendar, Cases, Projects, Sales or Forms tab to open it. Each row on the Emails, Calendar, Cases, Projects and Forms tabs also has a menu with an option to open it (View Email, View Details, View Case, View Project or View Submission) and Unlink. The Calendar menu also has Open in Calendar. Unlink removes the link to this person after you confirm. It does not delete the email, activity, case, project or submission.
An email or calendar entry marked Private can only be seen by you against this contact.
Bookings
Each booking shows When, Booked, With (the member of staff), Status (Upcoming, Awaiting payment, Completed, Not completed or Cancelled), Payment and Arranged. All, Upcoming, Past and Cancelled narrow the list. Click a row to see the booking's day in the calendar. The row menu has View in calendar, Copy customer link and Open customer link. People who are allowed to change the booking also see Mark as complete and Cancel booking. See Bookings.
Files
Search files, From and To filter the files. From the file list you can upload files with Upload file, upload a new version of a file with Update, download versions and delete files.
Mailing Lists
Each list shows when the contact was subscribed, the list's name and description, its Status (Subscribed or Unsubscribed) and when the list was created. All, Subscribed and Unsubscribed narrow the list. A contact is subscribed to a list only once they have been sent a bulk email to that list.
To unsubscribe the contact from a list:
- Select Unsubscribe on the list.
- Confirm. The contact stops receiving bulk emails sent to that list.
Only the contact can subscribe again, from their email preferences. See Mailing lists.
The timeline
The Timeline tab brings the contents of the other tabs together into one list, grouped by day.
| Control | What it does |
|---|---|
| Entry types | Show one kind of entry only |
| From and To | Limit the timeline to a period. The cross clears both dates |
| Newest first / Oldest first | Switches the order |
The entry types are All, Email, Calendar, Case, Project, Note, Sale, History, Recorded Call, Text Message (SMS), Form Submissions, Website Activity, LinkedIn and Bookings. Each day shows how many items it holds.
More entries load as you scroll, or with Load more. "That's everything" means there are no more entries.
History entries record changes to the record itself, showing who made the change, when, and each property with its value.
Notes
The Notes tab holds free-text notes. The tiles at the top show the number of notes, and when the last one was updated and by whom.
To add a note:
- Select Add Note.
- Enter a Title (required, up to 255 characters) and the Content (required).
- Select Save.
Each note shows who wrote it, its title and content, and when it was last updated. An edited note also shows when it was created and who edited it. Click a note, or Edit in its menu, to change it. Delete removes it after you confirm.
| Filter | What it does |
|---|---|
| Search notes | Shows notes that contain the keyword |
| From and To | Limit the notes to a period |
| Newest first / Oldest first | Switches the order |
More notes load as you scroll, or with Load more.
The same tab appears on company records.
Related
- Companies, the other contact type
- Searching contacts, every way to find a contact
- Custom properties, adding your own fields to people
- Finding and merging duplicates
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