# People

> Add, find and manage individual people, and understand what a person record holds.

Source: https://help.clockworkcrm.com/contacts/people
Last updated: 2026-10-09

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**.

## 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](https://help.clockworkcrm.com/contacts/searching) for the other ways to find
contacts.

**Contacts → List People** lists people only, and narrows the list with search criteria.

![The advanced person search: filters and visible columns across the top, results below](https://clockworkcrm.blob.core.windows.net/public-internal/docs/contacts/person-list.png?v=f716a9a8)

**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](https://help.clockworkcrm.com/contacts/uk-companies).

![The Add Contact page, offering manual entry, Find UK companies, Find a UK company director and CSV import](https://clockworkcrm.blob.core.windows.net/public-internal/docs/contacts/person-add-form.png?v=ce9097c1)

To add a person by hand:

1. Go to **Contacts → Add Contact** and choose **Add a new person manually**.
2. Enter at least a **First Name** and a **Surname**.
3. Fill in any other fields you need.
4. 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.

![The form for adding a person manually](https://clockworkcrm.blob.core.windows.net/public-internal/docs/contacts/add-person-form.png?v=1611b169)

### 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 |
| **Email** | 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](https://help.clockworkcrm.com/admin/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 |
| **Email** | 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](https://help.clockworkcrm.com/general/custom-properties).

## The person record

Opening a person shows their record. The left panel holds the person themselves.

![A person record's left-hand panel: name, job title, employer, contact details and a custom property group](https://clockworkcrm.blob.core.windows.net/public-internal/docs/contacts/person-record-header.png?v=4609cdbf)

| 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 |
| **E-mail** | 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**.

![A person's name, the quick action icons, and their job title and company](https://clockworkcrm.blob.core.windows.net/public-internal/docs/contacts/person-quick-actions.png?v=de05ae58)

### 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](https://help.clockworkcrm.com/contacts/call-logs), [Forms](https://help.clockworkcrm.com/marketing/forms) and
[Opportunities](https://help.clockworkcrm.com/sales/opportunities).

## Editing a person

1. Open the person.
2. Select **Edit Contact** in the top bar. The left panel becomes the edit form.
3. Change the details. The sections are **Personal Details**, **Contact Details**, **Tags**,
   **Business Details** and one section per property group.
4. 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

1. Open the person.
2. Select **Delete Contact** in the top bar.
3. Confirm **Are you sure you want to delete this Person**.
4. 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](https://help.clockworkcrm.com/admin/teams).

## 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](https://help.clockworkcrm.com/contacts/call-logs#on-contact-records) |
| **SMS** | Text messages to and from this person. See [Call logs](https://help.clockworkcrm.com/contacts/call-logs#on-contact-records) |
| **LinkedIn** | LinkedIn messages logged with Voyager. See [LinkedIn with Voyager](https://help.clockworkcrm.com/contacts/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.

![The Sales tab: tiles for the totals and win rate, the search, dates and order, pipeline and status buttons, then the opportunities](https://clockworkcrm.blob.core.windows.net/public-internal/docs/contacts/person-sales-tab.png?v=82689192)

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](https://help.clockworkcrm.com/calendar/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:

1. Select **Unsubscribe** on the list.
2. Confirm. The contact stops receiving bulk emails sent to that list.

Only the contact can subscribe again, from their email preferences. See
[Mailing lists](https://help.clockworkcrm.com/marketing/mailing-lists).

## The timeline

The **Timeline** tab brings the contents of the other tabs together into one list, grouped by day.

![The timeline: date and filter controls, then entries grouped by day](https://clockworkcrm.blob.core.windows.net/public-internal/docs/contacts/person-timeline.png?v=e1087cc3)

| 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.

![The Notes tab: a count, the Add Note button, filters, and the notes themselves](https://clockworkcrm.blob.core.windows.net/public-internal/docs/contacts/company-notes.png?v=75f0a0b8)

To add a note:

1. Select **Add Note**.
2. Enter a **Title** (required, up to 255 characters) and the **Content** (required).
3. 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](https://help.clockworkcrm.com/contacts/companies), the other contact type
- [Searching contacts](https://help.clockworkcrm.com/contacts/searching), every way to find a contact
- [Custom properties](https://help.clockworkcrm.com/general/custom-properties), adding your own fields to people
- [Finding and merging duplicates](https://help.clockworkcrm.com/contacts/duplicates)