Contacts

Contacts are people your organization sells to, supports, markets to, or works with. A contact can be an early prospect, a decision maker, a customer, or an end user.

Workstation uses Contacts for the prospect lifecycle. Use contact status, owner, source, pipeline, stage, rating, and score instead of relying on a separate lead-conversion workflow.

Contact data

The standard Contact properties cover:

Identity: name, salutation, birth date, gender, and profile details
Work context: title, department, company, account, and reporting relationship
Communication: email, secondary email, phone, mobile, preferred method, language, and time zone
Address and social profiles
Consent and compliance: email opt-in, do-not-call, and tax-exempt status
Qualification: lead status, owner, source, channel, industry, pipeline, stage, rating, lead score, company size, revenue, budget, and expected close date
Marketing attribution: referral, UTM fields, click IDs, and originating ad
Description, staff alerts, and system dates

Administrators can add custom and computed fields in Properties. Required fields and available fields may therefore differ by workspace.

Creating a contact

Open Contacts.
Select New Contact.
Enter the required name fields and any known contact details.
Assign an owner, source, pipeline, and stage when relevant.
Associate the contact with an account or other records.
Save the contact.

You can also create contacts through imports, forms, connected apps, and other workflows. When Apollo is connected, Find people provides a prospecting entry point from the Contacts page.

Lifecycle and qualification

A contact can belong to a Contact pipeline and stage. This lets teams model steps such as New, Attempted, Connected, Qualified, or Disqualified without converting the person into a different record type.

Contact qualification and Deal progression are separate:

The Contact pipeline describes the person’s lifecycle or readiness.
The Deal pipeline describes a specific revenue opportunity.
One contact may be associated with multiple deals over time.

See Pipelines and Stages for stage configuration, transition rules, and stage-required fields.

Accounts and relationships

A contact can have a primary Account and additional account associations. One account-contact relationship can be marked primary for that account.

Contacts can also be related to deals, tickets, appointments, carts, projects, invoices, activities, emails, and other records. Use associations to keep the customer history connected rather than duplicating the person.

List and Kanban views

The Contacts page supports List and Kanban views.

Built-in tabs include All, My, and Unassigned.
Quick filters include owner, lead status, stage, ad-contact status, created date, and account.
Kanban can group by Stage or other supported properties.
Selecting a row or card opens the contact in the shared record flyout, while the full detail URL remains available for direct navigation.

Use Table Views to save filters, columns, sorts, view mode, and Kanban grouping. Use Check duplicates before or after large imports to review likely duplicate people.

Working from the contact record

The default record page includes contact information, lifecycle details, communication preferences, activities, emails, conversations, comments, events, calls, invoices, memberships, timeline history, and related-record cards.

The exact card and tab arrangement can differ because administrators can customize Contacts in Settings → Objects. Property cards support inline editing when the field and the user’s permissions allow it.

Bulk actions

Select contacts on the list page to assign an owner, edit standard or custom properties, delete records, or create follow-up tasks. Property validation and conditional requirements are checked during supported bulk updates as well as normal edits.

Visibility

Contacts are globally visible within the organization to users who have the appropriate Contact permissions. Ownership still supports assignment, personal views, and follow-up responsibility, but Contacts are not restricted by the owner-based department visibility used for Deals.

Import and export

Use Settings → Import / Export to load Contact data from CSV or Excel. Map columns to native and custom properties, then choose Create Only, Upsert, or Replace.

Stabilize property internal names, option values, and pipeline stages before a large import. See CRM Setup for the recommended order.