A contact is someone you deal with at a customer organisation. Add and edit contacts in the customer card’s Contacts section. Their details are used in quotes, deals and emails. This section is part of the CRM add-on.
Contact details are personal data for which your organisation is the controller. See GDPR: access requests, retention and erasure.
Add a contact
- Open the customer card and choose Add contact.
- Enter the First name and Last name. Email and Phone are optional.
- Complete any custom fields under Additional details as needed. See Custom fields.
- Save.
When editing a contact, clearing a field removes its previously saved value.
Primary contact
A customer can have one primary contact. This person is selected by default on quotes and deals and appears first in the contact list. Use the checkbox on the form or choose Set as primary from the row’s ⋯ menu.
Send an email
Choose Send email on the contact’s row. If your mailbox is connected, you can write and send the message in Kelomo. It is saved to the customer’s timeline. Otherwise, the button opens your email app with the recipient’s address filled in.
See Save and send sales emails.
Export a contact’s data
Choose Download JSON from the row’s ⋯ menu to download a JSON file for handling a data request. Review the export and check for personal data stored elsewhere before responding. Your organisation is responsible for handling the request.
Anonymise a contact
Anonymisation cannot be undone. Check that you have selected the correct contact before confirming.
Choose Anonymise from the row’s ⋯ menu. This clears the contact’s details, including their name, email address, phone number, title, custom fields and personal notes. Related emails are also deleted. Anonymised contact is displayed in place of the name. Links in quotes, deals and history are retained.
Anonymisation does not remove the person’s name from all free-text content. Activity subjects and notes, for example, may still contain personal data. Review these separately and remove the relevant details manually.
Delete an incorrect contact
Permanent deletion is suitable for correcting mistakes, such as a contact created twice by accident. Deletion cannot be undone.
A contact with history cannot be deleted. To remove their personal data, use anonymisation and also review free-text content as described above.
Troubleshooting
- The primary contact was only partly updated. Select the primary contact again from the row’s ⋯ menu.
- Someone else edited the contact. Refresh the page and make your change again.
- An anonymised name still appears in an activity. Edit the activity’s subject or note manually.