Managing Contacts & Accounts
SwiftlyCRM separates your database into two related record types: Accounts (companies or organisations) and Contacts (individual people). Understanding the difference — and how they link — is foundational to keeping clean data.
Accounts vs Contacts
An Account represents a business entity: a company, agency, or organisation you work with. A Contact is a person, usually an employee of that company. One Account can have many Contacts, but a Contact belongs to one primary Account.
| Record Type | Represents | Key Fields |
|---|---|---|
| Account | A company or organisation | Company name, industry, size, revenue, website, billing address |
| Contact | An individual person | First/last name, email, phone, job title, lead score |
Creating an Account
Go to Contacts → Accounts → New Account. Required fields are Company Name and Branch. Optional but recommended: Industry, Company Size, Website, and Billing Address. After saving, you can immediately add Contacts to that Account from the Account detail page.
Creating a Contact
Go to Contacts → New Contact. Required fields are First Name, Last Name, and Email. Link the Contact to an Account in the Account field — this populates the account name on all associated records. If the contact is a sole trader or has no company, leave the Account field blank.
The Interaction Timeline
Every Contact has an interaction timeline on its detail page. The timeline aggregates:
- Logged calls, emails, and meetings
- Proposals sent or opened
- Contracts linked
- Tasks completed
- Stage changes on linked deals
- AI-extracted meeting insights
Entries are ordered newest first. Filter the timeline by interaction type using the tabs above it.
Automatic Lead Scoring
SwiftlyCRM assigns a numeric lead score (0–100) to each contact based on engagement signals. The score updates in real time.
| Event | Score Change |
|---|---|
| Email opened | +2 |
| Proposal viewed | +5 |
| Meeting logged | +8 |
| Call logged | +4 |
| No activity for 30 days | -5 |
| Unsubscribed from campaign | -10 |
| Deal moved to Closed Lost | -15 |
The score is displayed as a coloured badge on the contact card:
| Score Range | Badge Colour | Meaning |
|---|---|---|
| 70–100 | Green | Hot lead — high engagement |
| 40–69 | Amber | Warm lead — moderate engagement |
| 0–39 | Red | Cold lead — needs re-engagement |
Duplicate Detection
When you create or import a Contact, SwiftlyCRM checks for existing records with the same email address or a similar combination of name and phone number. If a potential duplicate is found, a warning banner appears before you save.
From the duplicate warning, you can:
- Merge — combine the two records, keeping the newer data in each field
- Ignore — save as a separate record anyway
- Cancel — go back and review manually
Merging is permanent
The older record is soft-deleted, and all linked activities, deals, and documents transfer to the surviving record. This action cannot be undone.
Attaching Documents
Open a Contact, scroll to the Documents section, and click Attach File. Supported formats include PDF, DOCX, XLSX, PNG, and JPG. Maximum file size is 25 MB per file. Documents are stored securely and require authentication to download.
Filtering and Searching the Contacts List
The contacts list supports full-text search across name, email, company, and phone. Use the filter panel to narrow by:
| Filter | Options |
|---|---|
| Account | Filter to contacts at a specific company |
| Lead Score | Range slider (0–100) |
| Tag | One or more tags |
| Assigned To | Any team member |
| Created Date | Date range picker |
| Last Activity | Date range picker |
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