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Using the Contact Manager

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Jake Crown
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Keeping track of leads can be a difficult task. The Contact Manager is a core feature of the SharpSpring application. With Contact Manager, you can sort through leads, locate specific leads, and manage leads.

This article will provide an overview of the features of the Contact Manager.


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Accessing the Contact Manager

By default, SharpSpring will display the Contact Manager every time you open the application.

You can access the Contact Manager at any time from any point within the application, however.

Click Contacts > Contacts in SharpSpring's top toolbar to access the Contact Manager.

  

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Searching Leads

The Contact Manager allows you to search for leads by entering search terms in the Contact Manager search bar.

Broader terms will yield more results. Specific terms will yield fewer results.

  

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Using Advanced Search

The Advanced Search function provides a more complete filtering of search results. Advanced Search is a more direct search tool that allows you to modify your search terms for a more focused result.

Advanced Search has search fields for many different parameters, including the status of the lead, which persona a lead is attached to, and when a contact was added to a specific campaign.

  


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Advanced Search even allows for custom search fields based on the various fields attributed to your contacts.


Managing Contacts

You can manage contacts directly from the Contact Manager.

In the Contact Manager, you can interact with contacts in many ways, like assigning a contact to a campaign, assigning or reassigning a lead owner to a lead, or creating new opportunities for a contact.

Click the Options menu at the end of a contact's row to access a list of individual management options.

Contacts can be managed as a group as well. Click the checkboxes next to the desired contacts to access a set of bulk editing options.		  

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Importing Contacts

The Contact Manager allows you to import and export contact lists through Comma-Separated Value (.CSV) spreadsheet files, like those from Microsoft Excel or Google Sheets. This allows you to bring in pre-made lists of contacts, or to save your contact lists for other purposes.

To import a contact list from the Contact Manager, do the following:

  1. Click Contacts > Contacts in SharpSpring's top toolbar.
  2. Click  12more.png  Options > Import Contacts.
  3. Select the appropriate delimiter for your spreadsheet file.
  4. Click Choose a File.
  5. Navigate to your desired spreadsheet file.
  6. Select your desired spreadsheet file.
  7. Click Upload.
  8. Enter the list settings for the contact list in the menu window that appears.
  9. Map fields as needed.
  10. Click Import.
  11. Type CONFIRM in the text box in the window that appears.
  12. Click the I confirm that my unsubscribed contacts are mapped correctly and that this list is not purchased checkbox.
  13. Click Import.
  

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Note: The contact list must be in .CSV format. Spreadsheet files not in .CSV format will not be uploaded.

Import logs are housed in the Import History. Click  12more.png  Options > Import History to see a list of previous imports.


Exporting Contacts

To export all leads or contacts in SharpSpring, do the following:

  1. Click Contacts > Contacts in SharpSpring's top toolbar.
  2. Optionally, apply any relevant Advanced Search parameters.
  3. Click  12more.png  Options > Export Leads.
  4. Click any or all of the available system and custom field checkboxes.
  5. Click Export.
  6. Click  12more.png  Options > Export Manager.
  7. Click the created report.

Your file will be downloaded from the Export Manager.

Exporting leads and contacts will not remove or otherwise break their information within SharpSpring.

When exporting all leads and contacts, SharpSpring leaves the data as-is when exporting to a .CSV file.

In addition, exported information should not end up as broken data in the resulting file.

    

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Note: Field selection includes all system fields and those custom fields that are available in the Contact Manager.
 
Important: Every time you export leads and contacts, the exported file will include SharpSpring IDs and email addresses. If you unselect every field and export the file, the only information that will appear in the export will be those SharpSpring IDs and email addresses.

 


Managing Auto-Notify Settings

You can view which contacts are set to automatically notify you through email when they return to your website.

To access the auto-notify list and manually select which leads you want to be automatically notified about, do the following:

  1. Click Contacts > Contacts in SharpSpring's top toolbar.
  2. Click  12more.png  Options > Manage Auto-Notify.
  3. Click the desired contact in the contact list that appears.
  4. Click  bell.png  Notify next to the contact’s name.

Once set to automatically notify, the icon will light up.

A broad list of auto-notify configuration settings are located in your My Account page.

  


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Important: For a contact list to appear, contacts must be assigned to you as a user.

In addition, you must be logged in to a specific user to see those leads assigned to that user. Users cannot see other users' leads.
 


Accessing Opportunities

You can access the opportunities associated with your contacts. To access a contact's opportunities, do the following:

  1. Click Contacts > Contacts in SharpSpring's top toolbar.
  2. Click the name of the desired contact.
  3. Click the associated opportunities under the contact's name.
  4. Click the desired opportunity.
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