An account in Lead Gen & CRM is just like a folder in a digital filing cabinet, where you can store all of the information related to a contact or an opportunity in one place.
Adding contacts, or leads, to an account is a smart way to keep track of the individuals associated with a company. Contacts can be key stakeholders who you have started a conversation with, or leads who have reached out to you to start a working relationship.
In this article, you'll learn how to create a new contact within an account, add a contact to an account, and edit existing contact information within the account page.
Article Contents
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Assigning Contacts To Accounts
To assign a contact to an account, create or edit an account from Sales > Accounts in the left toolbar.
- Select the account to add the contact to.
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- Use the search bar under the Contacts section to begin typing in the name of the contact.
Note: You must type in the entire name of the desired contact before it will appear in the search results. If you have more than one contact with the same name, double-check that you have added the proper contact to the correct account. - Click the contact from the list to add it to the Account.
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Important: Contacts can only be added to one account at a time. If a contact is assigned to a new account, it will automatically override the old account that it was previously assigned to.
Once a contact has been added to an account, the contact page will display the new account name under the Overview tab. Check the Company Information section.
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Activity from the account page, such as logging a call, will be updated and recorded on the contact page.
Removing Contacts From An Account
To remove a contact from an account, create or edit an account from Sales > Accounts in the left toolbar.
- Select the account you want to remove a contact from.
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- Scroll down to the Contacts section and click the Settings icon to edit the contact.
- Select Remove Contact from the list.
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Activity previously completed under the Account will remain in the account history regarding reports. Records under Life of the Lead or the Activity section of the contact page will also remain.
Book A Meeting With A Contact
Clicking the Book A Meeting button will start the process of sending an email to the contact, inviting them to click your meeting link to schedule a meeting. You can also choose to send a different email that has already been created.
To send a meeting invitation to a contact from the account page, create or edit an account from Sales > Accounts in the left toolbar.
- Select the account where the contact is assigned.
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- Click the Settings icon next to the contact you would like to invite.
- Choose Book Meeting from the list.
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- Choose the meeting invite email to send to the contact.
- Personalize the email if you would like to edit the email content or add attachments, otherwise, click Quick Send.
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Call The Contact Directly
Call the contact directly if a number is provided for the contact, in the contact record. To call a contact from the account page, create or edit an account from Sales > Accounts in the left toolbar.
- Select the account where the contact is assigned.
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- Click the Settings icon next to the contact you would like to call.
- Click Call. You should see the phone number for the contact.
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- Place a FaceTime call using your computer or use the sales dialer in Lead Gen & CRM to call the contact.
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Log A Call With A Contact
If a call has already been placed, either using the Sales Dialer, or another method that is not connected to Lead Gen & CRM, you may want to record that communication for the sake of keeping your account activity organized.
Log a call to or from a contact, create or edit an account from Sales > Accounts in the left toolbar.
- Select the account where the contact is assigned.
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- Click the Settings icon next to the contact you would like to record a call for.
- Click Log Phone Call.
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- Choose Incoming Call or Outgoing Call.
- Use the Select an outcome dropdown to choose from Spoke with Contact, Left a Message, and No Answer.
- Enter any notes about the call in the Notes field. This is optional.
- Finally, click Log Call.
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All calls will be logged in the Activity section of the contact page's Overview tab.
Send An Email To A Contact
You can send an email to a contact using the default email client setup for your computer, or you can send a Smart Mail. Smart Mail, is mail created in Lead Gen & CRM that is designated to be accessible from the Contacts or Accounts page. While most Lead Gen & CRM emails can be sent only from the Email tab, Smart Mail can be sent from other areas of the app.
To send an email to a client from the Account page, create or edit an account from Sales > Accounts in the left toolbar.
- Select the account where the contact is assigned.
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- Click the Settings icon, next to the contact you would like to send an email to.
- Click Send Email or Send Smart Mail.
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- If Send Email was selected, type and send your email to the contact using your computer’s default email client.
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- If Send Smart Mail was selected, choose a Smart Mail to send from the list of available emails.
- Personalize the email if you would like to edit the email content or add attachments, otherwise, click Quick Send.
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Send Email will allow you to send an email directly to the contact’s email address from your computer’s default client. Send Smart Mail will allow you to send an email to the contact’s email address from the Lead Gen & CRM app. Send emails that were created in Lead Gen & CRM and dedicated as Smart Mails.
Add Your Contact To A List
You can add a contact to a List from the Account page.
To add a contact to a list from the Account page, create or edit an account from Sales > Accounts in the left toolbar.
- Select the account where the contact is assigned.
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- Click the Settings icon next to the contact you want to add to a list.
- Click Add to List.
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- In the popup window that appears, type the name of the list you would like to add the contact to or scroll down through the list.
- Alternatively, create a new list from the dropdown by clicking Create New List.
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- Click Save.
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You may add a single contact to multiple different lists.
Add Contact To An Action Group
You can add a contact to an action group. Action groups are a series of events that can be scheduled by visual workflows (or manually), to lists or leads. Add a contact to an Action Group from the account page to start an automation involving the contact.
To add a contact to an Action Group from the Account page, create or edit an account from Sales > Accounts in the left toolbar.
- Select the account where the contact is assigned.
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- Click the Settings icon next to the contact you want to add to an action group.
- Click Add to Action Group from the drop-down menu.
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- In the popup window that appears, begin typing the action group you’d like to add the contact to.
- Set the action group to run immediately, or schedule it to run at a later time and date.
- Click OK.
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To see which action group your contact has been added to, view the Memberships tab on the Contact page. You can remove contacts from Action Groups from the Memberships tab.
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Grouping Contacts In Accounts
An account can be used to group multiple contacts together under one large company folder and will show all opportunities that are associated with that account, providing you with one location to see all similar sales information. Multiple contacts can be added to one account. You can add multiple contacts to an account at one time by using the Bulk Edit feature in the Contact Manager.
To group contacts together in an account, create an Advanced Search, or use a saved search from the Contacts page in the left toolbar.
- Click the
selection checkboxes next to two or more contacts.
- Click
More Actions > Assign to Account.
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- Select the desired account in the Assign Account drop-down menu.
- Alternatively, click Create New Account in the drop-down menu.
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- Enter the necessary information parameters.
- Click Save.
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Accessing Opportunities via Accounts
Opportunities become associated with an account once they are created. The account that is associated with the opportunity is the value that is entered into the Account Name field when creating the opportunity.
If an account already exists, it will show up in that field as you begin typing and will add the opportunity to that account once selected. If the contact changes accounts, the opportunity will not reflect this change and the opportunity will still have the account that the contact was originally a part of.
You can access the opportunities associated with your contacts.
To access a contact's opportunities, start from Contacts in the left toolbar.
- Click the name of the desired contact.
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- Click the associated opportunities under the contact's name.
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- Alternatively, click the Memberships tab.
- Select Opps under the Memberships section.
- Click the desired opportunity.
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