Accounts (New web)

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Accounts and Contacts

List screen title: Accounts (or Contacts, depending on company setup) Browser title: Accounts Main address: /contacts/

Add screen: Add Account / Add Contact — /contacts/add_new_account/ Edit / Update screen: Update Account / Update Contact — /contacts/edit/<id>/

This is the core CRM screen. Use it to find accounts, filter and map them, run bulk actions, add new accounts, and open an account to manage people (contacts), phones, emails, notes, tasks, opportunities, event forms, and activity.

Navigation: People Icon Hover →Accounts

Accounts list

Important naming (read first)

Term in CallProof	What it means
Account	A company / customer record on the main list (/contacts/). Most companies with the People/Accounts setup use this word.
Contact (person)	A person who works at that account (also called personnel). Managed on the account’s Contacts tab.
Contact (older naming)	On some companies without the Accounts/People setup, the main list may say Contacts instead of Accounts. The address is still /contacts/.
Account Type	Category of the account (same idea as Contact Type / Account Types setup elsewhere).
Company	Parent company name linked to the account (also managed under Companies).

This guide uses Account for the main record and Contact for people at that account. Where the UI says Contacts for the list, the steps are the same.

How the pieces fit together

Screen	Address	Purpose
Accounts list	/contacts/	Search, filter, select, map, bulk actions, open account
Add Account	/contacts/add_new_account/	Create account (+ optional contact, task, opportunity)
Update Account	/contacts/edit/<id>/	Full account hub: Info, Details, Event Forms, Notes, Appointments, Tasks, Opportunities, Contacts
Companies	/contact_companies/	Company directory (Quick Links)
Do Not Call	via Quick Links	Manage DNC phones
Labels	via Quick Links	Manage account labels
Import / Export	via Quick Links	Bring accounts in or export filtered results

Typical flow:

1. Filter or search on Accounts
2. Open an account (name or Edit)
3. Maintain Info, phones, emails, labels
4. Add Contacts (people), notes, tasks, opportunities, event forms
5. Use Account Actions / Map for bulk work and routing

Permissions

• You must be signed in.
• What you see depends on role and company settings (manager vs rep, Twilio calling/SMS, MMS group text, delete personnel, activity stats column, and more).
• Managers often see Sales Rep assignment controls and extra bulk actions.
• Some features appear only when enabled for your company (map, Twilio call buttons, Activity Stats column, People/Accounts mode).
• Company menu permissions control whether Accounts appears in the sidebar.

Part 1 — Accounts list (/contacts/)

Option A — Main menu

1. Sign in to CallProof.
2. In the left sidebar, open Accounts (or Contacts).

Option B — Direct address

1. Go to your CallProof site and add /contacts/ (example: https://appv2.callproof.com/contacts/).
2. Press Enter.

Option C — From Add / Edit

1. Use the breadcrumb Accounts / Contacts to return to the list.

What you see on the list

Header buttons

Control	What it does
Add Account	Opens Add Account (/contacts/add_new_account/)
Account Actions	Bulk actions for checked rows (see Part 1 — Account Actions)
Quick Links	Companies, Import, Export, Do Not Call, Labels, Call History, Autotext, and more
Filter	Opens Accounts Filter side panel
Save Route / Hide Map	Appear when Map view is active

Table columns

Column	What it shows
(checkbox + image)	Select row for Account Actions; avatar / account type image links to Edit
Name / Account	Company/account name (and person name if not in Accounts/People mode), Type, Last note, Contacted; Show More expands Account #, Created, Email, Contacts, Sales Reps, Next Task
Activity Stats	Optional (company setting): Number of Appts, Incoming/Outgoing calls (if Twilio), Emails
Address	Full address, lat/long link, Distance (if your profile has location)
Phone Number	Phones with type initial (for example (C)); Do Not Call shown struck through; Call / Text icons when enabled; Show More if many phones
Actions	Quick icons for notes, task, opportunity, event forms, edit, delete, add email, add phone, add/remove route

Empty / loading

• List loads in pages; use the paginator at the bottom.
• Max Results in the filter controls how many can return (for example 50, 100, 500, …).

Name / Account — Show More fields

Click Show More on a row to reveal:

• Account number
• Created date
• Email
• Contacts (people links) + Add Contact shortcut (Accounts/People mode)
• Sales Reps (All / list / None)
• Next Task (type and start; links into the account Tasks area)

Row Actions (per account)

Icon / action	Purpose
Add Notes	Quick note popup for this account
Add Task	Goes to add task for this account
Add Opportunity	Goes to add opportunity for this account
Event Form List	Pick an event form to fill for this account
Edit	Opens Update Account (/contacts/edit/<id>/)
Delete	Deletes the account (confirm)
Add Email	Add an additional company email
Add Phone	Add a phone number
Add Route / Remove Route	Toggle this account into the current route (only if it has lat/long)
Phone Call / Text	Place a soft call or open SMS (when Twilio / permissions allow)
Click phone number	Update that phone
Click name / avatar	Open Update Account

Select accounts (checkboxes)

1. Use the header checkbox to select/deselect visible rows, or check individual rows.
2. Selected accounts are used by Account Actions and some map/lasso flows.
3. Clear selections when you finish a bulk action to avoid mistakes.

Accounts Filter

Accounts Filter

Click the Filter button. Use Apply Filters, Clear Filters, and Show More for advanced fields.

Main filter fields

Field	Notes
Search	Contact name, company name, and related text search
User	Filter by assigned sales rep(s). Options: Show Inactive Users, Select All, Clear
Contact Type	Account Type(s) — multi-select
City	One or more cities (list)
Account	Account number search
State	State filter
Zip Code	Zip filter
Sort	Company Alpha, Company Rev Alpha, Date Added, Rev Date Added, Last Contact, Rev Last Contact
Max Results	Cap result size (for example 50–10000)
Region	Multi-select regions; Select All / Clear
Country	Country filter
Created	Start and end dates
Last Contacted	Mode: Last Contacted or Not Last Contacted, plus date range
Last Appointment	Start and end dates

Show More (advanced filter)

Field	Notes
Route	Filter by route
Role	People role (Accounts/People mode)
Unknown	Unknown flag
Business Type	Text match
County	Text match
Employee Count	Dropdown ranges
Annual Sales	Dropdown ranges
Parent Company	Parent company search
Label	Multi-select labels
Custom fields	Company-defined account custom fields (when configured)
Has Event Form	Specific form; optional Missing checkbox
Event Form Date	Begin / End
Has Attachments	Accounts with attachments

Filter tips

• Start broad (Search + User + Type), then narrow with geography and dates.
• Use Sort + Max Results before Export so the export matches what you expect.
• Clear Filters resets the panel and refreshes the list.

Quick Links

Link	Purpose
Companies	Open company list (/contact_companies/)
Add Company	Quick add company popup
Accounts	Stay on / return to this list
Call History	/calls/all/
Autotext	/autotext/
Import Account	Import wizard (Import Account)
Import Account 2	Alternate import flow
Export Accounts	Export current/filtered accounts
Do Not Call	Manage do-not-call phones
Labels	Manage labels used on accounts

Account Actions (bulk)

Account Actions

1. Check one or more accounts.
2. Open Account Actions (or the Account Actions modal tabs).
3. Choose an action, fill required fields, confirm/save.

Action	Purpose	Typical requirement
Send Text Message	Group SMS to selected accounts (Twilio + permission)	Message text (char limit); optional attachment
Add accounts to Sales Rep	Assign selected accounts to a rep (managers)	Choose Sales Rep; optional Show Inactive Users
Remove accounts from Sales Rep	Unassign from a specific rep	Choose Sales Rep
Remove all assigned Sales Reps	Clear all reps from selected accounts	Confirm carefully
Change Account Type	Set Account Type for selected rows	Choose Account Type
Companies Merge / Merge Accounts	Merge flow (availability depends on setup)	Follow on-screen merge steps
Create New Task(s)	Create tasks for selected accounts	Task form fields
Remove Task(s)	Remove tasks for selected accounts / reps	Choose Sales Reps
Create a Route	Build a route from selected accounts	Accounts should be mappable when possible
Create a Label	Apply/create a label on selected accounts	Label name / selection

Why bulk actions matter: They keep territory assignment, types, tasks, and routing consistent across many accounts without opening each one.

Map view, Lasso, and routes

Accounts map

Accounts Map View

When map view is available:

1. Switch to the map (from the list map controls).
2. Pins show filtered accounts with locations.
3. Use Lasso to draw around accounts on the map.
4. From the lasso popup: Create Route or More Actions (same family of bulk tools).
5. Use row Add Route icons or map selection, then Save Route when the route count shows selected stops.
6. Hide Map returns to the table.

Notes:

• Accounts without latitude/longitude cannot be added to a route from the list icon.
• Distance on the list uses your user profile location when set.
• Large filters + map may take longer to load.

Why list Add / Edit / Delete matter

Action	Purpose	When to use it
Add Account	Create a new customer/company record (and optionally first contact, task, opportunity).	New prospect or customer win.
Edit / Update	Maintain the full account hub and history.	Day-to-day selling and data cleanup.
Delete	Permanently remove an account record.	True duplicates or bad imports — prefer merge/cleanup when unsure.
Filter + Export	Get the right working set, then download it.	Territory reviews, manager audits, offline analysis.
Account Actions	Reassign, retag, task, route, or message many accounts at once.	Territory changes, campaigns, weekly planning.

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Part 2 — Add Account

Address: /contacts/add_new_account/

Browser title: Add New Account

Breadcrumb: Accounts/Contacts » Add Account/Contact

Add Account

Add Account Form

The Add screen uses steps. Step 1 is always required; others are optional checkboxes:

1. Add Account (Required)
2. Contact (Optional) — add a person at the same time
3. Task (Optional)
4. Opportunity (Optional)

Check a step to include that form section, fill it in, then click Save. Cancel returns to the list.

Account fields (Step 1)

Field	Notes
Company	Required. New company name (Accounts/People mode). Other setups may search existing companies.
First Name / Last Name	Shown when not in Accounts/People mode (person-centric contact record)
Website
Email
Address / City / State / Zip / Country	Location used for map, distance, and routing
Parent Company
Sales Rep	Initial assignment
Employee Count	Dropdown
County
Labels	Add one or more labels (+ button for another line)
Account Type	Required
Business Type
Annual Sales	Dropdown
Notes	Opening note text
Phone	Country code, number, extension, phone type; + to add more phones
Custom fields	Company-defined account fields, when configured

Optional Contact / Task / Opportunity on Add

• Contact: person form (name, role, phones, email, notes, etc.).
• Task: same task fields used elsewhere (type, date, rep, notes).
• Opportunity: opportunity form (type, stage, value, dates, etc.).

Tip: You can save the account alone, then add people/tasks later on Update Account if you prefer.

Part 3 — Update Account

Screen title: Update Account (or Update Contact) + the account/company name in quotes

Browser title: Edit Contact

Address: /contacts/edit/<id>/

Breadcrumb: Accounts (or Contacts) » Update Account/Contact "Name"

Edit Account Click (pencil) icon

Account tabs: Info, Details, Event Forms, Notes, Appointments, Tasks, Opportunities, Contacts

This is the full hub for one account. Use the tab bar to move between Info, Details, Event Forms, Notes, Appointments, Tasks, Opportunities, and Contacts (people).

How to open Update Account

1. From the Accounts list (/contacts/), click the account Name or the Edit icon.
2. Or go directly to /contacts/edit/<id>/.
3. Use the breadcrumb to return to the list.

Screen layout

Area	What it is for
Header	Breadcrumb, account name, Recent Activity icon (clock/history image)
Left panel	Company emails, phones, default phone, Add Event Form / Opportunity / Task shortcuts, Contact Information stats, Labels
Recent Events	Scrollable strip of recent activity for this account
Tab bar	Info · Details · Event Forms · Notes · Appointments · Tasks · Opportunities · Contacts
Main panel	Content for the selected tab (forms or tables)

Tab bar overview

Tab	Icon (as shown)	Purpose
Info	Red alert circle	Core account fields (company, address, type, sales reps). Click Update to save.
Details	Purple list lines	Company custom/detail fields. Click Save to save.
Event Forms	Calendar	Event forms completed or in progress for this account.
Notes	Yellow notepad	Account notes and Parent Company notes.
Appointments	Open book	Visits/appointments logged against this account.
Tasks	Board / cards	Follow-up tasks for this account.
Opportunities	Star	Sales opportunities linked to this account.
Contacts	Address book / person	People (personnel) who work at this account.

How to use tabs: Click a tab once. The active tab is highlighted. Tables load for that account only and support pagination / rows-per-page where shown.

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Left panel (always visible)

Company Emails

• Lists emails for the account.
• Add more from the Accounts list Add Email action, or manage from email tools on this screen when available.

Phone Numbers

• Lists phones with type (for example Mobile, Office).
• Click a number to update it.
• Add phones from the list Add Phone action or phone tools.

Default Phone

• Shows which phone is treated as the default for this account.

Shortcuts

Shortcut	What it does
Add Event Form	Opens the list of available event forms; pick one to fill for this account
Add Opportunity	Goes to add opportunity for this account
Add Task	Goes to add task for this account

Contact Information (stats)

• CallProof ID
• Last Contacted (or Never)
• Number of Appointments
• Incoming / Outgoing calls (when Twilio is enabled)
• Number of emails

Labels

1. Type or search a label.
2. Click Add Label (+).
3. Labels appear as tags; click × on a tag to remove it.

Tab 1 — Info

Info tab

Purpose: Edit the main account record everyone searches and filters on.

Fields

Field	Required?	Notes
First Name / Last Name	No	Shown when the company is not in Accounts/People mode
Company Name	Yes	Main display name; research (Google) shortcut may appear
Parent Company	No
Account	No	Account number / code
Company Email	No
City / State / Country / Address / Zip Code	No	Drives map, distance, and routing
Website	No
Business Type	No
Employee Count	No	Dropdown
Annual Sales	No	Dropdown
County	No
Account Type	Yes	Category of the account
Sales Rep / Sales Reps	No	Single or multi-select (company setting). Multi: Select All / Clear
Unknown	No	Checkbox when Twilio/dealer settings apply

How to save Info

1. Click the Info tab.
2. Change fields.
3. Click Update (appears for the Info tab).
4. Confirm success; left-panel stats and list filters will reflect the new data.

Why Info matters: Wrong company name, type, address, or sales reps breaks filtering, map pins, routing, and who “owns” the account.

Tab 2 — Details

Details tab

Purpose: Fill company-specific custom fields that are not on the Info tab (extra data your company configured).

What you see

• A form of custom fields (text, dropdowns, multi-select, date/time, etc., depending on setup).
• Field list is unique to your company.

How to use Details

1. Click Details.
2. Wait for fields to load.
3. Enter or change values.
4. Click Save (Details save button).

Tip: If Details looks empty, your company may not have account custom fields configured yet.

Tab 3 — Event Forms

Event Forms tab

Contact Event Forms

Purpose: See and manage event forms filled for this account (check-ins, surveys, visit forms, etc.).

Table columns

Column	What it shows
Event Form	Form name
Account	Account context
Created	When the entry was created
Distance	Distance associated with the visit/form (when available)
Points	Points earned (when configured)
Completed Date	When completed
Completed	Completion status
Actions	Open / manage the form entry as shown

How to add an event form

1. Stay on Event Forms, or use left-panel Add Event Form.
2. Choose a form from the list.
3. Complete and save the form as usual.
4. Return to this tab to confirm it appears in the table.

Tips

• Use pagination if the account has many forms.
• Add Event Form is also available from the Accounts list Actions column.

Tab 4 — Notes

Notes tab

Purpose: Read and manage written notes for this account (and parent company notes).

Sub-tabs

Sub-tab	Purpose
Notes	Notes logged on this account
Parent Company	Notes related through the parent company relationship

Notes table columns

Column	What it shows
(photo)	Rep avatar
Rep	Who wrote the note
Note	Eye icon to view / open the note
Date	When it was created
Actions	Edit / Delete (typically for managers)

How to add a note

1. Click Notes.
2. Click Add Notes.
3. Enter the note text and save.
4. The new note appears in the list.

How to edit or delete a note (managers)

1. Click the eye or Edit icon to change the note.
2. Click Delete (trash) and confirm to remove it.

Why Notes matter: Notes capture context that does not fit in Info fields—call outcomes, objections, next steps—and stay with the account history.

Tab 5 — Appointments

Appointments tab

Purpose: Review appointments / visits recorded for this account.

Table columns

Column	What it shows
(photo)	Rep avatar
Rep	Who had the appointment
Date	Start time, duration; managers may also see Start/End location (lat/long, too far / unable to locate warnings)
Event Form	Linked event form (if any)
Follow Up	Related follow-up info
Notes	Eye icon to view appointment notes
Contact	Related person (Accounts/People mode)
Actions	Delete (typically managers)

How to use Appointments

1. Click Appointments.
2. Review past visits and GPS/location indicators when shown.
3. Open notes with the eye icon.
4. Managers can delete an appointment if needed (confirm first).

Tip: New appointments are usually created from the Appointments module or mobile/check-in flows; this tab is the account-centered history.

Tab 6 — Tasks

Tasks Tab

Task View

Purpose: Manage follow-up tasks tied to this account.

Header

• Add Task — opens add task for this account (/followups/add_task/<id>/). Also available from the left panel.

Table columns

Column	What it shows
Rep	Assigned rep (with avatar)
Date	Start time, duration; may show linked People in Accounts/People mode
Type	Task / follow-up type
Notes	Eye icon to view task notes
Actions	Complete toggle, Edit, Delete

How to add a task

1. Click Tasks.
2. Click Add Task.
3. Fill type, date/time, notes, assignees as required.
4. Save, then return to this tab to confirm.

How to complete, edit, or delete

1. Complete — flip the complete toggle on the row.
2. Edit — opens edit task (/followups/edit_task/<id>/).
3. Delete — trash icon, then confirm.

Why Tasks matter: They drive next actions (call back, send quote, revisit) so nothing stalls after a visit or call.

Tab 7 — Opportunities

Opportunities Tab

Opportunities View

Purpose: See and manage sales opportunities for this account.

Header

• Add Opportunities — /funnel/add_opportunity/<id>/ (also left-panel shortcut).

Table columns

Column	What it shows
(photo)	Rep avatar
Rep	Owner; opportunity title; linked People/Contact when in People mode
Account	Company/account name
Stage/Type	Opportunity stage and type
Value	Deal value
Probability%	Win probability
Derived	Derived value
Created Date
Close Date
Actions	Edit, Delete

How to add an opportunity

1. Click Opportunities.
2. Click Add Opportunities.
3. Complete the opportunity form (name, type, stage, value, dates, people, etc.).
4. Save and return to this tab.

How to edit or delete

1. Click Edit (or click stage/type/value links) to open opportunity edit.
2. Click Delete and confirm to remove.

Why Opportunities matter: This is the pipeline view for the account—what deals are open, their value, and who owns them.

Tab 8 — Contacts (people at the account)

Contacts tab

Contacts Form

Purpose: Manage people who work at this account (buyers, managers, influencers). This is different from the main Accounts list: here “Contacts” means personnel under the account.

Header

• Add Contacts — opens Add Contact (person) popup for this account.

Table columns

Column	What it shows
(photo)	Person avatar / initials
Name	Full name; LinkedIn search; Title; Email (mailto); Last Contacted
Role	People role (for example Decision Maker)
Notes	Eye icon for personnel notes
Phone Number	Person phones (update / call / text when enabled)
Actions	Edit, Delete (if permitted), Copy/Move to another account

Add Contact (person) fields

Field	Notes
Role	From company roles list
First Name	Required
Last Name
Email
Phones	Country code, number, extension, phone type; + to add more lines
Title	Job title
Account Notes	Notes about this person (up to long text limit)
Custom fields	Personnel custom fields when configured
Photo (on Edit)	Upload JPG / PNG / SVG avatar for the person

How to add a Contact

1. Click the Contacts tab.
2. Click Add Contacts.
3. Enter Role, First Name (required), and other details / phones.
4. Click Save.
5. The person appears in the Contacts table.

How to edit a Contact

1. Click Edit on the row.
2. Update fields, phones, notes, or photo.
3. Save.

How to delete a Contact

1. Click Delete (trash) if your role allows delete personnel.
2. Confirm.
3. The person is removed from this account.

How to copy / move a Contact

1. Click the Copy icon.
2. Choose the destination account as prompted.
3. Use this when a person changes companies/accounts.

Why Contacts matter: Day-to-day calling and emailing is usually to a person. Roles and phones on the Contacts tab keep outreach accurate.

Recent Activity (header icon)

Click the Recent Activity icon in the header to open communication / file panels for this account.

Panel	Columns / actions
Calls	Rep, Number, Type, Date, Duration
Recorded Calls	Sales Rep, Account, Date/Time, Duration, Result
SMS	Date, Message, Status
Email	To, From, Subject, Date
Files	Upload New File (PDF/images) → list Name, Shared, Modified, Actions (download/delete)
Images	Upload New Image → list Image, Via, Uploaded, Actions
Avatar	Upload account image (JPG, PNG, SVG); keep proportional; Upload button

Recent Events strip (above the tabs) also shows a quick horizontal feed of recent activity without leaving the tab view.

Why each tab matters (summary)

Tab	Business purpose	Typical daily use
Info	Keep master data correct	Fix address, type, sales reps after territory change
Details	Capture company-specific data	Fill industry / compliance custom fields
Event Forms	Prove visits and structured checklists	After a field visit, confirm the form is logged
Notes	Free-form history	Log call outcomes and next steps
Appointments	Visit history and GPS context	Audit who visited and when
Tasks	Drive follow-ups to completion	Add callback task; mark complete when done
Opportunities	Track pipeline on this account	Add deal; update stage/value
Contacts	Know who to call	Add decision-maker; keep phones current

Part 4 — Everyday how-tos

Find an account

1. Open /contacts/.
2. Open Filter → enter Search and/or User, Type, City, etc.
3. Apply Filters.
4. Click the account name to open Update Account.

Call or text from the list

1. Find the account’s Phone Number column.
2. Click the call icon (soft call / client call when enabled).
3. Or click the text icon to open SMS (blocked if Do Not Text).
4. Do Not Call numbers are struck through — do not call those lines.

Add a note quickly

1. On the list, click Add Notes for the row.

 Or open the account → Notes → Add Notes.

Reassign many accounts to a new rep

1. Filter to the territory/set you need.
2. Check the accounts.
3. Account Actions → Add accounts to Sales Rep (or Remove…).
4. Choose the rep → confirm.

Build a route for today’s visits

1. Filter nearby accounts (or use Map + Lasso).
2. Add accounts to the route (row map icon or lasso Create Route).
3. Click Save Route when ready.
4. Continue in Routes as your company process requires.

Create account + first contact together

1. Add Account.
2. Complete Step 1 (required).
3. Check Step 2 Contact and fill person details.
4. Optionally add Task / Opportunity.
5. Save.

Keep Account Type consistent

1. Select accounts with the wrong type.
2. Account Actions → Change Account Type.
3. Or open one account → Info → Account Type → Update.

Tips and important notes

• Accounts = companies/customers on the list; Contacts = people on the Contacts tab (in Accounts/People mode).
• Always set Company Name, Account Type, and a good Address so map, distance, and filters work.
• Assign Sales Reps so reps only see the right book of business.
• Use Labels for campaigns and temporary working sets; filter by Label later.
• Prefer Account Actions over one-by-one edits for territory moves.
• Import/Export live under Quick Links; export after you apply the filter you want.
• Do Not Call / Do Not Text must be respected — struck-through or grey SMS icons mean do not contact that way.
• Delete is permanent for the account; use carefully (duplicates tools may exist elsewhere).
• Custom fields and Activity Stats appear only when enabled for your company.
• After major Info changes (address/type/reps), re-check map pins and filters.

Need help?

• Cannot find an account: clear filters, widen Max Results, search company name or account number
• No phones / cannot call: add a phone; confirm Twilio permissions; check Do Not Call
• Map empty: accounts need address geocoding (lat/long); filter may exclude them
• Contacts tab empty: Add Contacts (people) under the account
• Wrong rep seeing accounts: fix Sales Reps on Info or use Account Actions
• Import issues: use Import Account / Import Account 2 from Quick Links and follow the sample CSV
• Other issues: email support@callproof.com