Contacts

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Contacts

The Contacts page is the primary CRM workspace for managing customer accounts. From this page you can search contacts, manage account information, create opportunities and tasks, submit event forms, make calls, send text messages, build routes, view account history, and export contact data.

Index of Contact in Callproof.

Navigation: People → Contacts (or Accounts when the People Tab is enabled) Note: When the People Tab feature is enabled, this page is labeled Accounts instead of Contacts.

• Users must be logged in.
• Contact visibility depends on the user's Account Radius and assignment settings.
• Managers and Market Managers have additional search filters and bulk actions.
• Export, delete, and communication features depend on user permissions.

1. Log in to your CallProof account.
2. Hover over People.
3. Click Contacts (or Accounts).
4. The Contacts page opens.
5. Configure search filters as needed.
6. Click Search.
7. Review the search results.
8. Use the right sidebar to access additional account tools.

Search Contacts

Narrow a large database to the accounts you need right now—by name, company, phone, email, type, city, state, zip, country, account number, or date ranges (created, last contacted, last appointment). Managers and market managers can also filter by User (including inactive users) and Regions so they review a rep’s book or a territory instead of the whole company. Without search, the list is too large to work productively.

Account Search

Field	Description
Search	Search by company name, contact name, phone number, email address, or other account information.
User	Managers and Market Managers can search accounts assigned to selected users.
Assigned to Me	Available for non-managers.
Type	Filter by contact or account type.
City	Search by one or more cities.
State	Filter by state.
Zip	Filter by ZIP code.
Sort	Alphabetical, Reverse Alphabetical, Date Added, Last Contacted, and other options.
Max Results	Select the maximum number of records returned.
Account	Search by account number.
Created Date	Filter by account creation date.
Last Contacted	Filter by last contacted date.
Country	Filter by country.

Advanced Filters

Click More to display additional filters, including:

Click More

Advanced Filters

• Radius
• Route
• Not in a Route
• Labels
• Regions
• Role
• Business Type
• County
• Employee Count
• Annual Sales
• Parent Company
• Custom Fields
• Event Forms
• Attachments

1. Enter one or more search criteria.
2. Expand More if additional filters are required.
3. Click Search.
4. Review the filtered contact list.
5. Use pagination to browse additional pages.
6. Click Clear Filters to reset all search criteria.

Contact List

Each search result displays important account information and quick actions.

• Company Name
• Contact Name
• Contact Type
• Email Address
• Phone Numbers
• Address
• Sales Representatives
• Last Contact Date
• Next Task
• Notes
• Account Statistics (if enabled)

Row Actions

Each contact row includes quick actions that let you perform common account tasks without opening the full Edit Contact page.

Actions

• Edit Contact
• Delete Contact
• Add Opportunity
• Add Task
• Add Event Form
• Add Note
• Pin / Unpin Contact
• Add to Route
• Call
• Send SMS
• Add Phone

Edit Contact

Open the complete account record to update account information and manage related activities such as notes, appointments, tasks, opportunities, calls, SMS messages, files, images, and personnel.

1. Locate the contact.
2. Click the contact name, profile image, or Edit (pencil) icon.
3. The Edit Contact page opens.
4. Update the required information.
5. Click Save.

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Delete Contact

Purpose

Permanently remove an account that is no longer needed, such as duplicate, test, or obsolete records.

Steps

1. Locate the contact.
2. Click the Delete (red X) icon.
3. Confirm the deletion.
4. The contact is removed from CallProof.

Notes

• Requires the Can Delete Contacts permission.
• Deleting a contact may also remove related notes, appointments, event forms, and other associated data.
• If the deleted contact is the primary contact for a company, CallProof updates the primary contact automatically.
• Empty companies may also be removed when the People Tab is enabled.

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Add Opportunity

Purpose

Create a new sales opportunity directly from the Contacts list so it is automatically linked to the selected account.

Steps

1. Click the Add Opportunity icon.
2. Complete the opportunity details.
3. Click Save.
4. The opportunity is linked to the selected account.

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Add Task (Follow-up)

Purpose

Create a follow-up task for the selected account without leaving the Contacts page.

Steps

1. Click the Add Task icon.
2. Enter the task details.
3. Click Save.
4. The task is added to the account.

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Add Event Form

Purpose

Submit an Event Form for the selected account to record visits, surveys, inspections, or other field activities.

Steps

1. Click the Event Form icon.
2. Select the desired Event Form.
3. Complete the required fields.
4. Click Save.
5. The completed Event Form is attached to the account.

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Phone Actions

Purpose

Maintain phone numbers and communicate directly with customers from the Contacts page.

Available Actions

• Add Phone — Add a new phone number.
• Edit Phone — Update an existing phone number.
• Find Phone — Search Google Places for a missing phone number.
• Call — Place an outbound call using Twilio (if enabled).
• SMS — Send a text message.
• Do Not Text — Indicates the number cannot receive text messages.

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Additional Emails

Purpose

Store and manage multiple email addresses for a contact.

Available Actions

• Add Email
• Edit Email
• Delete Email
• Send Email (mailto)

Notes

• Managers and Market Managers can remove invalid email addresses.
• Clicking an email address opens the default email application.

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Add Note

Purpose

Quickly record account activity without opening the full contact record.

Steps

1. Click the Add Note icon.
2. Enter the note.
3. Click Save.
4. The note appears in the account's Notes tab and updates the Last Note information.

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Pin / Unpin Contact

Purpose

Mark important accounts as favorites for quick access.

Steps

1. Click the Pin icon.
2. The contact is added to your pinned accounts.
3. Click the icon again to remove the pin.

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Route Actions

Purpose

Build a route by selecting multiple customer locations for field visits.

Available Actions

• Add to Route
• Remove from Route
• Save Route

Steps

1. Click the Route icon beside one or more contacts.
2. Click Save Route.
3. Enter a route name if prompted.
4. Save the route.

Note

Route actions are available only for contacts with valid latitude and longitude coordinates.

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Map View

Purpose

Display search results on an interactive map for territory planning and route creation.

Steps

1. Run a contact search.
2. Click Map.
3. Review contact locations.
4. Select contacts directly from the map.
5. Save a route or perform bulk actions.

Note

Mapping more than 1,000 contacts may reduce performance.

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Lasso Selection

Purpose

Quickly select multiple nearby contacts on the map.

Steps

1. Open Map View.
2. Select the Lasso tool.
3. Draw around the desired contacts.
4. Perform available bulk actions such as:
   1. Add to Route
   2. Assign Sales Representative
   3. Remove Sales Representative
   4. Other supported bulk actions

Add Account

Create a new customer record with company, type, address, phones, and ownership so the account enters the CRM correctly from day one. Required company + type keep records searchable and classifiable; optional sales rep assignment sets ownership immediately.

Click Add Account

Add Account

1. Click Add Contact.
2. Select an existing company or create a new company.
3. Select an Account Type.
4. Enter the contact information.
5. Assign a sales representative if required.
6. Click Save.
7. The new account opens in the Edit Contact page.

Edit Contact

Update account information and manage all related customer activities.

Click (Pencil) icon

Contact Edit

Tab	Purpose
Info	Basic account information
Details	Additional account information
Event Forms	View and submit event forms
Notes	Manage account notes
Appointments	Appointment history
Tasks	Follow-up tasks
Opportunities	Sales opportunities
Contacts	Personnel (People Tab only)
Calls	Call history
Recorded Calls	Recorded call history
SMS	Text messages
Email	Email history
Files	Uploaded files
Images	Account images
Avatar	Profile image

1. Click the company name, contact name, photo, or Edit icon.
2. Update the required information.
3. Save changes on each section as needed.

Delete Contact

Permanently remove an account that should not remain in CallProof (duplicate, test, or obsolete record). Restricted by Can Delete Contacts so casual users cannot wipe customer data. Also cleans related notes/forms/appointments as coded and may adjust company primary contact / delete empty company on People Tab.

Click (X) icon

1. Click the Delete (red X) icon.
2. Confirm the deletion.
3. The contact is permanently removed.

Note: Only users with Can Delete Contacts permission can delete contacts.

Bulk Actions

Bulk actions allow you to perform the same operation on multiple contacts at once, making it easier to manage large groups of accounts.

Account Action

Available actions include:

• Send Text Message
• Add Sales Representative
• Remove Sales Representative
• Remove All Sales Representatives
• Change Account Type
• Merge Accounts
• Create Tasks
• Remove Tasks
• Create Route
• Create Label

To use a bulk action:

1. Run a search to display the desired contacts.
2. Select one or more contacts using the checkboxes.
3. Choose the required bulk action.
4. Complete any additional options.
5. Confirm the action.

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Send Text Message

Send a text message to multiple selected accounts simultaneously for announcements, reminders, promotions, or other communication.

1. Select one or more contacts.
2. Click Send Text Message.
3. Enter the message.
4. Review the recipients.
5. Click Send.

Notes

• Requires permission to send group text messages.
• Only contacts with valid SMS-enabled phone numbers receive the message.
• Contacts marked Do Not Text are automatically excluded.

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Add Accounts to Sales Representative

Assign one or more selected accounts to a sales representative.

1. Select the desired contacts.
2. Choose Add Accounts to Sales Rep.
3. Select one or more sales representatives.
4. Optionally assign labels.
5. Click Save.

Notes

• Existing assignments remain unless changed.
• Useful after territory changes or importing new accounts.

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Remove Accounts from Sales Representative

Remove selected account assignments from one or more sales representatives.

1. Select the desired contacts.
2. Click Remove Accounts from Sales Rep.
3. Select the representative(s) to remove.
4. Confirm the action.

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Remove All Assigned Sales Representatives

Remove every assigned sales representative from the selected accounts.

1. Select one or more contacts.
2. Click Remove All Assigned Sales Reps.
3. Confirm the action.
4. All sales representative assignments are removed.

Notes

This is commonly used before reassigning accounts to new territories.

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Change Account Type

Update the Account Type for multiple contacts simultaneously.

1. Select one or more contacts.
2. Click Change Account Type.
3. Choose the new Account Type.
4. Confirm the update.

Notes

• Large updates may run as a background process.
• Very large batches may generate an email notification when completed.

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Merge Accounts

Combine duplicate accounts into a single account to prevent duplicate customer records.

1. Select exactly two accounts.
2. Click Merge Accounts.
3. Review the merge information.
4. Confirm the merge.

Notes

• Exactly two accounts must be selected.
• Merging preserves account history while removing duplicate records.

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Create Tasks

Create the same follow-up task for multiple selected accounts.

1. Select one or more contacts.
2. Click Create New Task(s).
3. Complete the task details.
4. Click Save.

Notes

Google Calendar and Microsoft Office Calendar synchronization is available when enabled.

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Remove Tasks

Delete existing tasks associated with multiple selected accounts.

1. Select one or more contacts.
2. Click Remove Task(s).
3. Confirm the deletion.

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Create Route

Create a travel route using multiple selected accounts.

1. Select one or more contacts.
2. Click Create a Route.
3. Enter the route name.
4. Save the route.

Notes

This provides a faster alternative to adding contacts individually using the Route icon.

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Create Label

Assign a label to multiple accounts for easier searching, reporting, and campaign management.

1. Select one or more contacts.
2. Click Create a Label.
3. Enter or select the label.
4. Click Save.

Notes

Labels can later be used as search filters for organizing accounts into campaigns, priority groups, or reporting categories.

Map View

1. Run a search.
2. Click Map.
3. View account locations on the map.
4. Optionally use the Lasso tool to select multiple accounts.
5. Save routes or perform bulk actions from the selected accounts.

Save Route

1. Select one or more contacts using the Route icon.
2. Click Save Route.
3. Enter a route name.
4. Save the route.

Export Contact Results

Download the current filtered search set as CSV for audits, offline analysis, management reporting, or migrations. Uses your session filters so export matches what you searched. Optional last-appointment date, company-only (People Tab), and background mode for large jobs. Restricted by Can Export.

Export Contact Results

1. Run the desired search.
2. Click Export Contact Results.
3. Select the export options.
4. Click Create Export File.
5. Wait for the export to complete.
6. Download the report from the email notification or the Exports page.

Right Sidebar

The sidebar provides quick access to:

• Companies
• Add Company
• Contacts / Accounts
• Add Contact
• Call History
• Autotext
• Import Accounts
• Export Accounts
• Duplicate Contacts
• Do Not Call
• Labels

Notes

• Contact visibility depends on Account Radius and assignment settings.
• Managers have additional search filters and bulk management features.
• Twilio-enabled companies display call and SMS actions.
• Bulk actions apply to selected contacts or the current search results.
• Exporting contacts requires the Can Export permission.
• The People Tab changes the page label from Contacts to Accounts and emphasizes company information.