Accounts (New web)

Path: Callproof Support - New Website - People Menu - Accounts and Contacts

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.

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.

Accounts list

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.

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Part 1 — Accounts list (/contacts/)

How to open Accounts

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

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

Setup stepper

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.

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Part 3 — Update Account (account hub)

Address: /contacts/edit/<id>/ Browser title: Edit Contact On-screen: Update Account / Update Contact + company/person name Breadcrumb: Accounts/Contacts » Update Account/Contact "Name"

Update Account

This is the full working screen for one account.

Layout overview

Area	Contents
Header	Breadcrumb, account name, Recent Activity shortcut
Left panel	Company emails, phones, default phone, Add Event Form / Opportunity / Task shortcuts, Contact Information stats, Labels
Recent Events	Horizontal recent activity strip
Tabs	Info · Details · Event Forms · Notes · Appointments · Tasks · Opportunities · Contacts
Activity panels (via Recent Activity / activity area)	Calls, Recorded Calls, SMS, Email, Files, Images, Avatar

Left panel

Company Emails

• Lists emails for the account.
• Add / edit / delete additional emails from list actions or dedicated email tools.

Phone Numbers

• Lists phones with type.
• Click to update; use Add Phone from list or edit flows.
• Do Not Call numbers appear struck through on the list.

Default Phone

• Shows the account’s default phone selection.

Shortcuts

• Add Event Form — choose a form for this account
• Add Opportunity — /funnel/add_opportunity/<id>/
• Add Task — /followups/add_task/<id>/

Contact Information (stats)

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

Labels

1. Search/select a label or type a name.
2. Click Add Label.
3. Labels appear as tags; click × to remove.

Tabs

Info tab

File:AccountInfoTab.png

Info tab

Edit core account fields, then click Update.

Field	Notes
First Name / Last Name	When not in Accounts/People mode
Company Name	Required; Google research link may appear
Parent Company
Account	Account number / code
Company Email
City, State, Country, Address, Zip Code
Website
Business Type
Employee Count
Annual Sales
County
Account Type	Required
Sales Rep / Sales Reps	Single or multi depending on company mode; Select All / Clear when multi
Unknown	Checkbox when Twilio/dealer settings apply

Why Info matters: Clean company name, type, address, and rep assignment drive filters, map, routing, and reporting everywhere else.

Details tab

• Shows account custom / detail fields configured for your company.
• Fill values and save through the Details form.
• Use this for industry-specific or company-specific data that is not on Info.

Event Forms tab

Column	Notes
Event Form	Form name
Account	Account context
Created
Distance
Points
Completed Date / Completed
Actions	Open / manage entry (as shown)

• Use Add Event Form to start a new form for this account.
• Paginate if many entries.

Notes tab

Sub-views:

• Notes — account notes (Rep, Note, Date; Actions for managers)
• Parent Company — related parent-company notes

Actions:

• Add Notes
• Edit / delete where permitted (managers often have Actions)

Appointments tab

Columns typically include: Rep, Date, Event Form, Follow Up, Notes, Contact (People mode), Actions.

Tasks tab

• Add Task button
• Columns: Rep, Date, Type, Notes, Actions
• Complete/edit/delete per your task permissions

Opportunities tab

• Add Opportunities button
• Columns: Rep, Account, Stage/Type, Value, Probability%, Derived, Created Date, Close Date, Actions

Contacts tab (people at the account)

File:AccountContactsTab.png

Contacts tab

This is where Contacts (people) live under an Account.

Column	Notes
(photo)	Person avatar / initials
Name	Full name; LinkedIn search shortcut; Title; Email; Last Contacted
Role	People role
Notes	View/edit personnel notes
Phone Number	Person phones (call/text/update same patterns as account phones)
Actions	Edit person, Delete (if permitted), Copy/Move person to another account

Add a Contact (person)

1. Open the Contacts tab.
2. Click Add Contacts.
3. Enter person details (name, title, role, email, phones, notes, image as offered).
4. Save.

Edit / Delete / Move a Contact

• Edit — update person fields and phones.
• Delete — remove the person (permission: delete personnel).
• Copy / Move — move the person to another account when needed.

Why Contacts matter: Day-to-day calling and emailing is often to a person, not only the company; roles and phones on the person keep outreach accurate.

Recent Activity / communication panels

Use the Recent Activity control / activity area to review:

Panel	What you see / do
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 as allowed); list/download/delete existing
Images	Account images gallery / manage
Avatar	Upload account image (JPG, PNG, SVG); keep proportional

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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.

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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