The Contacts Management module in Circle is your central hub for organizing and managing customer information. This module allows you to add, segment, and manage contacts efficiently, ensuring your campaigns and communication efforts are highly targeted and effective.

1. Adding Contacts Manually or Importing via CSV

Adding Contacts Manually

• From the main dashboard, click on Campaigns in the left-hand menu.
• Select Create New Campaign to begin.

Step by step Guide

1. Navigate to Contacts from the main dashboard.

2. Click Add New Contact.

3. Fill out the contact details in the provided form, including:

   • Name.
   • Email Address.
   • Phone Number.
   • Tags (optional).

4. Click Save Contact to add the contact to your database.

Pro Tip: Use tags to classify contacts (e.g., “VIP,” “Leads,” or “Newsletter Subscribers”) for better segmentation.

Importing Contact via CSV

• For bulk uploads, Circle allows you to import contacts using a CSV file.

• Step-by-Step Guide:

  • Go to Contacts and click Import Contacts.

  • Download the CSV template provided by Circle to ensure proper formatting.

    • Required fields typically include Name, Email, and Phone Number.
    • Optional fields include Tags, Company, and Notes.

  • Populate the template with your contact data.

  • Upload the completed CSV file by clicking Upload File.

  • Map the CSV columns to Circle’s database fields (e.g., “Name” → “Full Name”).

  • Click Import to complete the process.

• Pro Tip: Review the imported data for accuracy using the preview option before finalizing the upload.

2. Creating Group and Assigning Tags

Creating Contact Group

• Step-by-Step Guide:
  • Navigate to Groups within the Contacts module.
  • Click Create New Group.
  • Enter a group name (e.g., “Loyal Customers” or “New Leads”).
  • Select contacts to add to the group by:
    • Manually selecting from the contact list.
    • Using filters (e.g., tags, recent activity).
  • Click Save Group to create the group.
• Pro Tip: Groups are dynamic; you can add or remove members at any time.

Assigning Tags to Contacts

• Tags provide an additional layer of segmentation by allowing you to categorize contacts based on their behavior, preferences, or demographics.
• Step-by-Step Guide:
  • Open a contact’s profile or select multiple contacts from the list.
  • Click Assign Tags.
  • Choose from existing tags or create a new tag.
  • Click Apply Tags to finalize.
• Pro Tip: Use descriptive tags (e.g., “Attended Webinar,” “High Spender”) for clarity.

3. Managing Contacts Profiles

Viewing and Editing Contacts Profiles

Each contact in Circle has a detailed profile containing all relevant information and communication history.

• Step-by-Step Guide:
  • Click on a contact’s name to open their profile.
  • View details such as:
    • Personal information (Name, Email, Phone).
    • Tags and groups assigned.
    • Communication history (messages, campaigns, surveys).
  • To update the profile:
    • Click Edit Profile.
    • Modify the details as needed.
    • Click Save Changes.

Deleting Contacts

You can delete contacts that are no longer relevant to your database.

Step-by-Step Guide:

1. Select the contact(s) you wish to delete.
2. Click Delete Contact.
3. Confirm the deletion when prompted.

Note: Deleted contacts cannot be recovered, so proceed with caution.

Blocking Contacts

Block contacts to prevent them from receiving further communication or accessing your services.

Step-by-Step Guide:

1. Open the contact’s profile.
2. Click Block Contact.
3. Confirm the action.

Blocked contacts are moved to a separate list for easy management.

Best Practices for Contacts Management

• Keep Data Updated: Regularly review and update contact information to ensure accuracy.
• Segment Effectively: Use tags and groups to create highly targeted campaigns and surveys.
• Clean Up Regularly: Delete inactive or duplicate contacts to maintain a clean database.
• Respect Preferences: Honor opt-out requests and use tags to track “Do Not Contact” statuses.

Troubleshooting and Tips

1. Issue: Duplicate Contacts
   • Use Circle’s duplicate detection tool to identify and merge duplicate entries.
2. Issue: CSV Import Errors
   • Ensure the file format matches Circle’s template and that required fields are not missing.
3. Tip: Use Filters for Quick Searches
   • Filter contacts by tags, groups, or recent activity to locate specific segments faster.

Summary

The Contacts Management module provides all the tools you need to maintain an organized and actionable customer database. By leveraging features like tags, groups, and detailed profiles, you can ensure your campaigns and communication strategies are always precise and effective. Start organizing your contacts today and unlock the power of targeted engagement!