📌 What Are Contacts?
In TalleFlow, contacts include everyone you interact with:
Clients
Leads & prospects
Collaborators
Vendors
Partners
Each contact holds detailed info, documents, social links, and communication history—so everything is right where you need it.
➕ Adding a New Contact
Step-by-Step:
Navigate to Contacts in the main menu
Click Add Contact
Complete the contact form across these tabs:
🗂️ Details Tab
First Name (required)
Last Name
Email (required)
Phone number
Status (Active, Prospect, Inactive, or custom)
Groups – Assign to one or more contact groups
Last Contact & Date Created fields (auto-captured)
🏢 Business Tab
Business name
Industry
Specialties (comma-separated)
Date business was founded
📍 Address Tab
Full address: street, city, state, zip, country
🌐 Social Tab
Social profile links:
Blog, Facebook, Instagram, TikTok, LinkedIn, YouTube, X (Twitter), and more
📝 Notes Tab
Notes are available after the contact is created
Perfect for call summaries, preferences, or quick reminders
🧠 Contact Groups: Organize & Segment
TalleFlow lets you organize your contacts into Groups, so you can easily:
Segment your audience for email marketing
Send newsletters or promos to specific lists
Filter contacts by relationship or service type (e.g., “VIP Clients,” “Leads,” “Photographers”)
How Groups Work:
A contact can belong to multiple groups
Create and manage groups from the Contacts > Groups tab
Filter your contact list by group
Use Groups in Email Campaigns to send targeted mass emails
How to Add Contacts to a Group
Go to the Contacts tab
Select the checkbox next to the contact(s) you want to group
Once selected, a new button will appear → “Add to Group”
Choose an existing group or create a new one
Done! The contact is now assigned to the selected group(s)
💡 You can assign a contact to multiple groups.
💡 Example: Create a “Brand Design Leads” group to send a tailored proposal offer to everyone in that segment.
Contact Types in TalleFlow
TalleFlow uses contact types to define how people interact with your projects and what they can access.
There are two default contact types in TalleFlow. These are built-in and cannot be customized.
Contact
A Contact represents your customer or client.
This is the person or organization you’re doing work for.
Typical examples:
Clients
Customers
Event hosts
Businesses hiring your services
When a Contact is added to a project:
They can receive invoices, contracts, proposals, and questionnaires
They have access to the client portal, where they can:
View project details
Review and sign documents
Pay invoices
Their view is focused on their own project and deliverables
Collaborator
A Collaborator represents a vendor, partner, or teammate you work with on a project.
Typical examples:
Photographers
DJs
Planners
Designers
Other creative partners
When a Collaborator is added to a project:
They see a different project view than clients
They do not receive client-facing documents like invoices or contracts
Their access is limited to collaboration-related information
They can participate in shared project work without seeing sensitive client billing details
Why Contact Types Matter
Contact types help you:
Control permissions automatically
Show the correct client portal experience
Keep client information private
Support clean collaboration between businesses
You don’t need to manually manage permissions — TalleFlow handles this based on the contact type.
👤 Viewing a Contact’s Profile
Clicking on any contact in your list takes you to their full profile — a centralized workspace that shows everything related to that person or business.
From here, you can:
Send an email directly from the profile (including file attachments)
View active projects the contact is part of
Access all documents tied to the contact — proposals, contracts, invoices, and forms
See payment history, invoices, and financial activity
Add private notes for meetings, preferences, or reminders
It’s the easiest way to get a complete picture of your relationship with a client, lead, or partner — all in one place.
📥 Importing Contacts
Already have a list? Bring it in.
Upload a CSV file
Map your columns to TalleFlow fields
TalleFlow will detect duplicates automatically
Use bulk updates to manage contacts faster
📧 Contact Communication Features
Send emails directly from a contact’s profile
View full communication history
Share documents, contracts, or forms securely
Add internal notes and reminders
📊 Contact Views & Search
List View – Table format with customizable columns
Group View – Organize contacts by tags or group
Search – Find by name, company, email
Filters – Filter by group, status, or creation date
Export – Export filtered contacts for offline use
💡 Contact Management Tips
Complete profiles: The more info, the more useful your CRM
Use Groups wisely: Tailor your marketing with targeted lists
Keep statuses updated: Know who’s active, who’s cold
Document interactions: Use notes to track key conversations
Use profile photos: Makes contact browsing more visual
Want to send an email to a contact group?
👉 Check out: [Using Contact Groups in Email Marketing]
Need to bring in your old client list?
👉 Go to: [Importing Contacts with CSV]