Contacts

Contacts represent individual people—customers, partners, suppliers, or any person you interact with. Link contacts to organizations, designate primary contacts for invoicing, and maintain complete relationship records.

Create a contact

1. Navigate to Contacts and click Add contact.
2. Fill in the form across its tabs:

Personal tab

• First name, last name, middle name
• Title (e.g., Dr., Prof.) and suffix
• Nickname
• Birth date and gender

Contact tab

• Primary email and secondary email
• Mobile, work, and home phone numbers
• Fax number

A contact does not need both first and last name, but it must have at least one identity field: a name part, nickname, email address, or phone number. When no full name exists, Einblick uses the nickname, email, or phone number as the contact label in lists, activities, and related records.

Address tab

• Street, house number, postal code, city
• Additional address details (stair, floor, door)
• Country and geographic coordinates

Professional tab

• Job title and department
• Links to organizations the contact works for

Social tab

• Website URL
• LinkedIn and Twitter/X profiles
• Spotify, Bandcamp, SoundCloud, Instagram, Facebook, and YouTube profiles

Additional tab

• Notes for internal reference
• Tags for categorization
• Source (how you found this contact)
• Priority (low, medium, high, critical)
• Status (active, inactive, etc.)

Link contacts to organizations

A contact can be associated with one or more organizations. Each link can have special flags:

One contact can have at most 50 combined organization and contact-group links. Remove an unused link before adding another when that limit is reached. A legacy contact already above the limit must also drop enough links before it can be deleted.

• Primary contact: Only one contact per organization can be marked primary. This contact appears on invoices and official documents.
• Receive invoice: Flag contacts who should receive invoice copies.

Set a primary contact

1. Open the organization's detail page.
2. In the Contacts tab, find the contact you want to designate.
3. Click the Primary toggle or edit the link settings.
4. Only one contact can be primary—setting a new primary will unset the previous one.

The primary contact's email and phone number appear on invoice PDFs for that client organization.

Import contacts

Use Import on the Contacts page to add people from an address book or data file.

• Supported sources are the browser's system contact picker when available, .vcf / .vcard, CSV, XLSX, XLS, and JSON files.
• Map common contact fields, review validation and duplicate matches, then choose whether matched rows fill empty fields, overwrite imported fields, are skipped, or create new contacts. A row needs a name, nickname, email, or phone as identity.
• Map an Organization column to link imported contacts. Existing organizations with the same title are reused; with the required permission, missing ones are created. You can redirect or skip individual values before the preview.
• Under Newsletter & groups, apply newsletter consent to every row, derive it from a column, or grant it when a row joins any mapped subscription list. You can also add all rows to selected contact groups or lists, or split values from file columns and map each value to existing or new targets.
• The preview reports how many contacts will subscribe or join each target. Audience changes also apply to matched contacts that are updated.
• Imports record consent without a confirmation email. Use only provable consent: an earlier global or list unsubscribe is preserved, group memberships are only added, and list membership requires global consent.
• The add button next to a contact field in another form can open the import and select the first created or matched contact when it finishes.

Email actions

Use Mail from the table toolbar or from selected-row actions to copy primary email addresses, copy addresses with display names, or open a mailto: draft.

• Contacts without an email address are skipped.
• Duplicate email addresses are included once, matched case-insensitively.
• Selected-row actions only use the selected contacts.
• Large directories use paged server search, so the table-toolbar Mail action is hidden when the full result is not loaded. Select the contacts on a page and use the selected-row action instead.

Newsletter opt-in

When the Workspace has Newsletters enabled, the contact detail page shows the contact's newsletter status for the primary email address.

• A contact can be Subscribed, Unsubscribed, or missing opt-in.
• API signups that require email confirmation show as pending until the recipient confirms the signup link.
• Users with newsletter update permission can subscribe or unsubscribe the contact from the detail page.
• The detail page also shows every active subscription list. A list can be enabled only while the primary email has global opt-in.
• Contact list actions can subscribe or unsubscribe selected contacts that have primary email addresses.
• Global unsubscribe also removes every list membership. Subscribing globally again does not restore the previous list preferences automatically.
• Newsletter campaigns only send to eligible subscribed addresses; a campaign with a subscription list additionally requires active membership in that list. Missing opt-ins, missing list subscriptions, unsubscribed addresses, invalid emails, and duplicates are excluded from the send queue.

Contact lifecycle

The lifecycle card on the contact detail page combines record changes with import and newsletter history.

• It shows when the contact was created or imported and records later updates and status changes.
• With newsletter read access, it also shows global and per-list subscription changes plus sent and undeliverable campaigns matched by contact or primary email.
• Newsletter delivery rows and the received-newsletter summary use the newest 200 matching recipient records.

Contact groups

Contact groups are part of Contacts and remain available when Newsletters are disabled. They can organize people for everyday contact work as well as define a newsletter audience.

• Add selected active contacts to an existing group.
• Create a new contact group from the current selection.
• Users who can read Contacts see group membership as a column and filter in the Contacts list and in an organization's Contacts tab. Updating or creating groups uses the corresponding Contacts permissions.
• Manage group membership later in Contact Groups.
• Use the status filter or archive toggle there to show archived groups and restore them. Archive keeps the group and its memberships; permanent deletion removes both but never deletes the contacts themselves. A saved campaign or event audience stops resolving a group after it is deleted. Archive and delete are also available for selected groups in bulk.

Contact groups select the audience to consider, subscription lists record optional newsletter preferences, and global opt-in records consent. A contact targeted through a group still needs the applicable opt-in.

Contact status and priority

Use status and priority to manage your relationships:

Status	Use case
Active	Currently working with this person
Inactive	No longer in contact but keep for records
Prospect	Potential future relationship

Priority	Use case
Low	Occasional contact
Medium	Regular interaction
High	Key relationship
Critical	Essential decision-maker

Filter contacts by status or priority to focus on what matters.

Use contacts in other features

• Invoices: The primary contact for a client organization appears on invoice PDFs.
• Projects: Assign contacts as project stakeholders or points of contact.
• Inquiries / Offers: Link contacts as the requesting or receiving party.
• Newsletters: Add contacts to campaign audience groups and manage global and per-list subscription status.
• Chats: Reference contacts in conversations for context.
• Tasks: Mention contacts when tasks involve external parties.

Search and filter contacts

• Use the search bar to find contacts by name, email, nickname, or phone.
• Filter by organization, status, priority, tags, and contact group. In a large paged directory, the tag filter is unavailable because its values are derived from fully loaded rows; the other server-backed filters remain available.
• Sort by name, creation date, or last updated. Contacts without a full name are sorted by their fallback label.
• Switch between table and grid view. Grid cards show status, role, linked organizations, and key contact details at a glance.
• While Einblick calculates an exact total for a large or filtered directory, the footer shows the current lower bound with + and Counting items. It updates automatically when the count finishes.

Best practices

• Create contacts as soon as you start working with someone.
• Set a primary contact for each client organization so invoices are addressed correctly.
• Keep email addresses and phone numbers up to date.
• Use tags to categorize contacts by role, region, or project.
• Review inactive contacts periodically and archive or delete as needed.