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Contacts & leads

Guides for “Contacts & leads” in : step by step, with the place in the menu, the steps and the limits.

Contacts & leads

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Contacts & leads

8 guides

Contacts

Contacts

Sales | base › Sales › Contacts

Manages companies and people with their contact methods, the legal bases for marketing, tags and blocks. The contact record shows the timeline with deals, cases, activities and the log. On a mobile phone, contacts appear as cards with name, address and status – without sideways scrolling; the selection for bulk actions is kept.

Step by step

  1. In the list, search by name, place, address, domain or UID and filter by type, status or tag.
  2. Use “New contact” to record a company or a person.
  3. Open a contact: master data, contact methods, tags, relationships and the timeline are on the record.
  4. Under “Legal bases and delivery blocks”, record the basis for each address; consent requires evidence.
  5. Use “Create deal” to start a sales opportunity for the contact.

Prequalification and research

Sales | base › Sales › Contacts › open a contact › “More” tab

In a contact’s “More” tab you rate the potential (A, B or C) with a reason, review suggestions for missing details and record research evidence from the UID register and the website. Evidence shows the source, result and details found in readable form; the raw data can be expanded.

Step by step

  1. Open the contact and choose the “More” tab.
  2. Under “Prequalification”, click “Reassess” (the first time the form is already open), choose the “Fit” and enter the “Reason”; “Use existing reasoning” inserts the previous reason.
  3. Optionally enter a “Warm signal” and the “Platform fit”; the line “New forecast, not saved” shows the result – then “Save”.
  4. Under “Research”, choose “Check UID” or “Check website”; the evidence appears with its source (link to the UID register or the website), the result and details such as company, town and register status.
  5. Under “Suggestions”, use “Generate suggestions” to get values from the email domain and, with AI, from the evidence, then “Accept” each one or “Reject” it with a reason.

Contact quality

Sales | base › Sales › More › Contact quality

Brings together contact data maintenance: work lists with direct correction, domain bridge person↔company, customer matching with stored decisions, bulk liquidation run, mailbox pre-qualification by file and A/B/C import from a table.

Step by step

  1. In the “Work lists” section choose a list (companies without contact person, without usable address, people without company, overdue invoices) and correct or tag right in the row.
  2. In “Domain bridge” review the suggestions and apply them one by one or as a selection.
  3. In “Customer matching” confirm the customer for each person or reject it with a reason; under “Decided” every decision can be undone and a bulk run revoked as a whole.
  4. In “Liquidation” review the dry run and apply only the companies marked “Block”.
  5. In “Mailbox file” read a CSV/TSV without subject or body, decide per counterpart and apply the decisions together.
  6. In “A/B/C import” paste a table, check the dry run and apply.

Duplicates

Sales | base › Contacts › Duplicates

Shows possible duplicate contacts with the reason and all merges; a merge can be undone in a controlled way.

Step by step

  1. Review a candidate group and read the reason (same UID, same company name, same name with phone or town).
  2. On the duplicate card click “Merge …”, choose the target card and decide field by field.
  3. On the right under “Merges”, click “Undo” if needed.

Leads

Sales inbox

Sales | base › Sales › Sales inbox

Shows new messages from the configured mailboxes: classified, private ones hidden, enquiries turned into cases. From here you can fetch the mailbox and start the folder sync. Search and paging find every message; the real total is shown at the top. A connected Microsoft 365, Gmail or other supported mailbox also supplies messages from the configured junk folder. Sales recognises automated messages from their headers.

Step by step

  1. Choose a view: Unclassified, Private, Filed or All.
  2. Use “Search sender or subject …” and “Search” to find a message, and “Next” to page through.
  3. For a message, choose the right classification under “Classify as …” and click “Classify”; for enquiries a case is created.
  4. Hide private messages with “Private”; the subject is deleted in the process.
  5. Use “Fetch mailbox now” to get new messages and “Sync folders” to synchronise the folders.
  6. Archive or delete a message in the connected mailbox, then synchronise folders: the corresponding open sales case is closed.

Leads

Sales | base › Sales › Leads

Collects new enquiries before they become a deal. The list is sorted by score, shows status, owner and sales team and flags possible duplicates. Leads can also be created, edited and disqualified with a reason in the employee app. Demo requests appear immediately in the operator’s Sales with source “Demo” and confirmation status.

Step by step

  1. Filter by status, owner, sales team or “Without owner”, or search by title, name, company and email.
  2. Use “New lead” to enter title, person, company, email and estimated value; the assignment rules assign the lead automatically.
  3. Open leads flagged “Possible duplicate” and check whether the contact already exists.
  4. Open a lead to edit, assign, qualify or convert it.
  5. In the employee app, open Sales › Leads, create a lead or open one to edit it; give a reason when disqualifying it.

Edit and convert a lead

Sales | base › Sales › Leads › Lead

Shows a lead’s details, the score with every applied rule, possible duplicates and the assignment. From here the lead is qualified, disqualified or converted into a deal. The progress bar shows New, Under review, Qualified and Converted; one main button advances each step. Disqualification is a separate path with a required reason.

Step by step

  1. Complete the details and choose “Save details”; the score is recalculated.
  2. Under “Assignment”, set the owner and sales team.
  3. Follow the main button in the progress bar: take under review, qualify, then convert to a deal. For an unsuitable lead, expand “Disqualify” and give a reason.
  4. Under “Convert to deal”, choose “Create” or an existing contact for person and company, optionally create a deal with pipeline, stage and value, and choose “Convert”.
  5. After converting, “Open deal” leads to the new deal.
  6. In the converted deal, the details show the source “from lead” with a link to the original enquiry.

Teams and rules

Sales | base › Sales › Leads › Teams and rules

Manages sales teams with lead and members, the assignment rules for new leads and the scoring rules. Sales teams determine who sees which leads and deals.

Step by step

  1. Under “Sales teams”, create a team with “New team” and optionally choose a team lead.
  2. Expand a team, add people, choose the role and “Save members”.
  3. Under “Assignment rules”, set conditions (e.g. email domain ends with .ch) and choose whether a specific person, the team round robin or the team lead receives the lead.
  4. Adjust the order with the arrows: the first matching active rule wins.
  5. Under “Scoring rules”, set conditions and points (negative ones too); the score on the lead shows each rule individually.

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