CRM

Manage CRM clients

Use the Clients page to search, filter, tag, import, export, and manage client records across your CRM workspace.

Clients directory overview

Use the Clients page at /clients as your CRM directory for all people and companies you work with. From this page you search, filter, tag, and bulk-manage client records across your tenant.

Each row represents a client with basic contact and account context so you can quickly jump into details or related conversations.

Page layout and key elements

The Clients page combines search, tag filters, a data table, and pagination to handle both small lists and large CRMs.

Search and filtering

Search and filtering sit above the table so you can narrow results before taking actions.

Search bar — Filter clients by name, email, company, or other indexed fields. Use this to quickly find a specific person or a small group.
Tag filter — Limit the list to clients with one or more tags (for example, vip, trial, churn-risk). Combine search and tag filters to build precise slices of your client base.

When you apply a search term or tag filter, the list updates immediately and all subsequent bulk actions apply only to the filtered set.

The bulk actions toolbar appears when you select one or more clients in the table.

Typical actions include:

Export — Download selected clients (or the current filtered set) as a CSV for reporting, audits, or offline analysis.
Delete — Remove selected clients from your CRM.
Tags — Apply, remove, or replace tags in bulk across the selected clients.

Bulk actions affect every selected client. Confirm the number of selected rows and any active filters before exporting, tagging, or deleting to avoid unintended changes.

Clients table

The main table lists client records with quick access to the most important fields.

Common columns include:

Select — A checkbox for row selection and bulk actions.
Name — The primary client name. Click this to open the client detail page.
Email — The main contact email used in conversations and outreach.
Phone — A direct phone number for call and SMS workflows.
Company — The organization associated with the client, if applicable.
Tags — Labels you assign for segmentation, lifecycle, or routing.
Created — The date the client was first created in your tenant.
Actions — Row-level actions such as Edit and Delete.

Pagination

Pagination controls appear below the table when you have more clients than can fit on a single page.

Move forward and back through pages while preserving your current search, tag filters, and sort.
Page changes load a new slice of client data so you always work against the latest records.

Create, edit, and delete clients

Use these workflows to maintain accurate client records from the list view.

Create a new client

Open /clients from the main navigation.
Click New client (or the equivalent create button above the table).
Enter at least the client's name and one contact method such as email or phone.
Optionally add company and any initial tags.
Save the client.

Your new client appears at the top of the list or according to your current sort order, and is immediately available for conversations and automations.

Edit an existing client

Locate the client using search or tag filters.
Either open the client detail view from the Name column or use the Edit action in the row's Actions menu.
Update fields such as name, email, phone, company, or tags.
Save your changes.

The list refreshes with the updated values. Any workflows that depend on these fields (for example, email sending or routing rules based on tags) use the new data immediately.

Delete a client

Search or filter to find the client you want to remove.
In the client's row, open the Actions menu and choose Delete.
Confirm the deletion in the dialog.

Deleting a client removes them from your active CRM directory and may affect related workflows, such as email lists or routing rules. Confirm you are deleting the correct record before you proceed.

After deletion, the client disappears from the list and can no longer be targeted from the Clients page.

Bulk export and bulk delete

When working with many records, use bulk actions from the Clients page instead of editing one by one.

Select clients for bulk actions

Use search and tag filters to narrow the list to the clients you want to change.
Select individual rows using the checkboxes, or select the header checkbox to choose all visible rows on the current page.
Confirm the selection count in the bulk actions toolbar.

All bulk actions on this page affect only the selected rows.

Export selected clients to CSV

After selecting the desired clients, click Export in the bulk actions toolbar.
Choose whether to export only the selected rows or all clients that match your current filters (if available in your tenant).
Confirm the export.

Most exports include core client fields such as name, email, phone, company, created date, tags, and any other columns that appear in your table. Use this file for reporting, backups, or importing into other tools.

Bulk delete clients

Select the clients you need to remove.
Click Delete in the bulk actions toolbar.
Review the number of clients that will be deleted and confirm.

Bulk delete removes multiple clients at once. This may break downstream processes that reference these clients, such as mailing lists or assignment rules. Always verify filters and selection counts before confirming a bulk delete.

Deleted clients disappear from the current list and no longer appear in subsequent searches from the Clients page.

Bulk tag management

Tags help you segment clients for campaigns, routing, and reporting. From the Clients page you manage tags across many records at once.

Apply tags to many clients

Filter the list to the group you want to tag (for example, all trial clients).
Select the relevant clients using row checkboxes.
Click the Tags bulk action and choose Add tags.
Pick one or more tags, or create a new tag if your tenant allows it.
Confirm the change.

The selected tags are added to every selected client, preserving any tags they already had.

Remove tags in bulk

Search or filter to the group of clients that share the tag you want to remove.
Select all relevant clients.
Open the Tags bulk action and choose Remove tags.
Select the tag or tags you want to remove, then confirm.

The specified tags are removed from each selected client, while other tags remain unchanged.

Replace tags across a segment

Build a filtered list that represents the segment you want to retag.
Select all clients in that segment.
Use the Tags bulk action and choose Replace tags (if available).
Choose tags to remove (for example, trial) and tags to add (for example, customer).
Confirm the replacement.

Every selected client loses the removed tags and gains the new tags in a single operation, allowing you to shift entire cohorts between lifecycle stages.

Suggested tagging strategy

Use a consistent tagging scheme so segments stay meaningful over time. A simple pattern is:

Lifecycle tags — Describe where the client is in your journey, such as lead, trial, customer, churn-risk, closed-lost.
Priority tags — Indicate importance or attention level, such as vip, high-touch, self-serve.
Segment tags — Capture attributes like industry or region, such as saas, healthcare, emea, north-america.
Source or channel tags — Show where the client came from, such as web-signup, referral, event-2024.

Before rolling out a new tag, decide:

What decision or workflow the tag will drive.
When the tag should be added or removed.
Whether an existing tag already covers the same meaning.

Document your standard tags in your team workspace so everyone uses the same names.

Import clients from CSV

Use CSV import to upload clients at scale from another system or spreadsheet.

Prepare your CSV file

Create or export a CSV file from your existing system.
Include at least a name column and either email or phone for contact.
Optionally add columns for company and tags (for example, a comma-separated list of tags per row).

Keep headers clear and consistent so the import mapping step is straightforward.

Upload and map columns

Go to /clients.
In the header or empty state, choose Import CSV.
Select your CSV file from your computer.
Map each CSV column to a client field such as name, email, phone, company, or tags.
Review the sample preview of a few rows, then confirm to start the import.

The system uses these mappings to create or update client records without requiring any additional tools.

Review import results and handle issues

After the import runs, review the status:

Confirm the total number of imported clients matches your expectation.
Check for any reported errors, such as missing required fields or invalid emails.
Use the search and created date columns on /clients to spot newly added data.

If some rows fail, adjust your CSV and run a follow-up import for just those records.

Common import issues and how to fix them

Most import problems come from formatting or mapping issues in the CSV file:

Missing required contact details
Rows without a name or without at least one contact field (email or phone) are often rejected. Add the missing values or remove those rows from the import.
Invalid email addresses
Emails with spaces, missing @, or invalid domains can block a row. Correct the addresses in your CSV and re-import only the failed rows.
Unexpected tag formatting
If your tags column uses a different separator than expected, some imports treat the entire value as one tag. Standardize on a comma-separated list like vip, saas, north-america.
Mismatched headers during mapping
If the importer does not auto-detect a column, manually map it to the proper field instead of leaving it unmapped.

When in doubt, test with a small sample file first, verify the result on /clients, then run the full import.

Review duplicates and merge clients

The system can group potential duplicate clients based on shared identifiers such as email or phone. From the Clients area you review these groups and merge records to keep your CRM clean.

Open potential duplicate groups

Navigate to /clients.
Use the duplicate review entry point (for example, a Review duplicates link or banner when duplicates are detected).
View the list of duplicate groups, each showing clients that likely represent the same person or account.

Each group shows all records that might refer to the same client so you can review them together.

Compare and choose a primary record

Open a duplicate group to see all client records in that group.
Compare key fields such as name, email, phone, company, tags, and any custom fields you rely on.
Look at linked activity where visible, such as the most recent conversations or notes.
Decide which record should be the primary client to keep, usually the one with the most complete and up-to-date information.
Mark other records in the group as duplicates to merge into the primary.

If you are not sure whether two records represent the same person, do not merge them. Instead, leave them separate or confirm with your team.

Merge duplicates

Confirm the primary client in the group.
Confirm which duplicate records will be merged into it.
Start the merge.

Merging clients combines data into the primary record and removes the duplicate records from your active list. This can affect historical reporting and linked conversations. Review each merge carefully and avoid merging records that represent different people or organizations.

After a successful merge, the Clients list shows only the primary client for that group. Related data points, such as recent activity, are associated with the primary record so you continue working from a single source of truth.

Safe duplicate review checklist

Before you confirm a merge, double-check:

Identifiers — Emails and phone numbers either match or clearly belong to the same person.
Names — Name differences are minor (for example, Jonathan Lee vs Jon Lee) and not completely different people.
Company — Company and role details align, especially for common names.
Recent activity — Conversation history and notes look like they belong to the same relationship.

If any of these do not line up, skip the merge and investigate further.

Empty state: starting with no clients

When your tenant has no clients yet, the Clients page shows an empty state instead of a table.

In this state you typically see two primary actions:

Create your first client — Open the new client form to add a single record.
Import from CSV — Start a bulk import to bring in existing clients from other systems.

Once you add your first client or complete an import, the standard list view appears with search, filters, and pagination.

Troubleshooting the Clients page

Use these checks when something on /clients does not look right.

Clients are missing or the list is empty

Confirm filters — Clear the search bar and remove all tag filters to see if clients reappear.
Check date assumptions — Use the Created column to verify whether clients exist for the period you expect.
Check tenant context — Ensure you are in the correct workspace or tenant if your account has access to multiple environments.

If clients remain missing after these checks, contact your admin or support with the approximate created dates and any known emails for the missing clients so they can investigate.

Bulk actions are disabled

Selection — Confirm you selected at least one client; bulk actions only appear when rows are selected.
Permissions — Some tenants restrict bulk delete or export to admins. If the action never appears, ask a tenant admin to review your role.

Import or merge takes longer than expected

Large imports and merges often run as background jobs.

If an operation is taking longer than expected:

Refresh the Clients page to see if the status updated.
Check whether some rows or groups completed while others are still processing.
For very large imports or merges, allow additional time for the system to finish, then retry viewing the page.

Use these pages alongside the Clients list to work at the right level of detail.

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