The contact record is the heart of ProContact. Everything — appointments, notes, portal, statistics — hangs off it.
Create a record
Open Contacts → New contact. The fields:
| Field | Purpose |
|---|---|
| First name, last name | Identification, shown in every list |
| Status | Where the commercial relationship stands |
| Emails | One or more; the first receives appointment confirmations |
| Phone numbers | One or more, each with a label (mobile, office…) |
| Addresses | One or more, one marked as main |
| Activities | The strands of your business involved |
Only the names are required. But without an email address, neither appointment confirmations nor the client portal will work for that contact.
Commercial statuses
ProContact ships with eight ready-made statuses:
- Prospect
- Qualified lead
- Unqualified lead
- In negotiation
- Active client
- Inactive client
- Closed won
- Closed lost
Use them honestly. A file where everyone is a "Prospect" teaches you nothing; a file with up-to-date statuses tells you every Monday morning who to chase.
Several contact details per record
A business client often has a billing address and a site address, a personal email and an accounts email. ProContact does not force you to choose: add as many entries as you need and mark the main one.
The main address is the one that appears in lists and exports.
Search and filter
The contact manager offers:
- full-text search across names and contact details;
- a filter by status;
- a client / non-client filter;
- sorting on every column.
The list updates as you type, with no page reload.
Data separation
Every contact belongs to exactly one account. No other ProContact user can see, edit or export your records: the per-account filter is applied to every query, not only to the display.
Deletion and GDPR
Deleting a contact anonymises the associated data and, if the contact had portal access, revokes it immediately. A notification email can be sent to the contact.
On sending your contacts a consent request before processing their data, see GDPR and consent.