The contact list is where you can see all the contacts. The list shows all your contacts searchable by typing part of their name, company name, ID, address or email address and can also filter by tag. You can import and export your contact records as a CSV file and download a sample Excel spreadsheet to ensure the correct formatting of your data. Our cheat sheet guide is available to provide more information on the data import process.

• Accessing the Contacts List view 
• Contacts list components
  • Search for a contact 
  • Filter by tags 
  • Filter by Store location
  • Columns
  • Filters
  • Export and Import 
  • Actions 
  • Bulk Actions 
  • Contact Overview

Accessing the Contacts List view 

To access the contacts list, navigate to Operations → Contacts. 

Contacts list components

In this article, we will discuss the different components of a contacts list. The aim is to help users understand the various features and functionalities available for managing their contacts. We will explore the key elements that make up a contacts list, so users can effectively use their contact management system.

Search for a contact 

Click the search contacts bar and enter a portion of the contact to auto-search. 

Filter by tags 

You can use contact tags to filter your contacts. The tags you create will appear as options in the contact tags drop-down list. To learn how to set up tags, please refer to the tags article. [insert link to the article on creating tags here.]

Filter by Store location

You can filter the contacts according to the store location they belong to. Read more about Locations here. 

Columns

By clicking on the Columns option below the search bar, you will be able to manage what columns you would like to be displayed in the contacts list.

You can choose what you want or don't want to be shown in the columns using the toggle switch on the left side of each option, or click "Hide all" or "Show all." You can set it to show or hide the following columns within this section: 

• Detail panel toggle
• Checkbox selection
• Id
• External
• Type
• Category
• Territory
• Location
• Contact details
• First name
• Middle name
• Last name
• Company name
• Contact name
• Email
• Phones
• Address
• Pools
• Created date

The Actions column cannot be toggled because it has important options to make workflows more effiecient. 

You can also sort and pin columns by hovering over a particular column heading and clicking the three dots. Clicking the Hide column will hide that specific column while Manage columns will show the column selection box. 

Filters

You can set filters for the invoice list by clicking on the Filters option beside Columns. 

• Select Columns filters;

  • ID

  • External

  • Type

  • Category

  • Territory

  • Location

  • First name

  • Middle name

  • Last name

  • Company name

  • Contact name

  • Email

  • Address

  • Created date

  • Columns
    
    

• Then select Operator;

  • is

  • is not
    

  • is after

  • is on or after

  • is before

  • is on or before

  • is empty

  • is not empty

  • =

  • !=

  • >

  • >=

  • <

  • <=

    
    
    

Then select Value. This is the specific value you want to filter for in the selected column. 

You can also add additional filters by selecting + Add filter or remove the filters by clicking Remove all.

Export and Import 

The Export and Import option can be found beside the Filters tab. Clicking the Export button will automatically download the CSV file containing all your contacts and their details including their Xero/Lightspeed contact IDs. The Import option will prompt a window where you can select the file to be imported. 

By downloading the sample Excel spreadsheet, you'll be able to ensure that your data is properly formatted and avoid any potential errors or issues. Follow the format shown in the sample file. The file has 3 tabs on the sample file -- Contacts where you can add the contact details, Pools where you can list all the pools, and PoolsContactRelations where you can link the pool with a contact. 

Actions 

The Actions column is a non-modifiable column on the contacts list page which means that this column cannot be hidden. However, you can choose to pin it either on the left or right side of the page by clicking on the three vertical dots beside the column label. 

Clicking the Action icon ( ⋮ ) will expand several actions that can be applied to the contact. 

• New water test 
  
• New job 
  
• New quote 

The Pencil icon (✎) will take you to the contact details page where you can make necessary changes to the contact, change their linked pools or link them to a parent contact.

The trash icon will delete the contact from Pooltrackr. 

Bulk Actions 

Bulk action can be done when the checkbox column is enabled. Checking more than one box will allow you to mark contacts as Active, Inactive, or bulk delete contacts. The actions will show at the bottom part of the screen. 

Contact Overview

Clicking any row will reveal the overview of a contact. This will show the pools linked to the contact, contact details like phone numbers, address, and email address, as well as the View details button and a toggle switch to activate/deactivate a contact. 

Disclaimer: The contact name and address used in this example are made-up and do not belong to any real person or place. They are only used for demonstration purposes to explain a concept or process.