Manage contact settings
The Contacts card on Settings defines CRM vocabulary and routing: statuses, industries, sources, tags, lifecycle stages, lead ponds, distribution rules, and general contact behavior. Each link opens /user-profile-settings/lead-settings with a tab parameter; Custom Fields is separate at /user-profile-settings/custom-fields (Display Label per field). Configure before bulk import and sales training—empty statuses break reports; wrong ponds break Claim contacts. Align Groups under Team Members with pond groups here.
Video
Who can do this
Owner or Admin with Contacts configuration permission.
Before you begin
- Status and source lists from legacy CRM
- Pond strategy (unassigned vs named pools)
- Decision on Lead Distribution automation vs manual assignment
- Custom fields created for import columns
What you'll accomplish
- Status, source, tag, and lifecycle vocabularies saved
- Ponds and distribution rules ready for claim workflows
- General contact settings match team operating model
Step-by-step procedure
Contact Status (?tab=statuses)
Add stages (New, Contacted, Qualified, Won, Lost); set default for new contacts; save.
Industries (?tab=industries)
Add ICP verticals; save.
Source (?tab=sources)
List consistent sources (Website, Referral, Paid Ads)—avoid duplicate synonyms; save.
Tags (?tab=tags)
Create cross-cutting labels (VIP, Hot); save.
Lifecycle Stages (?tab=lifecycle)
Define marketing lifecycle; use with Funnels; save.
Lead Ponds (?tab=lead-ponds)
Create pools for unassigned leads; map to Groups tab in team settings; save.
Lead Distribution (?tab=distribution-rules)
Configure auto-assignment rules if used; save.
Contact General Settings (?tab=contact-settings)
Review defaults and behavior toggles; save.
Verify: create test contact; import pilot CSV; attempt claim from All ponds.
Verify your work
- UI labels match product
- Primary action completes without error
- Data persists after refresh
Tips
Use workspace search if you cannot find a sidebar item—some modules are role-gated.
Troubleshooting
| Empty dropdown on contact | Tab not saved or wrong workspace | | Claim denied | Pond group membership mismatch | | Import source unmapped | Add source before upload |
See also
Field reference (product UI)
Use exact labels when training users or recording videos—they match the live workspace.
| Area | Where to find it |
|---|---|
| Settings hub | /settings — card groups match this Help sidebar |
| Profile tabs | /user-profile-settings/profile — Personal, Business, Billing, Timezone, Currency |
| Workspace admin | /workspace — Settings, Modules, Resources, Delete |
| Team | /workspace/users — Members through Roles & Permissions |
Admin checklist
- Complete organization profile and billing before inviting the team.
- Enable only modules you licensed under Workspace modules.
- Connect integrations before messaging or automation go-live.
- Populate Knowledge Hub before AI Employees or voice.
- Verify Notification preferences personally after changing templates.
Verify your work (extended)
- Settings save without error toast
- A non-admin test user sees expected sidebar (no billing cards if Member)
- Related module (Contacts, Inbox, Campaigns) reflects the configuration change
- Refresh browser after role or module changes
Troubleshooting (extended)
| Symptom | Likely cause | Fix |
|---|---|---|
| Settings card missing | Role or module gate | Check Roles and Modules |
| Save does nothing | Validation error on required field | Scroll for red highlights; complete * fields |
| Team sees old behavior | Cached session | Hard refresh; user re-login |
| Integration broken after change | Order of setup | Reconnect integration; check Communications settings |