How to add contacts and perform bulk actions in Presence® CRM

How to manually add contacts and manage multiple contacts at once using bulk actions.

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Overview

You can add contacts manually from the contacts table and perform bulk actions — assign, tag, archive, and mark as spam — on multiple contacts at once. Bulk actions require an Admin or Member role.

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How to add a new contact manually

1. Click Add contact at the top of the contacts table.
2. Fill in the contact form.
3. Click Save.

Required fields

At least one of the following is required:

• First name or last name
• Email address
• Phone number

Optional fields

• Type — Lead, Active Client, Past Client, Agent, or Other (defaults to Lead)
• Source — where this contact came from
• Communication Preference — Active (default), Do Not Contact, or Opt Out Brokerage
• Notes — any additional context about the contact

Validation and duplicate detection

The system automatically validates email format, phone number length (minimum 10 digits), and checks for duplicate contacts. If a potential duplicate is detected, you'll see a warning before saving — you can choose to create the contact anyway or cancel and search for the existing record.

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How to select contacts for bulk actions

• Click the checkbox next to individual contacts to select them
• Click the checkbox in the table header to select all 20 contacts visible on the current page
• When all contacts on a page are selected, you'll see an option to "Select all contacts that match your current filters" — use this to select beyond the visible page

The number of selected contacts appears at the top of the table.

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Available bulk actions

Important: Bulk actions are only available to Admin and Member users. Guest users cannot perform bulk actions.

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How to use bulk actions

Assign contacts to a team member

1. Select contacts using checkboxes.
2. Click Assign to.
3. Choose the team member(s).
4. Click Confirm.

Add or remove tags

1. Select contacts using checkboxes.
2. Click Add tag or Remove tag.
3. Select the tag(s) to apply or remove.
4. Click Confirm.

Archive contacts

1. Select contacts using checkboxes.
2. Click Archive.
3. Confirm the action.

Archived contacts move to the Archived tab. They're still searchable and retain all historical data. They can be unarchived at any time from their individual contact profiles.

Mark contacts as spam

1. Select contacts using checkboxes.
2. Click Mark as spam.
3. Confirm the action.

Flagged contacts are removed from your normal contacts list.

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Unarchiving or unmarking spam contacts

Bulk unarchive and bulk unmark spam are not currently available from the contacts table. To unarchive or unmark a contact, open their individual profile, click the three-dot menu, and select Unarchive or the relevant action.

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Troubleshooting: bulk action buttons not appearing

• Check your role — bulk actions require Admin or Member access. Guest users do not have access
• Confirm contacts are selected — at least one checkbox must be selected for bulk action buttons to appear

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FAQs

Who can perform bulk actions?

Admin and Member users can perform bulk actions. Guest users do not have access to bulk action buttons even if they can see the contacts table.

Can I select more than the 20 contacts visible on the current page?

Yes. After selecting all contacts on the current page using the header checkbox, you'll see an option to select all contacts matching your current filters — including contacts on other pages.

What happens to archived contacts?

Archived contacts move to the Archived tab and are separated from your active contacts list. They retain all their history and data, are still searchable, and can be unarchived at any time from their individual profiles.

Can I bulk unarchive contacts?

Not currently. Bulk unarchive is not available from the contacts table. Open each contact's individual profile and use the three-dot menu to unarchive.

The system flagged a duplicate when I tried to add a contact — what should I do?

Search for the existing contact first to confirm it's the same person. If it is, update the existing record instead of creating a duplicate. If it's a different person, you can proceed with creating the new contact despite the warning.