Viewing and Using Your Account's Contact List

Creating and keeping a complete contact list of your businesses clients, guests, and other visitors is a great way to promote your website with promotional offerings and generate repeat customers. In your Zenfolio account, you will find the  Customer Relationship Management (CRM) section, which is the central location for you to find information specific to your clients, guests, and other visitors that have been to your Galleries. The information stored within this contact list can be very important in regards to marketing your website, services, and upcoming promotions that you may be offering. You can even use the contact list to quickly add individuals to Galleries as Clients or Guests.

Contacts can be added to your account in a number of ways:

• The contact list will be automatically populated by clients that you've added to your Galleries.
• Anyone that provides their information to you through visiting a Gallery with the Require e-mail for Gallery access option enabled will be automatically added to your contact list.
• Booking your services through BookMe adds the client information to your contact list automatically.
• Contacts can be manually added contacts to the CRM in your account.
• Contacts can be bulk uploaded to your Galleries or CRM via CSV.

Once added, existing contacts can be edited at any time.

Viewing the Contact List

1. In your Zenfolio account, click on the CRM icon on the left-hand side.
2. Here, on the Contacts tab, you will see your list of existing contacts for your account. Clicking on a specific contact will allow you to view that contact's information.
3. You can use the vertical ellipsis icon to edit or delete a contact. Please note that any registered clients, indicated by the • green dot, cannot be deleted as their account may contain important information that must be kept on file (i.e. past order information).
4. And if you want to manually add a new contact, click on the Add Contact button.

Viewing a Contact's Information

Once you've selected a specific Contact to view, you'll be able to see any information that is available for that Client. Not only will you see their name and email address, but if they've booked sessions with your using BookMe or they've placed an order, you may also see their phone number, address, and any related bookings or Galleries.

Clicking on the contact's bookings or Galleries will take you to that page within your account.

You can also use the Orders and Past Bookings tabs at the top of the page to view those past actions for this contact as well. 

 

Editing an Existing Contact

1. Once you're viewing/editing an existing contact you can adjust the Contact Info.
2. Additionally, you can add/update Address information for the contact.
3. If you'd like to add additional custom fields, you can do this as well.
4. Once you've completed editing the contact's information, click on Done.

Adding a New Contact Manually

1. If you'd like to add a contact manually, you can do so by clicking on Add Contact from the main Contacts page.
2. Within the new contact, add the Contact Info.
3. If needed, add an Address for the contact.
4. You can add additional custom fields as well. 
5. Once you've completed adding the contact's information, click on Save Contact.

Adding Custom Fields to Your Contact's Information

1. To add custom fields to a new or existing contact, click on the Add Field  icon under Additional Info.
2. A new box will appear where you can select any of the preselected additional fields. (secondary phone, anniversary, birthday, etc.)
3. If you need to create your own Custom Fields you can do that as well.
4. After selecting the Custom Field option, click on the  icon to edit the field's name. If you need to add even more custom fields, click on the Add Custom Field button.
5. Once you've selected all the additional fields you need, click on Continue.
6. You can then click Done if you're editing an existing contact, or click on Save Contact for new contacts you're creating.

Adding Notes to an Existing Contact

1. Use the the Notes text box at the bottom of the Contact's information page to enter in your note. 
2. Click on Save. 
3. All notes that are added to a particular contact will appear by date added. 
4. If you ever want to edit or delete a particular note, you can click on the pencil or trash icons.

Bulk Adding Contacts via CSV

If you'd like to add multiple contacts at once, you can do so by uploading a .csv containing your contact list to either your CRM or directly to the Gallery of your choice.

Adding New Contacts to your CRM via CSV 

1. From your Dashboard, click the CRM icon in the black toolbar on the left to navigate to your CRM area.
2. Click the black Import button.
3. On the Import .csv pop-up, drag and drop the .csv file containing your contacts, or browse to select it.
4. Below the browse button, indicate if the CSV file includes headers or not.
5. Click Next to proceed to the Data Matching screen.
6. On the Data Matching screen, you’ll see a display of your .csv headers (if available). If no header was included, this will default to “A,” “B,” “C,” etc.
7. Preview will display a sample of the data from each column for you to review if necessary.
8. Next, our system will perform Field Matching, which will automatically match any recognized fields that are present in your .csv (such as Name or e-mail).
9. If your columns are not mapped to the supported header fields, they will be ignored - this data will be shown under Unmatched.
10. When ready, click Import to begin the import process.
11. Once finished, if there are any errors (such as invalid e-mail formatting), an error screen will appear. You can choose here whether you’d like to correct the errors, or ignore them and proceed.
12. A green confirmation message will appear once the contacts are successfully imported.

Adding New Contacts to your Gallery via CSV

1. Navigate to the Gallery where you’d like to add your contacts and click on it to open its Edit View.
2. Click the Settings tab
3. Click Contacts
4. Click Import .csv
5. On the Import .csv pop-up, drag and drop the .csv file containing your contacts, or browse to select it.
6. Below the browse button, indicate if the .csv file includes headers or not.
7. Next, you’ll need to specify how you’d like the .csv import to behave. You can choose one of the following options:
   • Overwrite Contacts: Replaces current contacts with imported ones.
     

     Note:Choosing this option only removes/replaces contacts from the Gallery, and does not affect the CRM area of your account in any way.

   • Add to Contacts: Automatically adds the .csv of contacts to both your Gallery and your CRM area of your account.
     

     Note: Choosing this option will add all newly imported contacts to your CRM. Any existing contacts will be identified during upload if fields are matched by our system at the time of import, provided it does not exceed plan limits.

      

     
     
8. Click Next to open the Data Matching screen.
9. On the Data Matching screen, you’ll see a display of your .csv headers (if available). If no header was included, this will default to “A,” “B,” “C,” etc.
10. Preview will display a sample of the data from each column for you to review if necessary.
11. Next, our system will perform Field Matching, which will automatically match any recognized fields that are present in your .csv (such as Name or e-mail).
12. If your columns are not mapped to the supported header fields, they will be ignored - this data will be shown under Unmatched.
13. When ready, click Import to begin the import process and select the Contact Role you’d like to assign to the contacts.
    Note: We generally recommend choosing the Contact role here if you aren’t sure.
14. Once finished, if there are any errors (such as invalid e-mail formatting), an error screen will appear. You can choose here whether you’d like to correct the errors, or ignore them and proceed.
15. A green confirmation message will appear once the contacts are successfully imported.

CSV Guidelines and Notes

• The file must be in .csv format; other file formats are not accepted.
• While you can upload a .csv file with or without headers, we generally recommend that you upload a .csv with headers. The following headers are currently supported:
  1. First Name
  2. Last Name
  3. Email (required)
  4. Alternatively, a single Full Name column can be used in place of separate first and last name columns.
     

• A sample .csv template is available to download in the Import .csv menu in the CRM area of your account. You can download this template, insert all of your contacts, save and upload it to guarantee that your import will work as expected.
• Only one .csv file may be imported at a time.
• CRM Contact Imports are limited to 100,000 contacts per import.
• Gallery Contact Imports are limited by the following contact caps per gallery, dictated by subscription plan:
  
  

• Portfolio: Up to 30 contacts per gallery
• Portfolio Plus: Up to 2,500 contacts per gallery
• ProSuite: Up to 5,000 contacts per gallery

Adding an Existing Contact to a Gallery

Manually Adding Contacts to an Existing Gallery

1. In the Gallery that you'd like to add an existing contact to, click on Settings.
2. Choose the Contacts tab.
3. Click on Add From Contacts.
4. In the Contacts window that appears, select the existing contacts that you would like to add.
5. Use the Add as button in the bottom right-hand corner to then add the contact to your Gallery as just a normal Gallery Contact, a Client, or a Guest.