🎯 Goal
Keep your CRM useful, with up-to-date companies, contacts, marketing preferences and tags, so every other workflow in Kato has the right data to work with.
❓ Why
Your CRM underpins everything: requirements link to applicants, campaigns rely on marketing lists, disposals attach to landlord contacts, and transactions need counterparties. Treat the CRM as the team's shared source of truth rather than your personal address book, and the rest of Kato gets sharper.
🔍 What's covered
Navigating the CRM, Companies and Contacts
Organising records into custom groups
Creating new company records
Managing contacts
Applying GDPR preferences and marketing lists
Tagging and organising contact data
📊 Quick Start (2 minutes)
Click Contacts in the left nav. Switch between Companies and Contacts via the sub-nav.
Click + Create to add a new company or contact, link contacts to a company as you go.
On any contact, set their GDPR preferences, marketing opt-in, unsubscribed.
Add tags to group contacts by category, landlord, applicant, referrer, etc.
Use Saved views to create reusable filtered lists (e.g. "London landlords", "active retail acquirers").
Export a view to Excel or push to a marketing list for a campaign.
💡 Common mistakes & pro tips
Link contacts to companies at creation. A company-less contact drops out of most filters and saved views.
Bulk-upload existing data. If you're migrating, use Kato's bulk upload rather than adding contacts one by one. Contact help@kato.app
Tag consistently. Agree a tagging convention with your team, mixed case and near-duplicate tags ("landlord" vs "Landlord" vs "LL") fragment your lists.
Treat GDPR preferences as the source of truth. Kato enforces them on campaigns, but they also protect the agency, respect unsubscribed flags.
💬 Need Help?
Share feedback or get support:
📞 0203 772 8898