🎯 Goal
Maintain accurate, up-to-date Company and Contact records — their details, associations, marketing preferences, and activity history — so your CRM stays a reliable source of truth rather than a graveyard of stale data.
❓ Why
A CRM is only as valuable as the data in it. Updating contact details after a job move, keeping GDPR preferences current, adding notes from calls, and reviewing association history turns static records into working intelligence. Get this right and your team's next pitch, call, or prospect list is 10x sharper.
🔍 Overview
Managing records covers: viewing and updating details, viewing associated records (disposals, requirements, viewings, transactions, tasks), updating GDPR and marketing preferences, adding notes/activity, and adding records to custom groups.
📊 Step-by-step
Find the record
From CRM, search by company name, contact name, or email. Filters narrow by sector, role, marketing list, or group.
Update details
Click Edit on any record to change details, GDPR preferences, job title, address, phone. Changes save immediately and propagate anywhere the record is linked.
View associated records
Each company and contact record has tabs showing every associated record:
Disposals / Requirements linked to the company or contact
Viewings they're attached to
Transactions closed
Tasks and activity history
Add activity from the Actions menu
Use Actions (top-right of the record) to create new requirements, viewings, tasks, or notes directly from the contact or company — no need to jump into another section.
Manage marketing preferences and tags
Update marketing opt-ins, GDPR consent, add/remove tags, and change marketing list memberships directly on the record.
Organise into groups
Add records to custom CRM groups for high-level segmentation ("Target landlords 2026", "Tech occupier watchlist", "Lapsed relationships"). Groups are a flexible overlay on top of sector/role filtering.
✅ You've done it when…
The record reflects current reality — latest contact details, accurate marketing preferences, recent notes, and meaningful group/tag membership — and your team can find and act on it via search and filters.
💡 Common mistakes & pro tips
Review GDPR preferences at least annually. Consent expires in spirit if not refreshed. Opportunities: after major interactions, after mandatory breaks.
Add activity notes as you go. "Said they'd consider fringe if HQ approves" is intel your future-self and team will thank you for.
Use the Actions menu from the contact page — way faster than navigating to Requirements/Viewings and linking back.
Groups beat endless filters. If you find yourself applying the same 3 filters repeatedly, create a group instead.
FAQs
Q. How do I add a contact to an existing marketing list?
A. Go to the Contacts tab in your CRM, select the contact you wish to edit, and use the Actions bar. You can add them to one or multiple marketing lists. Once saved, the update is instant.
Q. How do I merge contacts from different lists onto one list and remove duplicates?
A. Use bulk actions in your CRM tab: Bulk update > Add to marketing list, then select the list and click save.
💬 Need Help?
📞 0203 772 8898