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Push people into CRM contacts

Purpose​

Keep a working list of the people around your campaigns — leads, applicants, and the participants you want to follow up with — and move people between the two.

Who this is for​

Account administrators, campaign managers, and anyone doing outreach.

How the two lists relate​

Participants and contacts are different things and the flow between them runs both ways:

  • Participants → contacts. The campaign participant list is the spine. You push one, some, or all of a campaign's participants into the contact list. This is the usual direction.
  • Contacts → participants. A qualified contact can be converted into a participant in a named campaign.

Contacts also arrive on their own, from public contact forms and registrations, or you add them by hand.

Push participants into contacts​

  1. Open the campaign and go to the Participants & Roles tab.
  2. Either:
    • tick the participants you want and choose Add to CRM (n); or
    • tick nothing and choose Add all to CRM, which asks you to confirm before syncing every participant in the campaign.
  3. A summary reports how many contacts were created, how many existing contacts were updated, and how many were skipped.

Participants without an email address are skipped — email is the identity a contact is keyed on. Running the sync again is safe: existing contacts are updated, not duplicated.

Work with the contact list​

Sidebar Contacts. The left pane is the list, the right pane the selected contact.

Filter with the search box (name, email, company), the stage dropdown, and a Show archived checkbox. Contacts move through five stages: new → contacted → qualified → converted → lost.

New opens an inline form: email is required, first name, last name and company are optional.

Work on one contact​

Selecting a contact gives you:

  • Stage — change it from the dropdown; the change is saved immediately and recorded on the timeline.
  • Language — the language you write to this person in: English, Français, Español, Português (Brasil), or Not stated. Saved as soon as you choose. Not stated is not the same as English: somebody who has stated nothing is written to in English plus your account's primary language, and choosing Not stated again clears the field and puts them back on that rule. A contact pushed in from a campaign roster arrives with whatever the participant stated, and a language you set here is never overwritten by a later sync.
  • Owner — assign a person by user id, then Save. There is no member picker; the field's own hint says so, and you paste the id.
  • Tags — comma-separated, then Save.
  • Convert to participant — choose the campaign from the dropdown and choose Convert. Disabled on archived contacts, and when the account has no campaigns.
  • Archive — hides the contact from the default list without deleting it.
  • Activity — a timeline of notes, stage changes and system events. Type in Add a note and press Enter or Add.

What happens next​

  • A converted contact appears in that campaign's participant list, and can then be invited or sent an assessment link like any other participant.
  • Contacts are readable by integrations through a read-only API scope, so an external CRM can mirror this list — the Language field included. Nothing external writes back into it.
  • An integration of your own can set the language without the screen: PATCH /api/v1/accounts/{accountId}/crm/contacts/{contactId} takes language, and sending null clears it.

Limits and gotchas​

  • The owner is entered as a raw user id. Expect to copy and paste that one.
  • Archiving is the closest thing to deletion offered in the interface.
  • Pushing participants to CRM copies their details at that moment; later changes to the participant do not flow across until you sync again.