Manage your contacts

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Find someone

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Add a contact

1

Click New contact

Click New contact at the top right. The Create contact window opens.

2

Fill in what you know

Add their name and a phone or email, for example Maya Chen and (937) 555-0101. For the phone, use 10 digits, or + and the country code. Click Create. Their record opens.

Leave Tags empty here. A tag typed in this window stops the contact from saving with “tags: Expected array”. Add tags once the contact exists (see Lists and tags).

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Import contacts from a spreadsheet

1

Open the importer

Click the More actions button (three dots) next to New contact, then Import contacts.

2

Drop your file

Drop the file in the box, or click it to choose one. Sapt shows how many rows and columns it found.

3

Check the columns

Under Columns, every column already has a place to go. Change one only if it is wrong: pick another field, Create a new field, or Do not import.

4

Tag the file, if you like

You can type a tag under Tag everyone in this file, like referral. Check the contacts after the import: if the tag is missing, tick them and click Add tag.If the file has divider rows (a row with one word, like “Fleet customers”), Sapt offers to skip them. Leave that switch on.

5

Import

Click Import records.

• Columns named like a field you already have land in that field. So do common names such as Customer Name, Phone Number or Email Address.
• Rows with the same email become one contact. With no email, Sapt uses the phone, then the name.
• Import again later and a row with the same email (or phone) updates the contact from your earlier import instead of adding a second one.
• A value that does not fit its field, like “n/a” in an email column, is left blank. The rest of the row still comes in.

Name,Phone,Email
Maya Chen,(937) 555-0123,[email protected]
Luis Ortega,(937) 555-0188,[email protected]

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Lists and tags

• Make a list: click More actions, then Manage lists. Type a name and click Create. You can rename or delete lists there too.
• Add people to a list: tick them in the table and click Add to list.
• Tag people: tick them and click Add tag.
• On one person: open them and use Tags and Lists on the Overview tab, then click Save changes.
• Suggested tags (under More actions) sets the one-click tags your team sees in the inbox.

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Do things to many people at once

• Add to list and Add tag
• Assign, to give them to a teammate
• Call, when calling is set up for your shop
• Delete

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One person’s record

• On the web
• On your phone

Click a contact to open their record.

• At the top: their name, who has them, their phone and email, and Text, Email, Call and Follow up.
• Overview: Outcome (mark where the lead landed, like Qualified), Notes, Tags and Lists.
• Activity: their timeline. Texts and emails in and out, stage moves, forms and orders, newest first.
• Records: everything linked to them, like a website request or a vehicle.
• Automations: what is running for them.

Changes to notes, tags and lists wait until you click Save changes. The three-dot Contact options menu holds Edit details, Merge duplicate and Delete contact.

The phone app has no CRM tab. Each customer’s card opens from their conversation: open it in Inbox and tap their name at the top.

• Use the buttons beside their phone and email to call, text or email them. Tap the pencil to fix their name, phone or email.
• Where they are shows their steps. Tap one, like Paid, to mark it.
• Book and Job done sit under that, then their Records and Activity.
• Merge or delete is at the bottom.

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Keep going