Organize contacts, leads, and booked work

Before you start

• Decide whether the contact is an individual or a business.
• Check for an existing contact before creating another record for the same person.

Step-by-step

1. 01

   Create the right kind of contact

   Save an individual with their own name and contact information, or a business with its business details. Individuals within a business can have their own contact records so you can reach the actual person involved.

2. 02

   Create the project against the contact

   Choose the contact using the searchable selector, give the project a meaningful name, and select a workflow. Dates can be added at creation or edited later. Leave event titles empty if an extra label would not help.

3. 03

   Attach additional people

   In the project's Overview contact module, add the other people involved. For a wedding, keep each partner as a separate contact rather than putting two names into one person's record. Set the primary contact and change it when needed.

4. 04

   Use status and table headings

   Filter the Projects list by booking status to see Lead or Booked work. Click a column heading to sort by name, contact, project date, delivery date, workflow progress, or status. You can update booking status from the list.

5. 05

   Review a contact's projects or archive old work

   The contact's Projects tab shows only their connected projects. Archive a lost or finished project when it no longer belongs in the active list; its associated financial documents follow the archive state rather than being deleted.

Know which project tab to use

Overview brings the booking context and client materials together. Workflow is the editable checklist. Financials groups the money records. Portal is the sharing configuration, not another copy of the internal overview.

• Contacts stay near the top of Overview.
• Timeline, contracts, questionnaires, and documents or links are available in Overview.
• Switch to Workflow when you want to inspect the full checklist rather than just the next action.

Archive is not delete

Archiving removes a project from active work while keeping history available in the Archived view. It also archives related quotes and invoices. It should not leave that project's unfinished tasks in your active to-do list. Deletion is a more permanent action; review the confirmation and linked records before using it.

• Changing to Booked does not mean the invoice has been paid.
• Completed workflow progress is separate from booking status.
• Keep financial and signed-document history when you need an ongoing record.

See the pieces together

One wedding, two contacts

Alex and Morgan are separate people connected to the same booking.

1. 1
   Primary contact

   Alex Morgan receives the main project correspondence.

2. 2
   Additional contact

   Morgan Taylor keeps their own phone and email details.

3. 3
   Wedding project

   Both contacts share the booking context, contract, and planning materials.

4. 4
   Contact history

   Opening either contact makes their connected projects easy to find.

A primary contact is a project relationship, not a combined name field or a team permission.

How it connects to the rest of your workspace

The same booking context carries through these tools. Follow a guide to see the next part of the process.

Common questions