In this article, we'll walk through the Contacts Page, show you how to look for contact information, and answer frequently asked questions.
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Navigating to Contacts
The contacts page is found in your workspace navigation.
Adding Contacts in Hatch
Adding Contacts with a CSV File
The easiest way to get started is to import contacts through a CSV. This can be exported from your CRM, or wherever you keep customer information.
A basic CSV should contain the following information fields:
- First Name
- Last Name
- Phone Number
- Status - such as “Sold” “No-Show” “Demo-Set” etc
- Created or Updated Date
If you CSV contains more fields, we will enter those as well as contact details for easy reference. Use our Template to get started
Adding Contacts through a CRM
For the long term, you will probably want to set up an integration with your CRM. We offer several integrations with our partners. See our full list of our integrations here, and contact our team to set one up!
Looking at Contact Information
On the Contacts Page, contacts will show the first and last name of the contact as well as the most recent Status and Created Date.
If you open a contact card, you can find all the information that was pulled in through the import in the Contact Details.
This can include fields like Address, Sales Representative, or Quote Amount. Whatever we can pull through the import or integration is what shows here.
Contacts are made up of multiple opportunities. This varies depending on how you manage your contacts.
If you have multiple opportunities, we will show the most recent opportunity.
You can see this contact has two opportunities. One created in January, and another created or updated in July.
If you always update the same opportunity or lead with new information, we will take the most recent information and show that.
Searching and Filtering for Contacts
The true power of Hatch is being able to segment your customers to make sure to provide them with the right messaging at the right time. You can accomplish this by filtering your contacts before you put them in campaign.
Our simple search feature allows you to search for
- Most Recent Status
- Most Recent Created Date
- First Name
- Last Name
- Phone Number
Our simple filtering allows you to filter down by
- New - Contacts that have never been through campaign
- Replied - Contacts that went through a campaign and responded
- No Reply - Contacts that went through a campaign and did not respond
- Mobile - Contacts that have verified cell numbers that can receive text messages
- Landline - Contacts that have landline numbers and unable to receive text messages
Saved Searches and Advanced Searching
Our team uses Advanced Searching and Saved Searches to create even more specific audiences. For example, if we want to pull a list of contacts that “was sold in the last three months and had the sales rep of Andrew” we can pull that information. Just contact our team to get started with custom audiences!
Launching Contacts into Campaign
Once you have picked which contacts should go into campaign, use the campaign dropdown to pick a campaign and launch those contacts!
Here’s a quick breakdown of the whole process:
- Import Contacts or use the sync tool to make sure contacts have most up to date information.
- Use Simple Search or a Saved Search to generate a filtered list of contacts.
- Select your contacts by clicking on them individually, or hitting select all.
- Pick your campaign using the dropdown.
- Click Preview and Launch. Here, you will be able to see exactly when messages will go out and what they will say before hitting Launch.
Can different workspaces share contacts?
Yes, in a normal Hatch account setup, you may have several workspaces that share contacts. This allows contacts to move freely from one board to another.
If you have a CRM integration setup, this will allow campaigns on different workspaces to talk to one another. This way, a contact won’t be automated more than one at same time.
How do I know if I have a CRM integration set up?
All CRM integrations will show a Sync Btn and status on the contacts page. Also, every contact shows where it came from with the contact detail of “Source” which will indicate which lead source it came from, or if it was imported.
Here is an example of a sync being run from the Contacts Page.
How often is the CRM synced?
We sync Hatch with your CRM every night. However, at any time, you can use the Sync Button to make sure you are up to date before launching contacts into the campaign.
Why does my saved search save as a long line of text?
Saved Searches are converted to an advanced search query at this time. Adjusting the search after it has been saved could cause issues with the search showing correct results. Please contact our team if you have any questions about Saved Searches or Advanced Search.
Do I need to put leads from my Instant Lead Engagement sources into a campaign?
No, our instant lead integrations will automatically put people into campaigns once they enter our system based on queries you specify.
I don’t think I’m ready to launch my own campaigns.
That’s ok! That’s why you have our team to support you. We are always available to review strategies and create schedules for when you want campaigns to be launched, and who should go into those campaigns. Learn more about our campaign strategies here.