Contacts

A contact is a person. Most contacts belong to a company, and every interaction you log is with a contact, so the contact is where the history of a relationship builds up.

What a Contact Holds

Field	What it means
Name	The person’s full name. Required
Company	The company the person belongs to. Optional
Email	Their email address
Phone	Their phone number
Role	Their job title or role
Source category	The channel through which the person first reached you
Source detail	Free text that adds to the source category
Source date	The date the person first reached you through that channel
Preferred channel	email, phone, whatsapp, video, in-person or other
Tags	A list of labels you choose
Notes	Free text

Adding a Contact

Tell Claude who the person is and where they work.

Add Aoife Brennan, studio manager at Harbour Design Studio,
aoife@harbourdesign.example. She found us through LinkedIn.

When you name a company, Claude looks for it in the CRM, ignoring capital letters. If the company is not there, the CRM creates it at status lead.

Where They Came From

The source fields record first touch, which is the channel that brought the person into your world. Set them when you add the contact, and the record can answer “where do our clients come from” later without anyone tagging people after the fact.

The source category takes one of these values.

Value	Value	Value
tiktok	linkedin	youtube
website	email-inbound	referral
event	podcast	cold-outbound
substack	other

Use the source detail for anything more specific, such as “video comment” or “referral from a past client”. When you set a category and give no source date, the CRM uses today’s date.

An engagement has its own source fields. The contact’s source records how the person first arrived, and the engagement’s source records what prompted a particular enquiry. See Engagements.

The Contact Profile

Ask Claude about a person, and it opens their profile.

Show me Aoife Brennan's record.

The profile shows the sections below.

Section	What it shows
Summary table	Email, phone, role, company, source, preferred channel, tags, notes and ID
Recent interactions	The 10 most recent interactions with this person
Open follow-ups	Every follow-up on their interactions that is still open, earliest first
Engagements	Each engagement where this person is the named contact

Finding Contacts

Ask Claude to find people by name, email, company name or anything in their notes. You can narrow the search by tag, by company, or by the status of their company.

Find everyone we know at Harbour Design Studio.
Which contacts at active companies are tagged "board"?

Each result shows the company, email and the date of the last interaction. A search returns up to 20 contacts unless you ask for more.

Changing a Contact

Tell Claude what changed. You can change any field, including the company a person belongs to.

Aoife Brennan has moved to Northfield Print as operations lead.

Interactions you logged before a move stay with the company the person worked for at the time.

Stale Contacts

The CRM can list contacts whose last interaction is older than their company’s contact cadence. A contact takes the cadence of their company, and a contact with no company uses the client default of 30 days. Only contacts at active companies, and contacts with no company, appear in the list. See Stale Clients and Contact Cadence.

Duplicate Contacts

Merging two companies moves their contacts across without combining them. If both companies held the same person, the kept company ends up with two rows for that person. PRIMA CRM 1.6.1 has no action that merges or deletes a contact, so ask Claude to update the row you keep with any details from the other.