Contacts

Overview

Contacts are the core records in Groundhogg. A contact represents a person who interacts with your business—such as a subscriber, customer, lead, donor, or member—and stores the information and activity associated with that individual.

Each contact record acts as a centralized profile that contains important details like name, email address, phone numbers, tags, custom fields, and marketing preferences. Groundhogg also tracks engagement and interaction history for every contact, including emails sent and opened, links clicked, forms submitted, pages visited, and automation activity.

Contacts power many of Groundhogg’s core features, including email broadcasts, automation funnels, segmentation, and CRM workflows. By organizing and tracking your contacts, you can personalize communication, automate marketing and sales processes, and better understand how people engage with your website and campaigns.

The Contacts interface consists of two primary areas: the Contact Table, where you can search, filter, and manage your entire contact list, and the Contact Record, which provides a detailed view of an individual contact’s information, activity timeline, notes, tasks, and related data.

Contact Table

The Contact Table displays all contacts in your CRM and allows you to quickly search, filter, and manage your contact database.

You can access the contact table by navigating to: Groundhogg → Contacts

This screen provides an overview of your contacts and includes tools for managing large contact lists efficiently.

[ Insert screenshot of the contact table here. ]

The contact table includes several important features:

• Columns and Sorting
• Searching Contacts
• Filters
• Bulk Actions
• More Actions
• Screen Options
• Contact Actions

These tools allow you to manage and segment your contacts without opening individual contact records.

Contact Status Filters

At the top of the Contacts page you will see a set of links that allow you to quickly filter contacts by their opt-in status.

[Insert screenshot of the status filters]

Each status includes a number indicating how many contacts currently match that status.

These links provide a quick way to segment contacts based on their subscription state.

Contact Status Types

• All – Displays every contact in the CRM regardless of status.
• Unconfirmed – Contacts who have not yet confirmed their email subscription. This commonly occurs when using double opt-in.
• Confirmed – Contacts who have confirmed their subscription and can receive marketing emails.
• Unsubscribed – Contacts who have opted out of receiving marketing emails.

Clicking any of these links filters the contact list to show only contacts with that status.

Adding Contacts

You can add new contacts to Groundhogg either manually or by importing them in bulk.

Both options are available from the top right corner of the Contacts page.

Add New Contact

Click Add New to manually create a new contact record.

This opens the contact editor where you can enter information such as:

• name
• email address
• phone number
• contact owner
• tags
• custom fields

Manually adding contacts is useful when:

• entering leads collected offline
• adding customers from phone calls or meetings
• creating contacts for testing or demonstrations

Import Contacts

Click Import to upload contacts in bulk.

Groundhogg allows you to import contacts using a CSV file, which can be exported from another CRM, email marketing system, or spreadsheet.

During the import process you can:

• map CSV columns to Groundhogg contact fields
• apply tags to imported contacts
• assign contact owners
• start automations for imported contacts

Importing is useful when migrating contacts from another system or adding a large list of contacts at once.

For a complete walkthrough, see Importing Contacts.

Columns and Sorting

The Contacts table displays important information about each contact in your CRM using columns. These columns allow you to quickly view details and organize your contacts.

Default columns include:

• Email
• Status
• First Name
• Last Name
• Username
• Owner
• Phone
• Date Created
• Tags

You can sort the contact list by clicking on any column heading. For example, clicking Date Created will sort contacts from newest to oldest, while clicking it again will reverse the order.

Sorting allows you to quickly find:

• Recently added contacts
• Contacts assigned to a specific owner
• Contacts with specific tags

Columns can also be customized using Screen Options, allowing you to show or hide certain fields depending on how you manage your contacts.

Searching Contacts

The search field in the right corner allows you to quickly locate specific contacts.

You can search using:

• email address
• first name
• last name

Simply enter your search term and click Search, and the contact list will update to display matching contacts. For more advanced segmentation, use Filters.

Filters

Filters allow you to segment your contacts based on specific conditions.

Click Filter Contacts to open the filtering interface. From here, you can build conditions that match the contacts you want to view.

Filters can be created using many types of data, including:

• tags
• contact status
• custom fields
• email engagement
• funnel activity
• page visits
• activity history

Filters are extremely powerful and allow you to create dynamic segments of your audience.

You can also save filters so they can be reused later.

For more advanced segmentation examples, see the Contact Filters guide.

Bulk Actions

Bulk Actions allow you to perform an operation on multiple contacts at once.

To use bulk actions:

1. Select contacts using the checkbox next to each contact.
2. Choose an action from the Bulk Actions dropdown.
3. Click Apply.

Bulk actions include:

• Edit
• Export
• Delete
• Spam
• Re-subscribe

Bulk actions are useful when managing large contact lists, such as editing a group of contacts.

More Actions

The More Actions menu provides additional tools for managing selected contacts.

The available options may vary depending on installed extensions and integrations.

Actions included:

• Edit X contacts
• Export X contacts
• Send a broadcast to X contacts
• Add X contacts to a flow
• Delete X contacts

This menu allows you to extend contact management capabilities beyond the standard bulk actions.

Screen Options

The Screen Options menu allows you to customize how the contact table appears.

You can access Screen Options from the top right of the Contacts page.

From here you can:

• show or hide table columns
• adjust the number of contacts displayed per page

Customizing Screen Options helps tailor the interface to your workflow, especially when managing large contact lists.

Contact Actions

When you hover over a contact in the table, several quick actions appear.

These actions allow you to manage a contact without opening the full contact record.

Available actions include:

• Quick Edit – Allows you to quickly update basic information such as name, email, and contact status.
• Edit – Opens the full contact record where you can view and edit all contact information.
• Spam – Marks the contact as spam and prevents further communication.
• Delete – Permanently removes the contact from your CRM.

These quick actions make it easy to perform common tasks directly from the contacts table.

Contact Record

The Contact Record provides a detailed view of an individual contact and displays all information, activity, and interactions associated with that individual.

You can open a contact record by clicking a contact’s email address or edit in the Contact Table.

The contact record is organized into three main columns, each containing different types of information and tools.
This layout allows you to quickly view contact details, track activity, and manage CRM interactions in one place.

Contact Profile

At the top of the left column is the Contact Profile card.

This card displays the contact’s basic identity and provides quick actions for interacting with the contact.

The profile card includes:

• Profile picture or avatar
• Contact name
• Email address
• Website
• Primary Phone
• Mobile/Cell Phone
• Location
• Contact status (Confirmed, Unconfirmed, etc.)
• Local time(Hover over the date, it will also show Date/Time)
• Subscription date(Hover over the date, it will also show Date/Time)
• Birthdate

*Additional info can be displayed depending on what extensions are added.

To the right of the profile picture is a quick actions menu containing:

• Send Envelope Icon – Send an email directly to the contact
• Mobile Phone Icon – Initiate a phone call using the stored mobile number
• Flow Icon – Add the contact to an automation flow
• Form Icon – Trigger internal processes or record data
• Kebab icon – Opens the options to merge or delete a contact

These tools allow you to quickly manage and interact with contacts without navigating away from the record.

Tags

The Tags card displays all tags currently assigned to the contact.

Tags are used throughout Groundhogg to segment contacts, trigger automations, and organize your CRM.

From this section, you can:

• add new tags
• remove existing tags
• quickly view how the contact is categorized

Tags are one of the primary ways contacts are segmented inside Groundhogg.

Contact Information

Below the profile and tags is the contact information panel, which contains editable fields that store information about the contact.

This area uses tabbed sections to organize different types of data.

General

Contact Information

• First Name
• Last Name
• Email Address
• Opt-in Status
• Primary Phone & Ext.
• Mobile Phone
• Contact Owner
• Birthday

Location

• Line 1
• Line 2
• City
• Postal/Zip Code
• State
• Country
• IP Address
• Time Zone
• Locale

Source

• Signup Page
• Lead Source

Compliance

• Agreed To Terms
• Data Processing Consent
• Marketing Consent

These fields are used throughout Groundhogg for personalization and segmentation.

More

The More tab contains additional contact data:

• Additional contact methods
• Metadata associated with the contact

This section allows advanced users and integrations to store additional information about contacts.

Custom Tabs

Create custom tabs that contain custom fields.

Examples might include:

• Social Media information
• Feedback or survey responses
• Custom CRM fields specific to your business

Custom tabs allow Groundhogg to be extended and adapted to many different workflows.

Activity

The Activity tab in the center column displays a chronological timeline of everything the contact has done.

This includes interactions across your website, emails, and automations.

Examples of tracked activity include:

• emails sent and opened
• links clicked
• forms submitted
• pages visited
• flow steps completed
• automation events

This timeline provides a complete history of engagement with the contact.

You can also filter the activity feed to display specific types of events.

Notes

The Notes tab allows you to record internal notes about a contact. Notes are useful for documenting conversations, tracking important events, or storing additional context about a relationship with a contact.

Notes are internal only and are never visible to the contact. They help your team maintain a clear history of interactions and important details.

To add a note:

1. Open a contact record.
2. Click the Notes tab in the center column.
3. Enter your note and save it.

Notes are displayed in chronological order so you can easily review past interactions and updates.

Groundhogg also supports note templates, which allow you to quickly insert pre-written notes when recording common types of information, such as call summaries, meeting notes, or support interactions.

For a complete guide to creating and managing notes, see the Notes documentation.

Tasks

The Tasks tab allows you to create and manage tasks related to a specific contact. Tasks are commonly used to track follow-ups, schedule calls, assign work to team members, or manage sales and support activities.

Tasks appear in the center column of the Contact Record and allow your team to organize actions that need to be completed for that contact.

To create a task:

1. Open a contact record.
2. Click the Tasks tab.
3. Create a new task and assign it to a user if needed.

Tasks can include details such as a description, due date, and assigned user. This makes it easy to manage follow-ups and ensure important actions are not missed.

Groundhogg also supports task templates, which allow you to quickly create commonly used tasks such as follow-up calls, onboarding steps, or sales activities.

For a complete guide to creating and managing tasks, see the Tasks documentation.

Files

The Files tab allows you to upload and store files associated with a contact. This makes it easy to keep documents, attachments, or other files related to a contact in one place.

Examples of files that may be stored include:

• contracts
• signed agreements
• invoices
• screenshots
• documents
• supporting materials

Files are stored per contact, meaning each contact can have their own set of uploaded files.

Uploading Files

To upload a file:

1. Open the contact record.
2. Click the Files tab.
3. Click Upload Files.
4. Select a file from your computer.

Once uploaded, the file will appear in the list of files for that contact.

You can use the search field to quickly locate a file if multiple files have been uploaded.

Supported File Types

Groundhogg allows you to upload the most common file types supported by WordPress.

Examples include:

• PDF documents
• images (JPG, PNG, GIF)
• text files
• spreadsheets
• documents (DOCX, XLSX, etc.)

The exact file types allowed may depend on your WordPress configuration and server settings.

Managing Files

Each uploaded file includes options to:

Download
Download the file to your computer.

Delete
Permanently remove the file from the contact record.

Using Files in Emails

Files uploaded to a contact can be referenced using the Files replacement code.

{files}

When used in an email or automation, this replacement code outputs a list of files associated with the contact.

This can be useful for sending contacts links to documents or attachments that have been uploaded to their profile.

Contact Insights

The right column of the Contact Record displays additional information about the contact, including system data, website activity, and relationships with other contacts.

This column is designed to give you deeper insights into the contact while keeping important information easily accessible.

The cards displayed in this column may vary depending on the extensions and integrations installed on your site. Some cards can also be expanded, collapsed, or reordered.

By default, the contact record typically includes the following cards:

• WordPress User
• Page Visits
• Relationships

Additional cards may appear if integrations such as eCommerce, memberships, or other plugins are connected to Groundhogg.

Managing Contact Insight Cards

The cards in the Contact Insights column can be customized to match your workflow.

At the top of the column you will see several controls:

• Expand All – Expands all cards so their contents are visible.
• Collapse All – Collapses all cards to reduce visual clutter.
• Cards – Allows you to toggle specific cards on or off.

These controls allow you to quickly adjust how much information is visible while working with a contact.

Individual Card Controls

Each card in the Contact Insights column can also be managed individually.

You can:

• Expand or collapse a card using the arrow icon in the card header.
• Reorder cards by dragging them to a different position.
• Show or hide cards using the Cards visibility menu.

This flexibility allows you to prioritize the information that is most important to your workflow.

For example, you might choose to keep Page Visits expanded while collapsing cards you use less frequently.

WordPress User

The WordPress User card displays information about the WordPress user account associated with the contact.

If the contact does not yet have a WordPress account, you will see the option to Create User Account.

When a contact is linked to a WordPress user, Groundhogg can sync information such as:

• email address
• user role
• login activity
• account information

This integration allows Groundhogg to work seamlessly with membership sites, learning platforms, and other plugins that rely on WordPress user accounts.

Page Visits

The Page Visits card displays pages the contact has visited on your website.

This information is collected through Groundhogg’s tracking system and helps you understand how contacts interact with your content.

Page visit tracking can help you:

• identify highly engaged contacts
• understand what content interests a contact
• trigger automations based on website behavior

For example, you can start an automation when a contact visits a specific page on your site.

If no visits have been tracked yet, this card will display a message indicating that no activity has been recorded.

Relationships

The Relationships card allows you to connect contacts to other contacts in your CRM.

Relationships can be defined as:

• Parent
• Child

This feature is useful for representing real-world connections between contacts, such as:

• family members
• team members
• managers and employees
• business relationships

When relationships are created, they appear in both contact records, making it easy to visualize how contacts are connected.

A single contact can have multiple parent or child relationships.

Extension Cards

Additional cards may appear in this column depending on the extensions and integrations installed on your site.

Examples might include:

• WooCommerce customer data
• membership information
• company records
• booking information
• sales pipeline details