Learn Mokapen

Contacts Guide

The Contacts area is the directory of people you work with: customers, prospects, partners, suppliers, leads from forms or campaigns. Each contact brings together identity (name, email, phone), role, company affiliation, relationship history, and operational links to deals, tickets, tasks, and projects. It is the starting point of relational CRM: without structured contacts, sales and support lose context.

Access it from the Contacts list in the menu. From the Companies button you switch to the company directory (Companies guide).

Role in CRM and processes

A contact in Mokapen is not a row in an Excel spreadsheet: it is a living record linked to the rest of the system.

• Sales: contact linked to deals, quotes, follow-up tasks; labels for segmentation (Warm, Enterprise…).
• Support: contact on tickets, emails synced in the Email tab, onboarding checklists.
• Marketing: Marketing tab (lists, consents), lead origin (Source field), sync integrations.
• Operations: bidirectional Connections to tasks, projects, appointments; SMS/WhatsApp from the panel bar (if enabled).

Practical rule: every significant interaction (call, sales email, ticket) should be traceable to a contact (or created as a contact on the fly) with at least an email or phone and, when possible, an associated company.

Contacts list page

The main page is a DataTables table with configurable columns (first name, last name, email, company, labels, privacy…). Top bar:

• Companies: switch to the company list.
• Filters (Large plan): advanced filter modal on standard fields, custom fields, and connections.
• Actions: import/export (org permissions), duplicate management, edit columns, archive, trash.
• + Contact: opens quick-create modal.

Clicking the name opens the side panel. With the Small plan you can open the page contact full screen (expand icon).

Selecting one or more rows with the checkboxes on the left shows the bulk actions bar above the table: New email (if integration active), Edit, Clone, Archive, Delete, Export (org owner). Same operational pattern as tasks in List view.

Contact panel

The panel (modal or full page) is organized like other Mokapen entities.

Header: photo or initials, first and last name (inline editable), greeting, Archived badge if applicable. If the contact is in trash, a red banner appears with Restore and Delete permanently buttons (Medium plan).

Action bar (icon by icon):

• Privacy (lock): public or private (owner and stakeholders only).
• Labels, Title color, Attachments, Sticky notes (Small plan).
• Copy link, Full page (Small plan).
• + Create and connect (green button): instantly create task, ticket, deal, appointment… already linked to the contact.

Options menu (three dots)

Open the contact panel → vertical three dots icon top right:

• Clone: duplicate the contact; in the modal choose what to copy (checklist, attachments, connections, comments). Useful for «template contact» or repeatable onboarding.
• Archive / Restore (Medium plan): move to archive or return to operational views.
• Edit panel (admin): opens the contact field layout designer in a new window.
• Delete / Restore (red item): soft delete to trash, or restore if already deleted; with Medium plan also permanent deletion from trash.

Panel tabs

• Data: profile, company, email, phone, custom fields — see Data tab.
• Checklist, Connections, Email, Marketing, Privacy, Sync: see Related sections.
• Updates — profile change history, comments, form and marketing messages (contacts/companies).

Data tab — profile fields

In the Data tab you find operational fields (inline editable with pencil icon):

• Type and Job role.
• Company (company_id): affiliated company — searchable selector; you can create a company on the fly if it does not exist.
• Stakeholders: other users/teams with visibility.
• Source: where the lead comes from.
• Description (rich text, @ mentions).
• Sales fields (if Sales module active).
• Email (multiple addresses), Phone, Address, Language, Birthday, Website, Social.

With custom fields (Medium plan) the Data tab follows visibility/required rules defined in settings. Attachments and comments complete the panel at the bottom of the tab.

Contact and company

The Company field in the Data tab indicates the contact's reference company (e.g. «John Smith» → «Acme Ltd»). It does not replace Connections: you can link the same contact to deals, other contacts, or tickets independently of the primary company.

B2B best practice: create the company first (VAT number, headquarters address) then contacts with distinct roles (decision maker, administration, technical). For B2C customers the company field can remain empty.

Tabs and related sections

• Checklist — Checklist guide: customer onboarding, document collection.
• Connections — Connections guide: linked deals, tasks, tickets, projects.
• Orders / Fidelity (Sales): order history and loyalty points.
• Email: synced conversations (Gmail/Outlook integrations).
• Privacy: GDPR consents, processing history.
• Marketing: list subscriptions, campaigns.
• Billing (Sales): billing data linked to the contact.
• Sync: sync status with Google Contacts, Outlook, other apps.
• Portal (Large plan): customer portal access.
• Updates — profile change history, comments, form and marketing messages (contacts/companies).

Creating a contact

1. Contacts list → + Contact (or Create and connect from another panel).
2. Fill in at least name or email (duplicate validation on email if active).
3. Associate company, labels, and owner if already known.
4. Save: the contact appears in the list and can be linked immediately to deals/tickets.

From CSV import (Actions → Import) you load thousands of rows mapping columns; from landing forms/webhooks contacts can be created automatically with source populated.

Editing a contact

Single edit (panel)

1. Open the contact panel (click the name in the list).
2. Edit inline: title/name in header, or fields in the Data tab (click value → pencil icon → edit).
3. Use the action bar for labels, color, privacy, attachments, sticky notes.
4. Save: automatic field by field in the side panel, or Save button in page contact.

Bulk edit (list)

1. In the Contacts list, select contacts with the checkboxes on the left.
2. Click Edit in the actions bar above the table.
3. In the modal, add fields to update (owner, labels, type, company, allowed custom fields…) and set values.
4. Confirm: values apply to all selected contacts.

Changes to the Privacy or Marketing tab may require specific permissions. Admin: Options → Edit panel opens the field designer (visibility, order) in a new window.

Deleting a contact

Delete contacts created by mistake or test duplicates. Prefer Archive if the contact has linked email history, deals, or tickets and you do not want to lose trace of them in the CRM.

Single deletion

1. Open the contact panel.
2. Options menu (three dots) → Delete (red item).
3. Confirm in the modal.

With the Large plan the contact goes to trash (Contacts list → Actions → Contact trash). From there you can Restore or Delete permanently. If you open a contact already in trash, a banner appears with Restore / Delete permanently buttons.

On the Free plan (without Large plan) deletion is generally permanent immediately after confirmation, with no trash — check your organization's permissions.

Multiple deletion

1. In the Contacts list, select contacts with the checkboxes.
2. Click Delete (red button above the table).
3. Confirm.

Archiving a contact

Archive is the right choice for contacts no longer active (lost customers, former employees, unqualified leads) that you want to keep in history with connections and emails intact, without cluttering the operational list.

Archive a single contact

1. Open the panel → Options → Archive (Medium plan).
2. Confirm in the modal. The Archived badge appears in the header.

Archive multiple contacts / view archive

• Multiple: Contacts list → select with checkboxes → Archive in the actions bar.
• View: Contacts list → Actions → Contact archive (Medium plan).
• Restore: from archive select and click Restore, or Options → Restore from archive on the single panel.

Archived contacts do not appear in standard operational views but remain reachable from archive, connections, and historical reports.

Contact Reports

The Contact Reports section (Large plan) summarizes contacts you have access to based on role and organization permissions: you see only authorized records and fields. Use it for analysis by type, owner, source, and export — to add or correct individual records use the Contacts list.

• Dashboard: charts by type, status, role, labels, owner, source, geographic map.
• Report list: filterable analytical table with CSV/Excel export — basis for profile review and marketing segmentation.

Combine reports with list filters and labels to align contacts and linked opportunities by owner or campaign.

Cloning a contact

Cloning duplicates an existing contact as a base for a new record — ideal for «template contact» (e.g. standard onboarding, recurring partner profile).

Single clone

1. Open the panel → Options → Clone.
2. In the modal select what to copy: Checklist, Attachments, Connections, Comments (independent checkboxes).
3. Confirm: the new contact panel opens; edit name/email before using it operationally.

Multiple clone

1. Contacts list → select contacts → Clone in the actions bar.
2. Choose the same copy options in the modal and confirm.

Filters, columns, and segmentation

Advanced filters (Small plan): conditions on labels, type, company, custom fields, connections (Linked deal, Linked ticket…), last update dates. Save combinations via URL or team views.

Edit columns (Actions, org members): choose which columns to show in the table and order — essential for teams using custom fields (e.g. «Industry», «Revenue»).

Combine filters with Labels for operational segments: «Enterprise contacts with Hot label without open deal».

Duplicates

(Medium plan) Actions → Manage duplicates: Mokapen suggests groups of similar contacts (same email, first+last name, phone). You can merge records (choosing master and fields to keep) or ignore non-problematic pairs. Ignored page for later review.

On creation, check_duplicate_ajax warns if email already exists — avoids multiplying the same lead.

Import, export, and integrations

• CSV import (org members): map columns → Mokapen fields, preview, batch import.
• Export (org owner): CSV/Excel of filtered or selected contacts.
• Google Contacts / Outlook: bidirectional sync or import from folders (Account integrations).
• Data enrichment (Hunter etc.): contact discovery by company domain, selective import.

Contact Settings

From Contact Settings (admin/authorized members):

• Fields: list of standard and custom fields, Medium plan rules.
• Panel layout (fields_view): which fields to show in modal/page and in what order.
• Table columns (columns_view): default list columns for the entire org.

Align settings with the sales process before bulk imports (required fields, source, contact type).

Recommended processes

• Lead intake: form → contact + source + campaign label → qualification task within 24h → connection to deal if qualified.
• Onboarding: checklist on contact (KYC, contract) + connections to delivery project.
• Support: ticket always linked to contact; email in Email tab for conversation history.
• Monthly cleanup: duplicates, archive inactive contacts > 12 months, «no email» filter.
• Sales alignment: same label on contact and linked deal; contact reports by owner.

For the company directory and the company's Contacts tab see the Companies guide.