Adding and updating a contact

Add a person to People, check for an existing record, and keep their follow-up details accurate. You can update their stage, owner, associated company, tags, notes, and any custom details your site provides.

You need permission to view and edit People. The profile's Contact card displays captured email, phone, and account details; it is not an editor for those fields. If you need to correct a name, email, or phone number on an existing record, follow the correction steps below.

Check for an existing person first

1. Open People in your site's admin and search for the person's known email address or phone number. Use their name as an additional check.
2. Check the stage tab and other filters. Choose Active to include non-archived people, then check Archived separately.
3. Change the last-activity dropdown to Any time when looking for an older record. Clear an unwanted search, saved view, source, tag, or owner filter.
4. Open a likely match and compare its identifying details and history with the person you intend to add. If it is the same person, use that profile for updates instead of creating another.

A similar name or a shared device is not enough to establish that two records belong to the same person. For the meaning of each stage and possible identity matches, see Understanding visitors, leads, and customers.

Have at least one reliable identifying detail ready: an email address, a phone number, or the person's existing Tracking system ID. First and last names alone are not enough to save a person.

Use a phone number with its country code where appropriate. Leave unknown details blank rather than entering a placeholder address, someone else's phone, or a business's shared contact details as though they uniquely identify this person.

Add a person

1. From the People list, select Add person. If you are in Companies, return to a people tab first so you open the person form.
2. Enter First name and Last name when known. Check spelling and use the person's own name.
3. Enter their Email, Phone, or both. Check the complete address and number before saving; Cedros uses identifying details to find existing profiles.
4. Leave Tracking system ID blank unless you have the exact existing Cedros Login user ID for this person and intend to link that identity. It is not a place for an invented reference, a visitor ID, or a password.
5. Wait for Checking for existing records… to finish and review any Possible existing match or Duplicate check unavailable message using the next section.
6. Select Save person. Wait for Person saved. and inspect the profile that opens. Confirm the name and contact details before adding follow-up information.

For example, to record someone who called about a service, enter their name and the phone number they supplied. You do not need to invent an email address or create a login account for them.

Treat this form as unsaved until saving succeeds. Opening an existing match does not apply the details you typed to that profile. Keep any information you need before leaving the form.

Person saved. does not necessarily mean a new record was created. If an identifying detail matches a stored identity, Cedros can use the existing profile. Entering details that connect several records can also combine matching profiles, so stop and ask your administrator if the details appear to belong to different people.

Adding a person does not send them an invitation or email, create a login account, or subscribe them to marketing. Check the resulting stage as well; manual creation does not automatically classify someone as a Lead or Customer.

Handle possible matches before saving

Possible existing match shows records with similar identifying details or names. Compare the actual email, phone, and tracking ID rather than relying on the display name alone.

• It is the same person: select Open on their row and work with the existing profile. If the record is archived, review its history and change its stage only when it should return to active follow-up.
• It is clearly a different person: verify that you entered this person's own details. Select This is a different person — create anyway only after checking the match, then save.
• The match is uncertain: leave the form without saving and resolve the identity with your team or the person. Do not use the checkbox simply to dismiss an inconvenient warning.
• Duplicate check unavailable: search the People list yourself, including Archived and Any time. Saving may still be available, but the failed check does not mean no matching record exists.

The create anyway checkbox acknowledges a possible-match warning. It does not force Cedros to ignore an email, phone number, or account identity already linked to another profile. If two people share contact details, ask your administrator how to record them accurately before saving.

No suggestion is a guarantee that the person is new: incomplete details, alternate addresses, and different identities can still leave separate records. Check the saved profile and its history after every creation attempt.

Update follow-up information

Open the correct person's profile and review each change before selecting it. Stage, Owner, and Associated company save when you change the selection; there is no final Save button for the whole profile.

1. In Follow-up → Stage, choose the appropriate relationship: Visitor, Lead, Customer, or Archived. Wait for Stage updated. See People stages if you are unsure which to use.
2. In Follow-up → Owner, choose the teammate responsible for follow-up, or Unassigned to clear the assignment. Wait for Owner updated. This assigns responsibility; it does not change the person's site access.
3. In Company → Associated company, select the existing company record. Wait for Company updated. Choose No company to remove the association and check for Company removed. Linking a company does not merge the person's record into it.
4. Under Tags, choose an available tag from Add tag… and wait for Tag added. To remove a tag from this person, use the × beside that tag and wait for Tag removed. Check the saved chips after each change. See Organizing contacts with tags and filters to create a shared tag or find everyone carrying it.

Owner selection can show Identity needed when the profile has no name, email, or phone. A tracking ID alone does not provide enough contact detail for a new owner assignment. Resolve the missing details with your administrator instead of adding a made-up name.

If the company does not exist, return to Companies → Add company. A company needs its name and an email address or phone number. Check for matches, save it, then return to the person and select it under Associated company. Use the company's actual details; do not copy a person's unique email into a company record just to fill the field.

To record context, select Add note on the profile. Choose General note, Phone call, or Meeting, write the Note, and select Save note. Wait for Note saved. and confirm it appears under Notes. Include useful facts, the date of the conversation where relevant, and agreed next steps. Notes are part of the shared profile, so include only information your team needs. Use Viewing a customer's history to review earlier notes and related activity before following up.

Changing a stage, owner, company, or tag is separate from sending a message or granting account access. Review communication and subscription settings separately before outreach.

Add or edit custom details

The Custom details card appears when your site has custom contact fields configured. These may include information such as service interest, a preferred appointment date, or a relationship status specific to your business.

1. Open the person's profile and find Custom details.
2. Select Add details or Edit details to open Edit custom details.
3. Enter or change the relevant values. Use the choices supplied for selection fields. For a field showing several allowed options in a text box, separate multiple values with commas. Use Unknown or Not set when appropriate instead of guessing.
4. Select Save details and wait for Custom fields saved. If saving fails, read the error and keep the editor open while you correct it.
5. Reopen the details and confirm the values were saved. Some fields appear in the Contact summary; others appear in the Custom details card.

Cancel closes the editor and discards unsaved custom-detail changes. Empty fields stay out of the profile summary. Save details is unavailable when nothing has changed or your account cannot edit the profile.

If the card is missing, ask the administrator whether custom fields are configured for the site. Adding a custom field called “Email” does not change the person's primary contact email or sign-in address.

Correct a name, email, or phone number

The profile's Contact card shows captured details. Selecting an email address or phone number copies it; it does not open an editing form. There is no general Edit contact button in this profile view.

To correct an existing identity:

1. Open the intended profile and confirm the person using more than the detail you believe is wrong.
2. Record which detail needs correction and what the accurate value should be. Check relevant source records, such as the person's account or original inquiry, when available.
3. Ask your administrator or contact support to correct the affected profile and review any linked source. If the person's own sign-in details need changing, they should follow Updating your profile and sign-in methods on the relevant site.
4. Reopen the profile afterward and check the displayed value, associated history, and any affected communication workflow. A change in a source account does not by itself prove that every linked record has updated.

Do not re-enter someone through Add person merely to force an email or phone correction. A new identity can create a separate profile or connect records you did not intend to combine. A note can preserve the correction request for your team, but it does not change where emails are addressed.

Confirm the result and resolve problems

Before leaving, reopen the profile and confirm its identity, stage, owner, company, tags, custom details, and any note you added. If a stage change moved it out of the current list, look in the new stage and check the date filter.

• Add person or an update control is unavailable: confirm the correct site and People editing permission with your administrator. See Why can’t I see or edit a feature?.
• Save person stays disabled: enter at least one email, phone, or valid known tracking identity; names alone are insufficient. Wait for the duplicate check and review any possible match before acknowledging it.
• The form rejects an email or phone: correct the actual value rather than filling the field with placeholder text. Leave an unknown optional field blank if another reliable identity is available.
• The saved person looks like an existing contact: compare the identifying details. Saving can reuse a matching profile; do not immediately try to create another copy.
• Profile details couldn’t load: select Retry and read any continuing error. Missing history during a failed load does not mean the history was erased.
• A change reports an error: check the current saved value before retrying. For a note, look under Notes before submitting it again so you do not add it twice.
• The person was added by mistake: review Archived and the other stages. Do not permanently erase a record simply to fix its name, classification, or an uncertain match.

For unresolved issues, contact support with the profile reference, action attempted, expected result, approximate time, and exact error. Share only the contact details needed to identify the issue.