A person record stores an individual contact you talk to during your sales process, with their emails, phones, company and deals. Every person you email, call or meet about potential work should have a record, so their history stays in one place.
In this guide you’ll learn how to:
- Add a person and fill in their details
- Link a person to a company
- Make a person the point of contact on an opportunity
- Edit a person’s name and links in each view
When should you create a person record?
Create a person record for any specific individual you are working with: decision makers at companies, solo freelancers, or anyone you are discussing potential work with.
How to add a person
You add a person as a new row on the People tab and fill in their details on their page.
- Click CRM in the sidebar.
- Click the People tab.
- Click Add New in the top bar, next to the All People title.
- Type the person’s full name in the new row (placeholder Enter name) and press Enter. The person is saved.
- Click their name to open their page and add their email and other details.
Note: the small checkbox beside the name (tooltip Create as opportunity) follows your opportunity automation setting. When it is ticked, a Create as Opportunity box opens after you save the person, with a suggested Opportunity name. Click Create to add the opportunity with this person as its point of contact, or Cancel to skip it. Ticking or clearing the checkbox also changes the automation setting for your whole business. See How to Set Up Opportunity Automation.
What fields does a person have?
Only the name is required. On the person’s page, click a value to add or change it.
| Field | What it holds |
|---|---|
| Address | The postal address. |
| Emails | One or more email addresses, for example work and personal. |
| Phones | One or more phone numbers, for example office and mobile. |
| Job Title | Their role, for example “Head of Marketing” or “CEO”. |
| Industry | The industry, from the list set in CRM customization. |
| Source | Where this contact came from, from the list set in CRM customization. |
| Social | Social media profile links. |
| Company | The organization they work for. Leave it empty for independents. |
| Opportunities | The deals this person is linked to. |
| Account Owner | The team member responsible for the relationship. |
| Tags | Labels for grouping contacts your own way. |
| Custom Fields | Any extra fields your business has defined. |
| Created By and Last Updated | Filled in by OneSuite. |
Use full names, for example “Jessica Moore” rather than “Jessica”. Full names make search reliable, and adding an email early means their emails can be matched to the right record.
How to link a person to a company
You link a person to a company from the Company section of their page.
- Open the person.
- Hover over the Company heading and click the pencil icon.
- Search for the company and select it. If it doesn’t exist yet, type its name and click Create and Connect.
A person links to one company at a time. If the person is the point of contact of their current company, OneSuite asks you to confirm in a Confirm Company Change dialog, because changing or disconnecting the company removes them as that company’s point of contact.
How to make a person the point of contact on an opportunity
A person is attached to an opportunity as its Point of Contact, and you set this from the opportunity.
- Open the opportunity.
- Hover over the Point of Contact heading and click the pencil icon.
- Select the person.
Note: on the opportunity’s page, this list shows only people linked to the opportunity’s company, and the pencil is disabled until a company is linked (tooltip Select a company first). On a Kanban card or in the table, every person is listed.
You can also start a new opportunity from the person: hover over their name in the People table, or open their page, and click the plus icon (tooltip Add Opportunity). The new opportunity has this person as its point of contact.
How do you edit a person in each view?
Editing works differently in the table and on the person’s page.
| What you want to change | People table | Person’s page |
|---|---|---|
| Name | Hover over the name and click the pencil icon (tooltip Edit name). Type and click Save. Clicking the name itself opens the person. | Click the name at the top and type, then press Enter. There is no pencil. |
| Company | Hover over the cell and click the pencil icon (tooltip Edit company). Clicking the company name opens the company instead. | Click the pencil icon beside the Company heading. Clicking the company name opens a quick view instead. |
| Point of contact on a deal | Change it on the opportunity. On a Kanban card, click the person’s name to pick someone else. | Change it on the opportunity. |
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FAQs
Can a person exist without a company?
Yes. Leave Company empty for freelancers, consultants and anyone you deal with directly.
Can one person belong to two companies?
No. Each person links to one company at a time. Change the company on their page if they move.
Why can’t I select a person as point of contact?
On the opportunity’s page, only people linked to the opportunity’s company are listed. Link the person to that company first, or connect the company if none is set.
How many email addresses can I store for one person?
Add every address the person actually uses. Emails holds more than one, so work and personal addresses both sit on the same record.
Can I just keep contacts in my email instead?
You can, but the CRM record is what carries the context. A person in OneSuite is linked to their company and their deals, and converts into a client without being retyped.
What to do next
Add their organization: Create and link the company they work for with Adding Companies.
Start a deal: Track the work you are discussing with Creating Opportunity.
Email them from OneSuite: Send and track conversations with your contacts using Send and Receive Email in OneSuite.