Adding & Editing Contacts
Create, update, and merge contacts — the full contact form explained field-by-field.
The contact form is the same whether you're creating a new member or editing an existing one. This page walks through every field and the validation rules that apply.
Add a contact
Open the contact form
From Contacts, click Add Contact. The form opens as a modal on desktop and a full-screen drawer on mobile.
Fill in the required fields
Name and at least one of email or phone are required. Everything else is optional and can be added later from the contact detail page.
Pick at least one club
A contact must belong to a club to receive releases. If you skip this, the contact is saved but excluded from every release until you assign one.
Save
Saving redirects to the contact's detail page where you can add tags, notes, payment methods, and shipping addresses.
The form, field by field
- First name / Last name
Required. Used in transactional emails and on the client portal.
Required if no phone. Must be unique within your organization — duplicate emails are blocked at save time. Used for portal magic-link sign-in.
- Phone
Required if no email. Stored in E.164 format. Used for SMS notifications if you've enabled them.
- Status
Defaults to ACTIVE for new contacts. See the overview for what each status means.
- Clubs
Multi-select. A contact can belong to several clubs — they'll receive each club's releases independently.
- Date of birth
Optional but powers age-verification on shipping (required by law in some states) and birthday-based task automations.
- Membership start date
Optional. Defaults to today. Used for anniversary task automations and membership tenure reporting.
- Shipping address
Optional at create time but required before a fulfillment can ship. The contact can also add or update their address from the portal.
- Tags
Optional. Apply any tags that already exist in your organization.
- Notes
Free text. "Prominent" notes (toggleable per note) appear in the meta panel on the contact detail page.
Editing an existing contact
There are three places to edit a contact:
The detail page (click a contact in the list) is the canonical place to edit. Most fields are click-to-edit — hover to reveal an edit affordance, click, change, save.
Profile image
Contact images upload via drag-and-drop or click-to-select on the detail page. Images are stored in object storage and served from a CDN.
Max size 5 MB. Supported formats: JPG, PNG, WebP, GIF. Images are auto-cropped to a square thumbnail.
Cancelling a contact
Setting status to CANCELLED triggers the cancellation flow:
Pick a cancellation reason
A modal asks for the reason. Reasons are predefined (price, quality, moving, financial, etc.) so they aggregate cleanly in Reports & Analytics.
Optional follow-up note
Capture context that doesn't fit the dropdown — useful if you might re-engage them later.
Confirm
The contact is excluded from all future releases. Past payments and fulfillments stay accessible on their detail page.
To re-activate later, change status back to ACTIVE. The contact resumes
receiving releases starting with the next one in their club.
Merging duplicates
If you find two records for the same person:
Open the survivor's detail page
The survivor is the contact whose ID and history you want to keep.
Use the merge action
From the contact actions menu, choose Merge contact. Search for the duplicate by name or email.
Review the merge preview
The preview shows which fields will be kept (survivor's) and which records will be moved over (memberships, payments, fulfillments, tags).
Confirm
The duplicate is deleted and its records reassigned. This cannot be undone — the activity log records the merge for traceability.