Contacts & Deals - CRM | TotalApp Docs

Overview

The Contacts & Deals screen is the day-to-day home for your CRM activity. A searchable contact list sits alongside a Kanban deal pipeline — switch between views using the view mode toggle in the filter bar. Every contact can have multiple linked deals, and every deal has a stage, value, probability score, and owner.

Contact Fields

Each contact record holds the following fields:

Name (required) — the contact's full name. This is the primary display field in the list.
Company — the organisation the contact works for.
Role — job title or function (e.g. VP of Engineering, Procurement Manager).
Email — primary contact email. Clicking it opens your default mail client.
Phone — primary phone number.
Source — how this contact was acquired: LinkedIn, Website, Referral, or Cold outreach.
Tags — free-form labels for grouping (e.g. "enterprise", "re-engagement", "Q3 target").
Notes — free-text field for background context, conversation notes, or next steps.

Creating a Contact

Click Add Contact in the top-right toolbar. Only the Name field is required. All other fields can be filled in later as you gather more information. The Save button stays disabled until the Name field contains at least one non-whitespace character.

Add a Note at Creation Time

The Notes field is especially useful when creating a contact immediately after a first meeting or LinkedIn connection. Write down the context so you have it next time you open the record.

Deals

Deals are linked to contacts and represent a sales opportunity. Each deal has:

Deal name — a short label for the opportunity (e.g. "TotalApp Enterprise — Acme Corp").
Value — estimated deal value in your local currency.
Stage — current position in the sales pipeline (see Deal Pipeline below).
Probability — percentage likelihood of closing. Used for weighted revenue forecasting.
Expected close date — target date for deal closure.
Owner — team member responsible for the deal.

Deal Pipeline

The Kanban view organises all deals into six pipeline stages:

Lead Captured → Qualified → Proposal Sent → Negotiation → Won / Lost

Drag a deal card from one column to another to update its stage automatically. Won and Lost are terminal stages — deals moved there are excluded from the active pipeline value in the Sales Pipeline screen.

Pipelines

The Sales Pipeline screen supports multiple named pipelines. Each pipeline has its own set of stages, colour accents, and deal list. Create a new pipeline from the + button in the pipeline tab bar. You can run up to 10 simultaneous pipelines — for example one for New Business, one for Renewals, and one for Partnership deals.

Multiple Pipelines Tip

If your team sells different product lines with different sales cycles, create a separate pipeline for each. Stage names and conversion metrics are tracked independently.

Activity Log

Every interaction with a contact can be logged as an activity. Open a contact record and scroll to the Activity Log section. Add notes, calls, emails, or meetings. Each entry is timestamped and displayed in chronological order. The most recent activity is shown in the contact list for quick context without opening the full record.

View Modes

Use the LayoutList / LayoutGrid toggle in the filter bar to switch between views.

List view — compact rows with deal count and last activity date for each contact.
Board view — Kanban columns per pipeline stage, deal cards showing name, company, value, and owner.

Both views respect the active search and filter selections.

Search & Filter

The filter bar above the contact list provides several ways to narrow your view:

Search input — searches across name, company, email, and tags simultaneously.
Stage filter — show only contacts with deals in a specific pipeline stage.
Source filter — filter by acquisition source (LinkedIn, Website, Referral, Cold).
Owner filter — show only contacts assigned to a specific team member.

Filters combine additively — selecting "LinkedIn" source and "Negotiation" stage shows contacts who were acquired via LinkedIn AND have deals currently in negotiation.

Frequently Asked Questions

Can a single contact have more than one deal?

Yes. A contact record can be linked to multiple deals at the same time, each with its own stage, value, probability, and owner. This is common for accounts that are evaluating more than one product line or renewing an existing deal while a new opportunity is also in progress. All linked deals appear in the contact's record, and the most recent activity across any of them is reflected in the contact list.

What happens to a deal when I move it to Won or Lost?

Won and Lost are terminal pipeline stages. Once a deal card is dragged into either column, it is excluded from the active pipeline value shown on the Sales Pipeline screen, so your open-pipeline totals and forecasts only reflect deals still in progress. The deal itself is not deleted — it remains on the contact's record and in the Kanban board for historical reference and reporting.

Can I run separate pipelines for different product lines or deal types?

Yes. The Sales Pipeline screen supports up to 10 simultaneous named pipelines, each with its own stages, colour accents, and deal list. Use the + button in the pipeline tab bar to create one — for example separate pipelines for New Business, Renewals, and Partnership deals. Stage names and conversion metrics are tracked independently per pipeline.

Do search and filter apply to both List and Board views?

Yes. The search input and the Stage, Source, and Owner filters apply consistently whether you're in List view or Board (Kanban) view. Filters combine additively, so selecting a source and a stage together narrows the results to contacts matching both conditions at once. Switching view modes with the LayoutList / LayoutGrid toggle never resets your active search or filter selections.