Contacts

Everything in the CRM eventually comes back to a person. Contacts (the sidebar’s second entry) is the full list — prospects, applicants, current students, mentors, alumni, people on the Kanuga conference mailing list, everyone.

The list

• A search box up top finds a person by name or email.
• The default view hides withdrawn, declined and dormant contacts so the list stays tight; a filter chip brings them back when you want to see them.
• Each row shows the person’s stages — one line per program they are on, separated by commas (an alumna of Dream Work who is also applying to Spiritual Direction reads “Alumni, Applicant”), a rolled- up Status (if any program row isn’t active, it shows here), their program interest, their source, when they were last active, and an engagement score.
• Columns are sortable, and the page size is 25, 50 or 100 at a time.

A person’s record

Click any row and you land on that person’s Person detail page. It has four parts.

1. The header. Name, email, phone, and the labyrinth-coloured engagement score. Buttons for Ping someone about this person, Invite to portal, and the usual notes-and-calls affordances.
2. The Programs section. One row per program the person is on, each with its own stage selector (Prospect → Alumni), its own status selector (Active, Deferred, On leave, Withdrawn, Declined, Not a fit, Dormant), and the date they entered. An Add to program button adds a new program row — this is how you move an “Undesignated” prospect into one of the two program funnels.
3. The Timeline. Every interaction with the person, newest first: stage changes, status changes, program adds, notes, calls, emails, form submissions, attendance, payments, submissions. The timeline is written by the database, not by the UI, so nothing is ever missed.
4. Side panels. Phone, address, notes, the person’s assigned owner, and a quick-add note at the bottom of the Timeline.

What makes this page unusual

• You cannot delete a person from here. By design: the Timeline is the office’s institutional memory. A person who shouldn’t be contacted should be marked Not a fit or Dormant on each of their program rows; they stop appearing in filtered lists but their history stays.
• Changing a stage or a status writes to the Timeline on its own. You don’t have to log it — the database writes a stage_change or status_change row the moment you release the selector. The Automations chapter explains the triggers that do this.
• Invite to portal is where a student becomes a student in the software sense. One click sends them the magic-link invitation; the button changes to Pending until they accept.

Next: Enrollment Funnels.