Use this article to open the Contacts page in Perchwell and read the Group, Last Shared, and Status columns. Find, add, organize, and message contacts, invite, group, or delete multiple contacts at once, review contact profiles, export your contact list, and find members of your MLS from the MLS tab.
Open the Contacts page
Click Contacts in the top navigation to open the Contacts page. The page has two tabs:
My Contacts: View and manage your clients and leads.
MLS: Find members of your MLS and view their contact information.
Invited clients do not see the MLS tab.
What the Group, Last Shared, and Status columns show
The Group, Last Shared, and Status columns on the My Contacts tab show key details about each contact:
Group: The group assigned to the contact, such as Actively Searching or Referral.
Last Shared: The most recent time you shared with the contact. Last Email means you shared by email, and Last Chat means you shared through Messages.
Status: The contact's access to Perchwell. Uninvited means an invitation has not been sent, Invite sent means an invitation was sent, and Last Seen shows the date and time the contact last signed in.
Find, sort, filter, and page through contacts
Find or narrow your contact list from the My Contacts tab:
Search: Enter a name or phone number in the Search Contacts field to find a contact.
Sort: Click a column heading, such as Last name or Status, to sort the contact list by that column.
Filter: Click the filter icon next to the Group or Status column heading to filter contacts by group or status.
Pages: Click the arrows in the lower right to move between pages of contacts. The count in the lower left, such as 1 - 3 of 3, shows which contacts are on the page.
Add a contact
Click Add New in the upper right of the Contacts page to open the Create new contact window. Enter the contact's information and select any additional options:
Basic Details: Enter the contact's first name, last name, and email address. These fields are required. Phone number is optional.
Additional Emails: Click Add to include up to five additional email addresses.
Invite to Perchwell: Turn on to invite the contact to Perchwell when you create them. Invited contacts can sign in to their client portal, a workspace for collaborating with you, where they can view shared searches and exchange messages with you. Leave it off to send an invitation later.
Create Tag: Turn on to automatically create a Client Tag for the contact. The Tag keeps listings shared with the contact in one place and can also include listings from a Saved Search.
Click Create to save the contact. To add multiple contacts from a CSV (comma-separated values) file, click Upload in the upper right of the Contacts page. To assign a group or add details such as a job title, company, or address, open the saved contact's profile and edit their information.
Important: After you invite a contact to Perchwell, the contact's first name, last name, email, and phone number are locked. To change a locked field, contact Perchwell Support.
For more information:
Create and Manage Your Contacts in Perchwell covers creating and editing contacts.
Bulk Upload Contacts from a CSV File covers CSV requirements and uploading multiple contacts.
Set Up Email Alerts for Saved Searches covers the Recipient options for saved search alerts.
Invite Clients to Perchwell and Resend Invitations covers inviting contacts and what they can access in Perchwell.
Tags Page Overview covers Client Tags.
Add a contact while sharing listings
Add a new contact directly from the listing share flow.
Steps:
Select the listings you want to share
Click Actions
Click Share
Click the Select a Tag dropdown
Click + Create New Tag
Click + New Contact
The Create new contact window opens with the same fields and options available from the My Contacts tab.
Organize contacts into groups
Contact groups organize your clients and leads by status, relationship, or stage, such as Actively Searching, Referral, or Open House. Each contact can belong to one group at a time.
Click Manage Groups in the upper right of the Contacts page to add, rename, reorder, or delete groups. To assign a contact to a group, open the contact's profile, click Edit profile, and select a group under Grouping.
Create and Manage Your Contacts in Perchwell walks through creating and managing contact groups.
Invite, group, or delete multiple contacts at once
Select the checkbox next to each contact on the Contacts page, then click Actions to invite, group, or delete them all at once. Select up to 100 contacts for one action; with more, work in batches of 100. The number selected shows next to Actions, such as 2 of 3. The checkbox in the column header selects only the contacts on the current page. To select contacts on another page, go to that page and select them separately.
The Actions menu offers these options for the selected contacts:
Invite to Perchwell: Send each selected contact an invitation to Perchwell. Enter a message in the Message field, then click Send Invite. The message is required, and every contact receives the same message.
Create new group: Put the selected contacts in a new contact group you name.
Assign to existing group: Add the selected contacts to a contact group you already have.
Delete: Remove the selected contacts from your contact list. A contact who accepted your invitation keeps their Perchwell account.
Important: Deleting contacts cannot be undone.
To send one client a personal message with their invitation, invite them from their profile instead. Invite Clients to Perchwell and Resend Invitations walks through it.
Message a contact or view their profile
From the My Contacts tab:
Chat icon: Click the chat bubble icon labeled Chat in Messages next to a contact. Messages opens in a new tab with that contact selected.
Contact name: Click a contact's name to open their profile.
The contact profile includes four tabs:
Contact Details: View the contact's information. Click Edit profile to add or update details such as job title, company, phone numbers, or address.
Shared Listings: Listings you shared with the contact by email, in Messages, or through a Tag. Listings shared by text, by public link, or in saved search alerts do not appear here.
Shared Searches: Saved searches the contact is added to.
Shared Reports: Reports you emailed to the contact.
The Reverse Prospecting toggle on the Contact Details tab controls whether the contact's Saved Searches are included in Reverse Prospecting. Turn it off to exclude the contact's Saved Searches.
To learn how Reverse Prospecting works, see Find and Contact Buyer's Agents with Reverse Prospecting. Message Clients in Perchwell covers messaging a contact.
Export your contact list
Click Export in the upper right of the Contacts page to download your contact list as a CSV file.
The export includes contacts from My Contacts only. The MLS roster is not included.
Export Contacts to a CSV File has more on exporting contacts.
Find an MLS member on the MLS tab
The MLS tab is your MLS roster: it lists members of your MLS and their brokerage, office, team, email, license number, cell phone, and office phone.
Steps:
Click MLS on the Contacts page
Enter the member's name in the Search field
The roster displays members with matching names. The Search field searches by name only.
