How Prospecting Creates and Organizes Contacts
When you use the Prospecting tool within a sub account, saving a prospect can automatically create and organize contacts in your CRM. This article explains the process, detailing what information is captured and the settings that control how these new contacts are structured.
Contact Creation
This setting determines whether a contact is automatically created when you save a prospect. It is located under Marketing > Prospecting > Settings > Contacts and is enabled by default.
When contact creation is on, saving a prospect generates a single business contact record. This contact is built from all available information at the time of saving, including:
- The phone number from the Google Business Profile
- Details you enter through forms or manually
- Information captured by widgets
Any additional phone numbers or email addresses found are added to this same business contact, ensuring you have one consolidated record per business. You can disable this setting if you wish to save a prospect without creating a CRM contact.
Note: When prospecting is performed at the agency level (via Agency > Prospecting), a contact is not created; the prospect is only saved within the Prospecting dashboard.
Contact Enrichment
Contact enrichment is a premium feature that is disabled by default. When turned on, the system searches for additional information beyond the basic Google Business Profile details. This enrichment process can find:
- Additional phone numbers
- Additional email addresses
- Points of contact (POCs), such as named individuals like owners or managers
This data is gathered by scanning the prospect's website, other business listings, and public social profiles. The feature to organize Points of Contact, described in the next section, is only applicable when contact enrichment is enabled.
Note: At the agency level, contacts for Points of Contact are not created; the POC information is saved within the prospect record in the Prospecting dashboard.
How Found Details Are Organized
The Prospecting tool organizes the information it finds into two distinct categories.
Named Contacts (Points of Contact): When a person's name is associated with a phone number or email, this is considered a Point of Contact (POC). By default, the system is set to Create a separate contact for each POC. This means each named individual is created as their own contact record, allowing you to communicate with them directly. You can disable this toggle if you prefer to add the POC's details to the main business contact instead.
Unnamed Details: Phone numbers and email addresses that are found without an associated name are always added to the main business contact record. This helps maintain a clean and organized CRM without requiring manual management from you.
For example, with enrichment enabled and the POC setting active, a single prospect might result in one business contact and two separate contacts for the Points of Contact. Any unnamed phone numbers or emails would remain on the business contact.
Contact Field Mapping
The information gathered during prospecting is automatically mapped to standard fields on the contact record:
- Phone Number: Mapped from the Google Business Profile.
- Additional Phone Numbers: Mapped if more than one number is found from the website or other listings.
- Email: Mapped from any email addresses found.
- Contact Source: Set to "Prospecting Tool," which can be used for tagging in workflows.
- Location Details: City, Country, State, and Postal Code are mapped when available.
- Website: The website URL found from the Google Business Profile or other listings.