Manage contacts and private pipeline history

Open CRM & project types, then Booking pipelines or Contacts & record history. These records are private to one business. Owners, administrators and staff with full workspace access can manage them; a shared wedding invitation does not reveal this business's contact notes, pipeline or history.

Build a pipeline for your service

Create a pipeline such as Wedding inquiries, Portrait sessions or Venue bookings. Give its stages names and an order. Keep at least one stage for each booking status: new inquiry, contacted, consultation, proposal, booked and not proceeding. You can add multiple stages with the same status, such as Consultation requested and Consultation confirmed.

The status behind an existing stage is fixed. You can rename or reorder it, but changing its meaning requires a new stage. This keeps an already published workflow's proposal action from unexpectedly becoming a booked action.

Open an inquiry's Contacts & history page and choose its pipeline stage. The Leads page has a view for each configured pipeline, alongside the existing view by booking status. Existing inquiries keep their current statuses and URLs; they are not assigned to a new custom pipeline automatically.

Consultation bookings, proposal preparation and collected-payment booking updates still use their established booking status. If the inquiry has a custom pipeline, it moves to the first active stage with that status. For example, a confirmed consultation moves a new inquiry into the first consultation stage, while a later manual move can distinguish a completed consultation. These automatic transitions do not infer a new project or merge another business's inquiry.

Move every assigned inquiry, including archived originals, before removing its stage or archiving the pipeline. Historical stage IDs remain available. Workflow actions aimed at an unavailable stage require review rather than silently choosing another destination.

Keep all contacts without changing access

The primary record continues to provide the current message recipient. Add other partners, parents, assistants or coordinators under Everyone involved, with a relationship, email, phone and private notes. These additional contacts do not receive an invitation, become billable members, gain access or consent to messages merely because you saved them.

For example, keep Nora's address as the primary recipient and add Caleb as a partner and Morgan as a parent. Invite someone to the wedding separately when they need shared access. Review the primary recipient explicitly before changing where messages go.

Contact edits use the revision shown when you opened the page. If another operator changes the record, reload it before saving. An unchanged form retry keeps its request identity; a successful retry returns the original result.

Archive and recover a record

Archiving removes a lead or client from active lists while retaining original conversations, project links, signed records and financial history. New outbound messages and workflow actions stop for archived or merged inquiries. A delivery that already reached a provider may still arrive; check its delivery history before taking another action.

Use Archived & merged in the records list to find an archived record. Enter a reason and select Restore record. Restoration does not restart a canceled delivery or stopped workflow. Review the current recipient, circumstances and workflow before enrolling it again. Client projects remain independently available; archiving the client does not cancel contracts, appointments, invoices or projects.

Review a duplicate explicitly

Open the original you want to consolidate, choose the continuing record under Possible duplicate, then select Review merge. The review displays current and incoming values side by side. Select only the incoming values you want to keep; unselected fields on the continuing record stay unchanged. Tags are combined.

Both records must belong to the same business and the same record type. Names or matching email addresses never merge records automatically. The continuing record must be active. If either record changes while the review is open, the merge is rejected until you reload it.

The source becomes a linked original. Its conversations, reply links, custom answers, extra contacts, projects, signatures, invoices and balances retain their original ownership and URLs. The continuing record shows links to that history and the original contacts. Access permissions and canonical shared weddings are not combined. This matters when two legitimate jobs involve the same person.

Merges currently form one level of linked originals. A record that already has linked originals must remain the continuing record; moving that entire history into another merge requires a separate future capability. There is no automatic unmerge operation. The original remains readable, with its saved pre-merge history, but cannot be restored as an independent active record through the archive control.

History, search and integration limits

The records list searches names and primary email and pages through 100 records per type. Search duplicate candidates by name or email; the selector shows the first 100 active matches alphabetically. Narrow the search if the intended target is outside that list. A record shows its latest 100 CRM change receipts. Conversations and project financial ledgers retain their separate complete histories.

The versioned API exposes private pipelines at /api/v1/crm/pipelines and contact records at /api/v1/crm/records. Reads require clients:read; reviewed mutations require clients:write. Use the documented revision and a stable request ID for retries, and handle a 409 by reloading and reviewing. Mutations require explicit approval. API keys and collaborators receive only their authorized business scope.

These features use the existing database and identity setup. No extra email, payment or messaging provider needs activating to configure a pipeline, save contacts, archive, restore or review a duplicate.