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Getting Started w/ GHL Customer Care

Getting Started - Create and Manage Contacts

Quickly learn how to create, manage, and organize contacts within GHL Customer Care, streamlining your client management and improving your workflow efficiency.

5 min read1,058 words8 explained imagesUpdated Mon, 17 Aug at 3:10 PM
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  1. How to Create a New Contact
  2. Edit Existing Contact
  3. Delete an Existing Contact
  4. More Ways to Manage Contacts
  5. Frequently Asked Questions
  6. Related Articles

Creating and managing contacts in GHL Customer Care helps you keep customer information organized and up to date. This article explains what contact records are used for and walks through how to create a new contact, edit an existing contact, and delete a contact when it is no longer needed. It also answers common questions to help you manage contact records with confidence.

TABLE OF CONTENTS

What is Contact Management in GHL Customer Care?

Creating and managing contacts is one of the most important parts of keeping your CRM clean and useful. Adding accurate contact details, updating records when information changes, and removing contacts that are no longer needed helps your team work from reliable data.

Note: To customize the Contact Details page to match your preferences, see our article on How to Customize the Contact Detail Page.

  • Create contacts: Add new people or leads to your CRM so you can track and manage them in one place.

  • Edit contact details: Keep names, phone numbers, email addresses, and other information current.

  • Delete outdated records: Remove contacts that are no longer needed to keep your database organized.

  • Support better workflows: Accurate contact records help improve communication, automation, and reporting.

How to Create a New Contact

Creating a new contact allows you to start tracking a lead or customer inside GHL Customer Care right away. Adding complete and accurate details from the beginning makes it easier to manage conversations, follow up with contacts, and keep your CRM organized.

Did you know? When a Form or Survey is filled out by a new lead, a new contact is automatically created!
Note: The fields available when creating a contact may vary based on how the account has been configured. If you need additional fields, use the appropriate custom fields configured for your account.

  1. Navigate to Contacts > Smart Lists from the left-side menu.

  2. Click + Add Contact.

    Step 2 of 6: Click + Add Contact What this shows Step 2 of 6: Click + Add Contact. What this shows Shows what to click for step 2 of 6 in the "How to Create a New Contact" section of "Getting Started - Create and Manage Contacts". This screenshot accompanies step 2 of 6 in the "How to Create a New Contact" section of "Getting Started - Create and Manage Contacts". At this point in the walkthrough you click + Add Contact. For context, this section explains: Creating a new contact allows you to start tracking a lead or customer inside GHL Customer Care right away. Adding complete and accurate details from the beginning makes it easier to manage conversations, follow up with contacts, and keep your CRM organized. The navigation path used here is Contacts > Smart Lists. This part of the guide covers 5 fields, listed below. The next step is to enter the contact's details, such as. Step 2 of 6Path: Contacts > Smart ListsImage 1 of 8 What to clickClick + Add Contact.
    Fields in this part of the guide First nameLast nameEmail addressPhone numberAdditional available fields as needed
    Buttons and menus referenced Add ContactContactsSmart ListsCustomise FormSave
    Next stepEnter the contact's details, such as:
    Example values
    First name
    Priya
    Last name
    Raman
    Email address
    priya.raman@northgatedental.com
    Phone number
    +1 312 847 1928

    Illustrative values showing the expected format. They are not read from the screenshot.

    All 6 steps in this procedure
    1. Navigate to Contacts > Smart Lists from the left-side menu.
    2. Click + Add Contact. this image
    3. Enter the contact's details, such as:
    4. Manage which fields appear when adding new Contact by click on the Customise Form button.
    5. Review the information for accuracy.
    6. Click Save to create the contact.

  3. Enter the contact's details, such as:

    1. First name

    2. Last name

    3. Email address

    4. Phone number

    5. Additional available fields as needed

  4. Manage which fields appear when adding new Contact by click on the Customise Form button.

    Step 4 of 6: Manage which fields appear when adding new Contact by click on the… What this shows Step 4 of 6: Manage which fields appear when adding new Contact by click on the Customise Form button. What this shows Shows what to click for step 4 of 6 in the "How to Create a New Contact" section of "Getting Started - Create and Manage Contacts". This screenshot accompanies step 4 of 6 in the "How to Create a New Contact" section of "Getting Started - Create and Manage Contacts". At this point in the walkthrough you manage which fields appear when adding new Contact by click on the Customise Form button. The navigation path used here is Contacts > Smart Lists. This part of the guide covers 5 fields, listed below. The next step is to review the information for accuracy. Step 4 of 6Path: Contacts > Smart ListsImage 2 of 8 What to clickManage which fields appear when adding new Contact by click on the Customise Form button.
    Fields in this part of the guide First nameLast nameEmail addressPhone numberAdditional available fields as needed
    Buttons and menus referenced Customise FormContactsSmart ListsAdd ContactSave
    Next stepReview the information for accuracy.
    Example values
    First name
    Priya
    Last name
    Raman
    Email address
    priya.raman@northgatedental.com
    Phone number
    +1 312 847 1928

    Illustrative values showing the expected format. They are not read from the screenshot.

    All 6 steps in this procedure
    1. Navigate to Contacts > Smart Lists from the left-side menu.
    2. Click + Add Contact.
    3. Enter the contact's details, such as:
    4. Manage which fields appear when adding new Contact by click on the Customise Form button. this image
    5. Review the information for accuracy.
    6. Click Save to create the contact.

  5. Review the information for accuracy.

  6. Click Save to create the contact.

    Step 6 of 6: Click Save to create the contact What this shows Step 6 of 6: Click Save to create the contact. What this shows Shows how to confirm for step 6 of 6 in the "How to Create a New Contact" section of "Getting Started - Create and Manage Contacts". This animation accompanies step 6 of 6 in the "How to Create a New Contact" section of "Getting Started - Create and Manage Contacts". At this point in the walkthrough you click Save to create the contact. For context, this section explains: Creating a new contact allows you to start tracking a lead or customer inside GHL Customer Care right away. Adding complete and accurate details from the beginning makes it easier to manage conversations, follow up with contacts, and keep your CRM organized. The navigation path used here is Contacts > Smart Lists. This part of the guide covers 5 fields, listed below. Step 6 of 6Path: Contacts > Smart ListsImage 3 of 8 How to confirmClick Save to create the contact.
    Fields in this part of the guide First nameLast nameEmail addressPhone numberAdditional available fields as needed
    Buttons and menus referenced SaveContactsSmart ListsAdd ContactCustomise Form
    Example values
    First name
    Priya
    Last name
    Raman
    Email address
    priya.raman@northgatedental.com
    Phone number
    +1 312 847 1928

    Illustrative values showing the expected format. They are not read from the screenshot.

    All 6 steps in this procedure
    1. Navigate to Contacts > Smart Lists from the left-side menu.
    2. Click + Add Contact.
    3. Enter the contact's details, such as:
    4. Manage which fields appear when adding new Contact by click on the Customise Form button.
    5. Review the information for accuracy.
    6. Click Save to create the contact. this image

Edit Existing Contact

Editing a contact helps ensure your records stay accurate as customer details change over time. Keeping contact information updated improves communication, reduces mistakes, and helps your team work with the most current information available.

Tip: Update contact information as soon as you learn about changes to help keep your CRM accurate and useful.

  1. Navigate to Contacts > Smart Lists.

  2. Search for or select the contact you want to update.

    Step 2 of 5: Search for or select the contact you want to update What this shows Step 2 of 5: Search for or select the contact you want to update. What this shows Shows what to choose for step 2 of 5 in the "Edit Existing Contact" section of "Getting Started - Create and Manage Contacts". This screenshot accompanies step 2 of 5 in the "Edit Existing Contact" section of "Getting Started - Create and Manage Contacts". At this point in the walkthrough you search for or select the contact you want to update. The navigation path used here is Contacts > Smart Lists. The next step is to click on the Contact Name to open the contact record. Step 2 of 5Path: Contacts > Smart ListsImage 4 of 8 What to chooseSearch for or select the contact you want to update.
    Buttons and menus referenced SearchselectcontacttoupdateContacts > Smart ListsClickContactNameopenrecordEdit
    Next stepClick on the Contact Name to open the contact record.
    All 5 steps in this procedure
    1. Navigate to Contacts > Smart Lists.
    2. Search for or select the contact you want to update. this image
    3. Click on the Contact Name to open the contact record.
    4. Edit the necessary contact details.
    5. Save your changes.

  3. Click on the Contact Name to open the contact record.

  4. Edit the necessary contact details.

  5. Save your changes.

    Step 5 of 5: Save your changes What this shows Step 5 of 5: Save your changes. What this shows Shows how to confirm for step 5 of 5 in the "Edit Existing Contact" section of "Getting Started - Create and Manage Contacts". This animation accompanies step 5 of 5 in the "Edit Existing Contact" section of "Getting Started - Create and Manage Contacts". At this point in the walkthrough you save your changes. For context, this section explains: Editing a contact helps ensure your records stay accurate as customer details change over time. Keeping contact information updated improves communication, reduces mistakes, and helps your team work with the most current information available. The navigation path used here is Contacts > Smart Lists. Step 5 of 5Path: Contacts > Smart ListsImage 5 of 8 How to confirmSave your changes.
    Buttons and menus referenced SaveContacts > Smart ListsSearchselectcontacttoupdateClickContactNameopenrecord
    All 5 steps in this procedure
    1. Navigate to Contacts > Smart Lists.
    2. Search for or select the contact you want to update.
    3. Click on the Contact Name to open the contact record.
    4. Edit the necessary contact details.
    5. Save your changes. this image

Delete an Existing Contact

Deleting a contact helps remove records that are no longer needed, which can keep your CRM cleaner and easier to manage. Before deleting a contact, it is important to confirm that the record is no longer required, because removing it can affect associated activity and follow-up processes.

Note: Deleted contacts can be restored within 2 months.

Deleting any contacts will also remove the corresponding: Conversations, Notes, Opportunities, Tasks, Appointments, Manual Actions, Community Group Owners. It will also stop any active campaigns and workflows for the contacts.

Follow these steps to delete a contact:

  1. Navigate to Contacts > Smart Lists.
    Step 1 of 3: Navigate to Contacts > Smart Lists What this shows Step 1 of 3: Navigate to Contacts > Smart Lists. What this shows Shows where to go for step 1 of 3 in the "Delete an Existing Contact" section of "Getting Started - Create and Manage Contacts". This screenshot accompanies step 1 of 3 in the "Delete an Existing Contact" section of "Getting Started - Create and Manage Contacts". At this point in the walkthrough you navigate to Contacts > Smart Lists. For context, this section explains: Deleting a contact helps remove records that are no longer needed, which can keep your CRM cleaner and easier to manage. Before deleting a contact, it is important to confirm that the record is no longer required, because removing it can affect associated activity and follow-up processes. The navigation path used here is Contacts > Smart Lists. The next step is to select the contact you would like to delete using the checkbox to the left of the name. Then click the Delete button. Step 1 of 3Path: Contacts > Smart ListsImage 6 of 8 Where to goNavigate to Contacts > Smart Lists.
    Buttons and menus referenced ContactsSmart Listswithin 2 monthsSelectcontactcheckboxDeleteDELETE
    Next stepSelect the contact you would like to delete using the checkbox to the left of the name. Then click the Delete button
    All 3 steps in this procedure
    1. Navigate to Contacts > Smart Lists. this image
    2. Select the contact you would like to delete using the checkbox to the left of the name. Then click the Delete button
    3. Confirm for action by typing DELETE in the popup window. Then click the Delete button.
  2. Select the contact you would like to delete using the checkbox to the left of the name. Then click the Delete button
    Step 2 of 3: Select the contact you would like to delete using the checkbox to the… What this shows Step 2 of 3: Select the contact you would like to delete using the checkbox to the left of the name. What this shows Shows what to choose for step 2 of 3 in the "Delete an Existing Contact" section of "Getting Started - Create and Manage Contacts". This screenshot accompanies step 2 of 3 in the "Delete an Existing Contact" section of "Getting Started - Create and Manage Contacts". At this point in the walkthrough you select the contact you would like to delete using the checkbox to the left of the name. Then click the Delete button. The navigation path used here is Contacts > Smart Lists. The next step is to confirm for action by typing DELETE in the popup window. Then click the Delete button. Step 2 of 3Path: Contacts > Smart ListsImage 7 of 8 What to chooseSelect the contact you would like to delete using the checkbox to the left of the name. Then click the Delete button
    Buttons and menus referenced SelectcontactcheckboxDeletewithin 2 monthsContactsSmart ListsDELETE
    Next stepConfirm for action by typing DELETE in the popup window. Then click the Delete button.
    All 3 steps in this procedure
    1. Navigate to Contacts > Smart Lists.
    2. Select the contact you would like to delete using the checkbox to the left of the name. Then click the Delete button this image
    3. Confirm for action by typing DELETE in the popup window. Then click the Delete button.
  3. Confirm for action by typing DELETE in the popup window. Then click the Delete button.
    Step 3 of 3: Confirm for action by typing DELETE in the popup window. Then click… What this shows Step 3 of 3: Confirm for action by typing DELETE in the popup window. What this shows Shows how to confirm for step 3 of 3 in the "Delete an Existing Contact" section of "Getting Started - Create and Manage Contacts". This screenshot accompanies step 3 of 3 in the "Delete an Existing Contact" section of "Getting Started - Create and Manage Contacts". At this point in the walkthrough you confirm for action by typing DELETE in the popup window. Then click the Delete button. The navigation path used here is Contacts > Smart Lists. Step 3 of 3Path: Contacts > Smart ListsImage 8 of 8 How to confirmConfirm for action by typing DELETE in the popup window. Then click the Delete button.
    Buttons and menus referenced DELETEDeletewithin 2 monthsContactsSmart ListsSelectcontactcheckbox
    All 3 steps in this procedure
    1. Navigate to Contacts > Smart Lists.
    2. Select the contact you would like to delete using the checkbox to the left of the name. Then click the Delete button
    3. Confirm for action by typing DELETE in the popup window. Then click the Delete button. this image

More Ways to Manage Contacts

Creating and editing individual contacts is only one part of contact management. As your contact list grows, GHL Customer Care provides additional tools to help you add contacts efficiently, organize the information you collect, manage multiple records at once, and keep your contact database clean.

CapabilityWhat you can do
Import contactsAdd multiple contacts at once by importing a CSV file instead of creating each contact manually. You can map your file columns to the appropriate contact fields during the import. Refer to Getting Started - Import Existing Contacts for step-by-step instructions.
Use custom fieldsCapture information that is specific to your business and not included in the standard contact fields, such as lead type, budget, preferences, or other details you want to track. Learn more in How to Use Custom Fields.
Manage contacts in bulkSelect multiple contacts and perform actions on them together instead of updating each record individually. Bulk actions can help with tasks such as adding or removing tags, sending messages, or deleting contacts. Refer to Bulk Actions for Contacts & SmartLists to explore the available bulk actions.
Manage duplicate contactsKeep your contact database organized by identifying records that belong to the same person and merging duplicate contacts when needed. Learn more in How to Manage and Merge Duplicate Contacts.
Restore deleted contactsRecover contacts that were deleted accidentally when they are still eligible for restoration. This can also help when contacts were removed through a bulk delete action. Refer to Restore Deleted Contacts or Undo Bulk Deletes for recovery steps.

These capabilities help you manage contacts more efficiently as your database grows. Use the linked guides when you are ready to explore a specific task in more detail.

Frequently Asked Questions

Q: Can I create more than one contact at a time?
For multiple contacts, importing contacts is the better option instead of creating them one by one manually.

Q: Why do I see different fields when creating a contact?
The fields shown in the Add Contact form can vary based on how the account is configured, including any custom fields that have been added.

Q: What happens when I delete a contact?
Deleting a contact removes the record from your CRM and may also affect associated records, campaigns, or workflows connected to that contact.

Q: Can I restore a deleted contact?

Deleted contacts can be restored within 2months.

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