4. How to Add Contacts, Notes & Tasks

4. How to Add Contacts, Notes & Tasks

Introduction

Managing your contacts effectively is essential for building strong client relationships. Cloven CRM makes it easy to track interactions, schedule follow-ups, and store important client information.

This article will guide you through the steps to add contacts, notes, and tasks within Cloven CRM, helping you stay organized and efficient in your day-to-day operations.
InfoIf you have any questions about this article, reach out to support@bluroot.ca

How to Use

A. Adding a New Contact:

  1. Log in to your Cloven CRM account.

  2. From the left-hand menu, click on the Contacts module.

  3. Click on the Records View icon (next to "Create Contact" in the top-right).

    • Switch to either List View or Kanban View for easier navigation.

  4. Increase the number of records shown per page to the maximum for better visibility.

  5. Click on Create Contact (top-right corner).

  6. Fill in the contact details on the contact creation page:

    • Salutation (optional)

    • First Name and Last Name

    • Contact Stage – e.g., New Lead, Client, or Professional

    • Contact Type

    • Date of Birth (optional but auto-calculates age once added)

    • Household or Company Name:

      • Either create a new household (e.g., "Nadia's Household") or link to an existing one.

    • Communication Info:

      • Mobile Number, Email, Phone Number, Secondary Email

    • Additional Details (optional):

      • Marital Status, Preferred Language, Gender, Citizenship, Smoker status, etc.

    • Income Info, Lead Source, and Address Information (optional)

  7. Once done, click Save in the top-right.

  8. You can return later to update missing details like Date of Birth, which will automatically update the contact’s age each year.

B.  Add a Note to a Contact

  1. In the contact’s profile, go to the left-hand panel.

  2. Click on Notes, then click Add.

  3. Enter a Title and the Context/Details of the note.

  4. Click Save — the note will now be linked to the contact.

C. Add a Task, Meeting, or Call

  1. Still within the contact’s profile, go to Open Activities on the left-hand panel.

  2. Click the plus (+) icon to create a new task, meeting, or call.

  3. Fill in the activity details:

    • Example Task: “Email client documents”

    • Set a Due Date (e.g., next Thursday)

    • Toggle on Reminder:

      • Choose Email, Pop-Up, or Both

      • Pop-up reminders will appear in the bottom-right corner when you're logged into Cloven

  4. Click Done, then Save.

  5. Refresh the page to confirm your new activity appears under Open Activities.

    • ✅ To mark a task as completed:

      • Hover over the task and click the check mark.

      • It will move to Closed Activities, keeping a full log of completed actions.

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