Adding a New Contact
The manual path, with every field under your control — and a form that checks the details as you enter them
Before You Begin
Most contacts reach Zyntro on their own — through a form, an import, a reply, a phone call, a scanned business card or the API. Adding one by hand is for the cases where you already have the details and want them recorded properly the first time.
The form does more than collect fields. As you type an email or phone number it checks whether that person is already in your CRM and, separately, whether the address and number are real. If it finds an existing contact it offers to update that record rather than leaving you to create a second one.
Go to Sales → CRM → Contacts and click Add New Contact.
Steps
Decide whether this person belongs to an organisation
The Entity / Organization card sits at the top of the form in every CRM mode. Its header carries a Skip entity — create the contact only toggle, and where that toggle starts depends on your mode: on in B2C, off in B2B and Hybrid.
Leave it switched on for someone you deal with as an individual. The card collapses to a short note confirming the contact will be created on its own, and you can link an organisation later from the contact's page.
Switch it off when there is a company behind this person.
Search for the organisation before creating one
With the toggle off, type the company name into the search box. Zyntro matches against the organisations you already have and lists them as you type, each with its type and location.
Click a result to link it — it appears as a green confirmation card with a Remove button if you picked the wrong one.
If nothing matches, the dropdown's last option is Create "<name>" as new entity. That opens the entity fields inline: type, status, name, website, location, tags and any entity custom fields you have configured. Back to Search returns you to the lookup.
Enter the name, emails and phone numbers
First Name is required, and so is at least one way to reach the person — a Primary Email or a Primary Phone. Either one on its own is enough.
Salutation, last name, a secondary email and the remaining phone number are all optional. If you fill in neither an email nor a phone, the create button stays disabled and the form says so: Add an email address or a phone number — either one is enough, but a contact needs at least one way to be reached.
Each phone number has its own country-code selector, defaulting to +1. The code is stored as part of the number, so set it correctly — it is what makes SMS and calling work, and changing it later means re-verifying.
As you type, a status line appears under each of these four fields. That is the form checking two different things, explained next.
Read the duplicate and verification checks
Duplicate checking runs while you type, against your existing contacts. If the value already belongs to someone, the field turns red and the status line names them with a link to open their record.
Verification runs when you leave the field, and asks an external service whether the address or number is real. You will see one of:
- Deliverable or Valid — confirmed
- Risky, but accepted — the service is unsure; Zyntro accepts it rather than refusing a contact over a maybe
- Could not confirm — accepted or Verification unavailable — accepted — no clear answer, accepted
- Undeliverable or Invalid number — a clean negative
Only the primary email and phone can block the form. A bad secondary is shown in red and saved anyway, because it is optional data.
This check decides whether the form will let you continue. It is not recorded on the contact as a verification, so the person will still appear as never checked on Manage Contacts — ask a provider properly from their record or as part of a group when you want that on the record.
Resolve a duplicate instead of working around it
When a duplicate is found, a panel appears above the button with one card per colliding contact — because your email might match one person while your phone matches a different one, and you need to see both.
Each card shows that contact's name, status, email, phone, owner, and which of your fields pointed at them. Two actions:
- Update this contact — applies what you have typed to the existing record and takes you to it. Only its empty fields are filled; nothing already saved is overwritten, and its owner and status are left alone. Your list choice and enrichment request are carried across too.
- Open — view the contact in a new tab before deciding.
If you would rather create a genuinely separate record, change the email or phone that collided — editing it clears the block immediately.
Fill in the address
Start typing into Address and pick a suggestion. Zyntro fills City, State, Country, Postal Code and — most importantly — Timezone from it.
The timezone is worth the few seconds. It is what decides when SI sends to this person; without it, messages go out at times that make sense to your server rather than to them.
Set source, status, tags, stage and list
Source and Status come from lists you configure in your CRM settings, with your default status pre-selected. Tags are free-form and comma-separated.
Pipeline Stage places the contact on your board straight away. Add to List joins them to one list as they are created.
Some lists appear greyed out and cannot be picked — those are dynamic lists, whose membership is computed from filter rules, so joining one by hand would either be undone or have no effect. Static and hybrid lists accept a manual join.
Assign an owner and a role
Contact Owner defaults to you and can be any active member of your organisation.
Role Label describes this person's part in a buying decision — Decision Maker, Influencer, Champion, End User, Technical Buyer, Economic Buyer or Gatekeeper. It matters most when several contacts share one organisation, because it tells SI which voice carries which weight.
Complete the custom fields
The Contact Custom Fields card holds whatever your organisation has defined — text, numbers, dates, dropdowns, multi-selects, tags and toggles, each rendered for its type. Required ones are marked with a red asterisk.
A small target icon beside a field label means it is a target field for AI context: SI leans on it when composing. Those are the ones worth filling even when you are in a hurry.
Set the channel and visibility controls
The Contact Settings card holds seven toggles. Three start on:
- Auto-Engage — whether SI may engage this contact at all. On by default; switch it off for someone you want to handle personally.
- Others can See and Others can Edit — whether colleagues can view and change this record.
Four start off:
- Test Contact — marks the record as a test so it is excluded from real engagement.
- Do Not Call, Email Opt-Out, SMS Opt-Out — per-channel suppression. Set these immediately if the person has already told you their preference.
Optionally queue AI enrichment
Run AI Enrichment asks Zyntro to research this contact — building out their profile from public sources. The toggle shows the price per record.
It is queued, not immediate. Switching it on records the request and the research runs in the background, which takes minutes; you land on the contact's page and the findings arrive there. You do not have to wait on this screen.
Create the contact
The button tells you what your choices will do — Create Contact, Create Entity & Contact, or Create Contact & Link Entity.
If it is greyed out, something above needs attention: either a duplicate (resolve it in the panel) or an invalid primary email or phone (a red banner names which). A brief Checking details… may appear first while a verification finishes.
On success Zyntro takes you straight to the new contact's page.
Result
The contact exists, with its owner and pipeline stage set and any list join and enrichment request carried out.
If you left Auto-Engage on, SI picks the contact up on its next pass and begins engaging according to your brand, mandates and the stage you placed them in. If you switched it off, the record simply sits there until you act on it.
Anything you skipped can be added from the contact's own page, including linking an organisation to a contact you created on its own.
Tip: Three fields do the most work and are the easiest to skip: Timezone decides when SI sends, Auto-Engage decides whether it acts at all, and Role Label tells it whose opinion carries weight when several contacts share an organisation.
