Contacts and companies

Contacts are the backbone of the account. Deals, listings, showings, call notes, and email all hang off them, so a contact record that is kept current makes every other feature better.

Contacts vs. companies

A contact is a person. A company is the entity they act for: a tenant, an ownership LLC, a lender, a brokerage. Linking a contact to a company lets you see every person you know at that entity in one place, which matters when the person who signs is not the person you have been talking to.

The full contact view

Open a contact and you get one page holding:

• Details: name, role, company, phone, email, and the tags you use to segment
• Interaction history: calls, emails, meetings, and notes in date order
• Deals: every transaction this person appears on
• Notes: your own written record, segmented by topic so a five-year relationship does not become one long wall of text

Segmented notes

Rather than a single notes field, notes are grouped by subject: requirements, personal detail, deal history, whatever you define. This matters because the assistant reads these notes when it drafts. A note filed under requirements gets used differently than a note filed under personal detail.

Leasing intent

Tenant-side contacts can carry a leasing intent record: the space they need, the size range, target submarkets, and their timeline. Once that is filled in, the platform can match them against your listings and against new inventory as it appears, rather than you holding the requirement in your head.

Interactions

Interactions are the log of everything that has actually happened with a person. Some are created for you, such as a synced email, a transcribed call, or a completed showing. Others you log by hand.

The important side effect is staleness. Because interactions carry dates, the platform can tell you which relationships have gone quiet. That is the basis for the follow-up drafts the Deals agent produces. See Revenue agents.

Practical advice

• Tag as you go, not in a cleanup pass. Tags are what make lists useful later.
• Log the substance of a call, not that it happened. “Wants 8–12k SF industrial, needs dock high, moving Q2” is worth more than “called Bob.”
• Link every contact to a company even when the company is a single-purpose LLC. It makes ownership research far easier later.