Viewing a contact

Selecting a contact from the Contact Hub opens a quick side panel with Details, Co. (companies), Activity, and Reviews tabs. Select View Full Details at the bottom for the full profile page, described below. The two overlap but aren't identical: the full page adds the tabs for each type — with that type's coverage and reviews — the header controls, and the complete Deals table, while the side panel's Reviews tab lists every review in one place and its Coverage card lists every market the contact covers in any type.

The header

The top of the full page shows everything you need to act on this person without leaving it:

• Type chips — one for each type the contact carries (Buyer, Lender, Agent, and so on). Select the x on a chip to remove that type, or Add type to pick another from your team's active types. A type can't be removed while the contact still plays that role on a deal — you'll see "This type has deal history and can't be removed." A chip with via and a company name is a type the contact picks up from a company they're linked to; it has no x because it isn't theirs to remove.
• Owner — the teammate who owns this relationship. New contacts default to whoever created them; change it from the dropdown.
• Next follow-up — a date and a short note. It turns teal on the day and amber once the date has passed. With none set the pill reads Set a follow-up. See Following up with a contact below.
• Buyer tier — shown only when the contact has a Buyer (or Investor) tab. A dropdown with a colored dot for the contact's tier (VIP, Gold, Silver, Bronze by default); change it inline any time. A Buyer you haven't ranked yet shows Unverified, in grey with a lock — a buyer always has a tier, so there's no No tier choice for them. See Ranking buyers with Buyer Tiers.
• Team rating and star — the average review rating and a star that marks the contact as a team favourite (see Rating and favoriting contacts).
• Opt out from deal marketing — a switch that excludes this contact from deal marketing sends only, not one-to-one or automator deal emails.
• Call, Text, and Email — Call opens your phone app to the contact's primary number. Text opens the composer, so you can text them from anywhere on the page. Email opens a compose window addressed to their primary email; an email sent this way isn't attached to a deal. Both have a Template picker that fills in one of your team's saved texts or emails for this contact (see Text templates). Each button is greyed out with a reason when it can't work: "No phone on file," "No email on file," "Marked do not call," "Marked do not text," or "Marked do not email" when the matching switch in Person is on. Text also tells you what's wrong with your phone system: "Connect a phone provider in Settings" when none is connected, "Texting is off for your team — ask an admin to turn it on," "Texting isn't available for your phone system yet" (texting from TED works with smrtPhone), or "smrtPhone rejected your team's key — ask an admin to update it." See Connecting a phone system.

Edit Contact is the one main button at the top right. Archive lives behind the ⋯ menu next to it — archiving hides the contact everywhere but keeps their deals, messages, and reviews, and you can restore them any time. If you don't see the menu, you have view-only access. An archived contact's profile shows a banner saying so, with a Restore button. See Archiving and restoring contacts and companies.

Anyone who can edit contacts can also start an automator on this person — from Start automator on the Automations card (see Automations below) or Start automation in the ⋯ menu; both open the same list.

When one of those automators drafts an email for review, it shows above the Timeline under Pending automator emails — whoever sends it (or a team admin) selects it to open Review & send. See Reviewing and sending automator emails.

Team admins also get Merge with… in the ⋯ menu, for when the same person is in TED twice: pick the duplicate, choose which record to keep, and everything linked to the other one moves across. See Merging duplicate contacts and companies. A link to a contact that was merged opens the contact it was merged into.

Following up with a contact

The contact's owner gets a Follow up with ⟨name⟩ notification at 8am (your team's time zone) on the day the follow-up is due — in the bell and, by default, by email (Slack is off unless you turn it on in Settings > Notifications). If the date passes and the follow-up is still open, it comes back each morning as Overdue: follow up with ⟨name⟩ until you close it out. Select the notification, or the Open in TED button in the email, to open the contact. Archived contacts and contacts with no owner never send one.

To close a follow-up out, select the follow-up pill in the header:

1. Select Done if you followed up. You can add a few words first under What happened? — "Followed up" (plus your words) is logged on the contact's timeline. Select Reschedule instead to move the date without logging anything.
2. TED then asks Next follow-up? Pick 3 days, 1 week, 2 weeks or 1 month from today — each shows the date it lands on — or select Pick a date to choose one, then Save Follow-up. Add a note first if you want one; a reschedule keeps the old note. Select No follow-up to clear the date. After Done, the box stays open until you choose one of these, so the old date can't linger.

After you send a text or an email from the header, TED offers Set the next follow-up? — select Set Follow-up on that message to open the same picker.

Tabs: Overview, plus one per type

Under the header, Overview is always first, followed by a tab for each type the contact carries — a Buyer shows Buyer, a Buyer who also lends shows Buyer and Lender. A contact who works at a title company but has no type of their own still gets a Title Company tab, because the type comes through their company. A type you've since archived keeps its tab, labelled "(archived)". The tab you're on is in the page address, so a link opens on the tab you copied it from.

Overview

• Contact Info — every phone, email, and fax on file, each with an optional label; a Primary badge marks the default one. Phone numbers and emails are clickable (tel:/mailto:).

• Companies — every company this contact is linked to, with how they're linked (Works at, POC for, or Owns), their title (e.g. "Escrow Officer"), a Main contact switch (turn it on to make them that company's point of contact), and any phones or emails that belong to them at that company. Change the relationship or title right there, select Add a Company to link another (typing a new name offers Create "[name]"), or End a link — it asks first, and the company, phones and emails stay under Past. It's the same card as People on a company's page.

• Person — what's true of them regardless of role: birthday, mailing address, how you met, preferred channel (call, text, or email) and how often they like to hear from you, the text-consent record, and Do not call / text / email switches that save as soon as you flip them. Set the rest from Edit Contact. Below them sit any fields your team added for every person in Contact Fields — select the pencil next to one to fill it in right there, and Save ⟨field⟩. A field with a show-when rule appears once its condition is met (for example Spouse name once Married is on). Each switch says in one line what it stops, and it applies everywhere a message leaves TED, not just this page:

  • Do not call greys out the Call button.
  • Do not text means TED won't text them — not from the Texts & Calls tab, a deal, an automator, or Ask TED. If the contact replies STOP to one of your texts, TED turns this switch on for you and the line reads "Turned on when they replied STOP. A START reply turns it back off." A switch you turned on yourself stays on even if they later reply START.
  • Do not email means TED won't email them — a one-to-one email or reply is refused with "Not sent — ⟨their address⟩ is marked do not email. Remove it and send again.", an automator email skips them in Cc/Bcc and pauses the run if they're in To, and deal marketing sends leave them out.

  A missing text-consent record doesn't stop a one-off text; the text box just reminds you to make sure they've agreed to texts.

• Automations — the automators running on this person. See Automations below.

• Documents — proof of funds, entity docs, W-9s, insurance, wire instructions, NDAs and licenses kept on this person, with an amber or red badge as each one nears or passes its expiry date. See Keeping documents on contacts and companies.

• Notes — a shared, freeform note that autosaves about a second and a half after you stop typing, the same pattern as deal notes.

• Deals — every deal this contact is tied to, one row for each role they play on it, with a role chip: Seller, Buyer, Offer, Buyer contract, Showing buyer, Listing agent, Buyer's agent, JV partner, Lender, Title contact, Sent us this deal (they're picked under Who sent it? on the deal's lead source), one of your team's vendor types, and so on. A contact who's the buyer on an offer or a showing gets that role for that reason — not a generic Vendor chip. Each row links to the deal.

• Activity, Emails, and Texts & Calls on the right — see the end of this article.

Automations

The Automations card on the Overview shows every automator running on this person. Each row has the automator's name and status, the step it's on ("Now: Call to check in"), who or what it's waiting on ("Waiting on Ann Lee", "Waiting on a timer", Paused, Needs attention), the run's owner, and the day it started. Finished runs are tucked under History — select it to see each one's name and how it ended (Completed, Canceled, or Ended — contact archived).

Select a row to open the run in a side panel: the step it's on (mark a task done, answer a question or fill in a form right there), what still needs attention, and the steps it has taken so far, with Pause and Cancel run for the run's owner, the contact's owner and team admins. Close the panel to go back to the card.

To start one, select Start automator. It lists your team's published automators that run on a contact and have a Manual trigger — pick one and select Start, and it appears on the card. If you see "No contact automators are set up for manual start yet," build one with Runs on: Contact (see Building an automator). A person with nothing running says "No automations on ⟨name⟩ yet." With view-only access to contacts, or on an archived contact, there's no Start automator.

Links to a run about this person — a task in My Tasks, a notification in the bell, the Open in TED button in a notification email or Slack message, a row on Team Runs — open this card, and the bell, My Tasks and Team Runs open that run's panel too.

A type's tab

Each type's tab answers three things about that role: where they work, how well they've done, and which deals they did it on.

• Every tab — a Coverage card and a Reviews as a ⟨type⟩ card (both described below), that type's custom fields, and a table of the deals where this person plays that role. On a type without role cards of its own (Seller, for example), any General fields your team set up in Contact Fields show under Details, edited the same way as on the Person card (the Buyer tab lists buyer, offer, buyer-contract, and showing deals; the Lender tab lists the deals where they're the lender; and so on).
• Buyer tab — starts with the Buyer verification checklist (how far along they are, Not a buyer, and a Going cold badge — see Verifying buyers), then Buy boxes, Deals that fit (your open deals that fit their buy box, with Send this deal — see Finding buyers and lenders), the Buyer scorecard, and Offers.
• Lender tab — also Lending boxes and a Lender scorecard.
• Title and vendor tabs (Title Company, Contractor, Property Management…) — a scorecard named for the tab, such as Title Company scorecard, under the Coverage card (described below).
• Agent tab — starts with Agent details (the side they work, specialties, license, usual commission), a Scorecard from deals with your team, and their Brokerage, and splits their deals into Listing side and Buyer's side. See Agents and brokerages.
• Wholesaler tab — lists Deals sent to us (N): every deal where this person is picked under Who sent it? on the deal's lead source (see Editing deal facts), in place of the usual deals table. With none yet, it says how to add one.

A tab with no fields, boxes, or deals yet says "No ⟨type⟩ details yet" under those two cards and offers a button to add the first field.

Coverage on a tab

Coverage belongs to the type, not to the person as a whole — someone can buy only in Lakeland and lend across all of Florida. Each tab's Coverage card shows that type's coverage type (Nationwide, Regional, or Specialty) and its markets.

• A type with nothing set shows "No coverage set for ⟨type⟩". Select Add markets, pick a coverage type, tick the states, add metro areas, and select Save Coverage. Once there's coverage, Edit coverage opens the same window.
• Saving one tab's coverage never changes another tab's.
• A type set to Nationwide or Specialty with no markets is still coverage: the card shows the coverage type on its own ("Works everywhere — no specific markets listed." for Nationwide, "No specific markets listed." for Specialty). Only Regional with no markets counts as nothing set.
• Removing a type from someone keeps that type's coverage and markets, but they stop counting while the type is off: they drop out of the side panel's Coverage list, the Contact Hub's Market filter, and the export. Add the type back and they return as they were.
• A tab that comes through a company (for example Title Company for someone who works at a title company) shows the company's coverage, read-only, with "Inherited from ⟨company⟩ — edit it there". Select the company's name to open its page and change it; everyone linked to that company sees the change.
• With view-only access to contacts you see the card but no Add markets or Edit coverage. If a save is refused you'll see "You have view-only access to contacts — ask an admin to change coverage."

Deal pickers use this: a buyer whose Buyer coverage includes the deal's market is listed first in the buyer picker, whatever their Lender coverage says.

There is no markets field on Edit Contact any more — change markets on the tab for the type they apply to. When you first add a contact, the markets you pick apply to every type you picked with them, and you can then change one type at a time here.

Reviews on a tab

You rate someone on what they did for you in that role, so Reviews as a ⟨type⟩ lists only the reviews left for that type, with their average. A review you leave with Leave a review on the Lender tab shows on the Lender tab only — and still counts toward the Team rating in the header, which averages every role. A tab with none says "No reviews as a ⟨type⟩ yet". A "Review pending from a closed deal" banner appears above the card only when the pending review is for that type. A tab that comes through a company files its reviews under the person's matching type: a Title Company tab under Title Company, and a contractor or property management company's tab under Contractor or Property Manager (the card uses your team's own name for that type). If your team has no such contact type, or on a Brokerage tab, there is no reviews card. See Rating and favoriting contacts.

Buy boxes and lending boxes

Buy boxes and lending boxes appear only on the Buyer and Lender tabs. A title contact, an agent, or a seller no longer shows an empty buy-box card — to give a contact a buy box, add the Buyer type first (adding a box to a contact also marks them as a Buyer). These record what a buyer is looking for or what a lender funds, so a dispo agent can see it at a glance instead of digging through notes or a text thread.

On the Buyer or Lender tab the card is always there, and the Add button in its header is always available. An empty card shows "No buy boxes yet" (or "No lending boxes yet") with an icon and description. Adding a box — or the contact being linked to a company that has one — shows it in full.

At the top of the Buy boxes card is a Proof of funds on file toggle, and at the top of Lending boxes are New-investor friendly and Creative financing toggles. These describe the person or company itself, not any one box — flip them once here and they apply everywhere, even if this contact has several buy or lending boxes.

Select Add to open the box editor, which has four sections:

• Basics — an optional label (defaults to "Buy box" / "Lending box" if you leave it blank), an Active toggle, and notes.
• Geography — any combination of states, metro markets, counties, zips, and neighborhoods (all optional; zips must be 5 digits), plus an area-notes field for anything that doesn't fit a dropdown. The metro list covers every US metropolitan area, searchable by name and grouped by state. A new box opens with the states and metro areas from the tab's Coverage card already filled in, so you don't enter them twice — change them freely; editing a box never changes the tab's coverage, and a box you already saved is left as it is.
• Criteria — for a buy box: price range, property types, strategies (your team's own configurable list — see Customizing team field options to enable/disable which ones show up here or request a new one), funding type, bed/bath/sqft minimums, condition tolerance, and close speed. For a lending box: loan range, loan types, rate and points range, max LTV/LTC, minimum down payment, and term length.
• Verification — shows how long it's been since this box was last confirmed with the buyer or lender, and a Mark verified now checkbox to refresh it on save.

If something on the form can't be saved — a zip that isn't 5 digits, say — a "Fix these to save" box appears right above Save Buy Box (or Save Lending Box) listing each field and what to change, so a save never fails without telling you why.

Each box shows a Verified badge: teal for anything confirmed in the last 90 days, amber past that, and a muted "Never verified" if it hasn't been confirmed yet. A quick verify button on each row updates that badge without opening the full editor. Below that, a row of chips summarizes the box's key criteria so you can scan what a buyer or lender wants without opening the editor. For a buy box: price range, strategies, property types, close speed, and "Inspection req'd" if that toggle is on. For a lending box: loan range, loan types, rate and points, and LTV/LTC caps, plus close speed — lending boxes never show property types or toggles. A box with none of that set just shows its label.

If this contact is linked to a company that has its own buy or lending boxes, those appear in a read-only From companies section below your contact's own boxes, with a link to the owning company.

A member without full edit access to contacts sees these cards read-only — no Add, Edit, Delete, or verify controls.

Scorecards

The Buyer, Title, vendor, and Lender tabs each carry a scorecard: how good this person is for your team in that role, in numbers worked out from your deals. There's nothing to enter — it's always current, and it only counts deals you can see. A line under the numbers says what each one is based on. With nothing on record yet it says No history with ⟨name⟩ yet; if it can't load, select Retry.

Buyer scorecard (Buyer tab):

• Deals sent — how many of your deals were emailed to them.
• Response rate — of those, the share where they replied, answered (interested or pass), made an offer, or got a buyer contract — for example, 3 of 10 is 30%.
• Offers — offers they've made, and how many you accepted.
• Avg days to close — on their closed buyer contracts, from signing to closing.
• EMD on time — the share of their signed contracts where the earnest money arrived within 3 business days of signing (buyer contracts don't have an EMD due date, so 3 business days is the rule). It reads Deposit Date under Earnest Money in the deal's Sale section. A contract with a $0 deposit doesn't count; one with a Deposit Amount but no Deposit Date counts as late once the 3 days pass.
• Last offer — when they last made one.

Below the numbers, Deals counts the deals that name them as the buyer: Bought (closed or funded, green) and Cancelled (amber). Contracts counts their buyer contracts — Signed (including ones that later fell through), Closed (green), and Fell through (amber) — and Showings counts booked showings and No-shows (amber). If any of their deals were cancelled, up to the three most recent are listed under Recent cancelled deals with the deal address, the cancellation reason, and the date. Under Recent fell-throughs, up to the three most recent fell-through contracts are listed with the deal address, the reason, and the date. Bought and Closed come from different places — Bought counts deals that name them as the buyer, Closed counts their buyer contracts — so one purchase can appear in both.

Title Company scorecard (Title tab — a vendor tab's scorecard works the same way, named for its role): Deals they worked (as the title company or a vendor on the deal), Closings, Avg days to close (contract date to closing on those closed deals), Paid (the expenses to them marked paid), Markets (where most of their deals are), and their Rating as Title Company from reviews filed under that role.

Lender scorecard (Lender tab): Deals funded (closed or funded deals with them as the lender), Open deals they're the lender on right now, and Last funded. Loan amounts aren't shown yet — they arrive with the loan ledger.

Below the Buyer scorecard, Offers lists any buyer offers this contact has made, if they've made any; selecting one jumps to the offer's deal.

The timeline

On the right of the Overview tab is the Timeline: everything that has happened with this person, newest first, in one list —

• Notes your team left. The note box sits at the top of the timeline; type, then select Post Comment (or press Ctrl+Enter, Cmd+Enter on a Mac). Type @ to mention a teammate.
• Edits — every change to the contact, with who made it: their name, phones and emails, owner, buyer tier, follow-up, the Person details, do-not-contact switches, custom fields, types added or removed ("Added the Buyer type"), and relationships with companies ("Linked to Acme Title (Works at)"). Select Show details on an edit to see each field's old and new value. Changes saved together appear as one entry ("First name and Last name changed"); when you edit a contact, the name and details, each phone and each email save separately, so they can show as separate entries. A change an automator or Ask TED made says so. A run of notes edits by one person a few minutes apart shows as one entry. The details a contact is created with, and changes made by an import, aren't listed as edits.
• Texts and calls with this person, the same items as a deal's Texts & Calls tab — see Texts and calls on a deal or contact. To text them, select Text in the header.
• Emails TED has sent them, each with a Link to deal action if it isn't tied to one yet, and Opened / Clicked 2 once they open it or click a link in it. Select one to read it. See Emailing from a deal for what TED can and can't do with email today.
• Deal links — when the contact was added to a deal as a vendor or a showing party, with a View deal link.

Use the chips above the list — All, Notes, Edits, Texts & calls, Emails, Deals — to see one kind at a time. The Emails chip notes "Showing mail we sent. Incoming mail isn't synced yet." The chip you pick is in the page address, so a link opens on it; older links to the Activity, Emails, or Texts & Calls tabs open the timeline on the matching chip. The timeline shows 50 items at a time — select Load More at the bottom for older ones — and refreshes on its own every 15 seconds.

A brand-new contact shows "Nothing here yet" with a nudge to leave a note or send a text; a chip with nothing in it says so ("No texts or calls yet") with a Show Everything button. If the timeline can't load, you'll see "Couldn't load the timeline" with a Retry button.

Editing

Select Edit Contact to change any of the above — including the Person section (birthday, mailing address, how you met, preferred channel and cadence, do-not-contact switches, and the text-consent record). Removing or adding a type there changes only that type; the rest are left as they were. A removed type's custom field values are kept and come back if you add the type again.