# Contacts Overview

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## Contacts Overview

Contacts are the people you work with—team members, clients, partners, and stakeholders.

### What are Contacts?

A contact in Kaana represents:

* Team members and colleagues
* Client stakeholders
* Vendor representatives
* External consultants
* Any person you interact with

### Contact Types

| Type         | Description                           |
| ------------ | ------------------------------------- |
| **Internal** | Your organization's employees         |
| **External** | Outside parties (clients, vendors)    |
| **Client**   | Customer contacts                     |
| **Vendor**   | Supplier or service provider contacts |

### Viewing Contacts

#### Contact Directory

Navigate to **Contacts** to see all contacts. The directory shows:

* Name
* Email
* Phone
* Company
* Type

#### Filtering

Filter contacts by:

* **Type** — Internal, external, client, vendor
* **Company** — Specific organization
* **Active Status** — Active or inactive

#### Searching

Search by:

* Name
* Email
* Company
* Phone number

#### Contact Details

Click on a contact to view:

* Full name and title
* Contact information (email, phone)
* Company and department
* Organization associations
* Project involvement
* Activity history

### Creating Contacts

#### Add a Contact

{% stepper %}
{% step %}

### Add a Contact

Navigate to **Contacts**, click **+ New Contact**, fill in the details, then click **Create**.
{% endstep %}

{% step %}

### Fields to fill

* **Full Name** — Person's name
* **Email** — Email address
* **Phone** — Phone number
* **Company** — Where they work
* **Title** — Job title
* **Department** — Their department
* **Type** — Internal, external, client, vendor
  {% endstep %}
  {% endstepper %}

#### Quick Add

{% stepper %}
{% step %}

### Quick Add

When adding contacts elsewhere (projects, organizations), click **+ Add Contact** then **Create New**.
{% endstep %}

{% step %}

### Minimum details

Enter minimum details; complete the profile later.
{% endstep %}
{% endstepper %}

### Linking Contacts

#### To Organizations

{% stepper %}
{% step %}

### Link a Contact to an Organization

Open the contact and click **Link to Organization**.
{% endstep %}

{% step %}

### Select and Set Role

Select the organization and set their role.
{% endstep %}
{% endstepper %}

#### To Projects

{% stepper %}
{% step %}

### Add Contact to a Project Team

Open the project, go to **Team** or **Contacts**, then click **Add Member**.
{% endstep %}

{% step %}

### Select Contact

Select the contact to add them to the project.
{% endstep %}
{% endstepper %}

### Contact Roles

When linking contacts, specify their role:

* Project Manager
* Technical Lead
* Executive Sponsor
* Subject Matter Expert
* Stakeholder
* Custom roles

### Editing Contacts

{% stepper %}
{% step %}

### Edit a Contact

Open the contact and click **Edit**.
{% endstep %}

{% step %}

### Update Fields

Update any field. Changes save automatically.
{% endstep %}
{% endstepper %}

### Deactivating Contacts

{% stepper %}
{% step %}

### Deactivate a Contact

Open the contact and click **Edit**.
{% endstep %}

{% step %}

### Toggle Active

Toggle **Active** to off. The contact is hidden from active lists but preserved.
{% endstep %}
{% endstepper %}

### Deleting Contacts

{% stepper %}
{% step %}

### Delete a Contact

Open the contact, click the **...** menu, and select **Delete**.
{% endstep %}

{% step %}

### Confirm Deletion

Confirm deletion. Note: This removes all associations and cannot be undone.
{% endstep %}
{% endstepper %}

### Importing Contacts

{% stepper %}
{% step %}

### Start Import

Go to **Contacts** and click **Import**.
{% endstep %}

{% step %}

### Use Template

Download the template, fill in your contacts, then upload the file.
{% endstep %}

{% step %}

### Review & Confirm

Review the import and confirm.
{% endstep %}
{% endstepper %}

### Best Practices

#### Keeping Data Current

* Update contact info when it changes
* Deactivate contacts who leave organizations
* Verify email addresses

#### Avoiding Duplicates

* Search before creating new contacts
* Merge duplicates when found
* Use consistent naming

#### Complete Profiles

* Include email at minimum
* Add phone for key contacts
* Specify company and title

#### Organization Links

* Link contacts to their organizations
* Update when people change companies
* Track multiple affiliations

***

Related Articles:

* <https://helpcenter.kaana.com/en/articles/13202336-projects-overview>
* <https://helpcenter.kaana.com/en/articles/13202386-activities-overview>
* <https://helpcenter.kaana.com/en/articles/13202650-organizations-overview>
* <https://helpcenter.kaana.com/en/articles/13203350-api-endpoints-reference>
* <https://helpcenter.kaana.com/en/articles/13225903-search-tips>

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