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Clients and contacts

Contact management software with every conversation on the record

BaseCloud CRM is a contact management system for teams. Each client record holds its contacts, your own custom fields, files, and every call, text, WhatsApp message and email. Import your list, filter it any way you need, and act on hundreds of records at once.

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See pricing · Every feature is on every plan.

At a glance

  • Clients and their contacts on one record
  • Custom fields and tables you design
  • Every call, text and email logged
  • Filters, bulk actions and export
  • Access by role, team and field

The problem

A contact list is not a client database

Most businesses start with a spreadsheet, a shared mailbox and the contacts on each person's phone. That works until two people need the same customer's history at the same time.

  • The spreadsheet nobody owns

    Names and numbers are in a sheet, but it can't show the last call, the last email or who is following up.

  • Contacts on personal phones

    Customer numbers are saved on each person's cell. When that person leaves, the contacts and the conversations leave too.

  • The same customer, three times

    Sales, accounts and support each keep their own copy, and nobody is sure which phone number is current.

  • No history when the phone rings

    Whoever answers can't see what was promised last week, so the customer has to explain it all again.

How it works

From a messy list to a working client database

  1. Set up your fields

    Add the custom fields your business needs, such as client value, service, start date or location. Give choice fields their own options and colors.

  2. Import your contacts

    Download the import template, fill it in and upload it as a CSV. BaseCloud checks the file first and shows you any rows with errors before anything is saved.

  3. Connect your channels

    Link your mailbox and add your phone numbers. From then on, calls, texts, WhatsApp messages and emails are logged on the right client.

  4. Filter, act and automate

    Filter the list, select the records you want and edit, message or export them together. Workflows keep records up to date after that.

What it does

Everything a contact management system should do

Client records, custom fields, filters, bulk actions and permissions are part of BaseCloud CRM on every plan. You decide what a record holds and who can see it.

  • Clients and contacts

    A client can be a company or a household with several contacts, each with their own details. A contact can be linked to more than one client, so a person who works with two of your customers is stored once.

  • Custom fields

    Add text, number, currency, date, checkbox, single and multiple choice, file, user and location fields. A client field links one record to another, such as a referrer or a parent company. Contacts have their own custom fields too.

  • Custom tables on the client

    When a client has many of something, such as policies, properties, orders or vehicles, add a table to the record with one row for each and the columns you choose.

  • Every conversation on the record

    Calls, texts, WhatsApp messages and emails are logged on the client. Calls are recorded and transcribed with an AI summary, so anyone who opens the record can catch up quickly.

  • Files in folders

    Drag files onto a client and sort them into folders. Preview them in the CRM, attach them to an email or send a PDF for e-signature.

  • Search and filters

    Search the client list, or filter it by status, manager, origin, date, any custom field or a custom table. Choose which columns the list shows.

  • List and Kanban views

    See your clients as a list or as a Kanban board grouped by status. Drag a card to another column and the client's status changes.

  • Bulk actions

    Select the clients you filtered and edit their fields, send them an email or a text, add a note to each, export them or delete them in one step.

  • Roles, teams and field access

    Teams can be limited to the clients that match their rules. Each custom field has an access level, and each user has a level for viewing and a level for editing, so sensitive fields stay with the people who need them.

  • Activity log

    See who changed what and when, filtered by person and date. Changes made by automation or through a connected AI app are logged too.

Reference

What goes into a client record

A quick reference for what you can store, how records arrive and what you can do with a filtered list.

Custom field types

  • Text and multi-line text
  • Number and currency
  • Date
  • Checkbox
  • Single and multiple choice
  • One file or several files
  • One user or several users
  • One client or several clients
  • Location

How contacts get in

  • Created by hand on the Clients page
  • CSV import from a template
  • Website forms and Facebook Lead Ads
  • Webhooks and the public REST API
  • Workflows that match or create a client
  • The business card scanner

Bulk actions on a selection

  • Edit one or more fields
  • Send an email
  • Send a text
  • Add a workflow note
  • Export to a file
  • Delete

On every client record

  • Contacts and their details
  • Custom fields and tables
  • Calls, texts, WhatsApp and email
  • Files and folders
  • Quotes and invoices
  • Notes and tasks

One platform

Contact management that the rest of the CRM builds on

The client record is where every other part of BaseCloud meets. These features write to it and read from it, so a contact never has to be entered twice.

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Step-by-step docs

See every BaseCloud CRM feature

FAQ

Questions buyers ask

What is contact management software?
Contact management software stores the people and companies you do business with in one shared place, along with their details and the history of your dealings with them. A simple contact manager stops at names and numbers. A CRM like BaseCloud also logs the calls, texts and emails, tracks each client's status and lets you act on the list.
What is the difference between a contact management system and a CRM?
A contact management system is the database of who your customers are. A CRM adds what happens with them, such as conversations, a sales pipeline, quotes, invoices and automation. BaseCloud is a CRM with the contact management system at its center, so you get both without a second tool.
Can I import my contacts from a spreadsheet or another CRM?
Yes. Export your list from the old system, copy it into the BaseCloud import template and upload it as a CSV file. Your custom fields are columns in the template. The file is checked before the import, and rows with errors are listed and skipped so you can fix them. See the bulk imports guide.
Can I add my own fields to client and contact records?
Yes. Add custom fields to clients and to contacts, in types such as text, number, currency, date, choice, file, user and location. For repeating details, such as each policy or property a client has, add a custom table to the record.
How does BaseCloud handle duplicate contacts?
Workflows that bring in leads can match an existing client first and only create a new one when there is no match. When two records turn out to be the same customer, a user with the right permission can merge one client into the other. The merged record is archived, its history moves to the client you keep, and the merge can't be undone.
Who can see and edit our contacts?
You decide. Roles and teams control which clients each person can see, and each custom field has an access level for viewing and editing. Sign-in supports two-factor authentication, and the activity log shows who changed a record and when.
Can I get my contacts out again?
Yes. Select or filter the clients you want and export them to a file, choosing which client details, contacts and custom fields to include. The public REST API can read the same records if you want to connect another system.

Put every client on one record

Book a demo to see client records, custom fields, filters and the conversation history on a live account, or start a free trial.

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