What This Article Covers

This article covers how to manually add a new contact to your CRM, how to search for and edit an existing contact record, and how Keap handles duplicate contact entries.

How to Add a New Contact

There are two ways to open the new contact form depending on where you are in the app.

1. Click the Plus (+) icon in the top navigation bar and select Contact from the drop-down menu to open the new contact form from anywhere in the app.

   

   Alternatively, if you are already in the Contacts section, click the plus button next to the filter and sort buttons at the top of the contacts list to open the new contact form directly.

   

2. In the new contact form, click Show more fields at the bottom of the form to reveal additional contact fields beyond the default set.

   

   The Show more fields link expands the form to display additional fields such as company, website, birthday, and custom fields.

3. Optional: To access your custom fields while adding the contact, select an internal form to use instead of the default new contact form. Internal forms can include custom fields not shown in the standard form.
4. Fill in the contact's information in the available fields.

5. Click Save in the upper-right corner of the form to create the contact record.

   

6. After saving, a confirmation panel appears with the following options — select whichever action you want to take next:

   • View the new contact record
   • Introduce yourself with an email
   • Send an appointment booking link
   • Add another contact
   • Close the window

   

   The confirmation panel displays five next-step options. Select the action that fits your workflow or close the panel to return to the contacts list.

How to Search for and Edit a Contact Record

1. Click Search in the top navigation bar and type the contact's name or email address to find their record.

   

2. Click the contact's name in the search results to open their contact record.

   

   Optional: To view all search results as a list rather than selecting a single contact, click the View results button at the bottom of the search results panel. This is useful when you want to browse through multiple matching contacts without running the search again.

   

   Optional: If the contact does not exist yet, you can create a new contact record directly from the search results panel without closing the search.

   

3. On the contact record, click the Edit button in the upper-right corner to open the contact editor.

   

4. Make the changes you need in the contact editor. When adding or reviewing phone numbers, verify that the Phone type is classified correctly for each number. Keap now defaults new phone numbers to the Mobile phone type. If a phone number was previously saved with a type of Other or with no type selected — which was the default in earlier versions of Keap — update the phone type to the correct classification so the number is routed accurately for calls and text messages.

   

   The Phone type drop-down is displayed next to each phone number field in the contact editor. Select the appropriate phone type — Mobile, Work, Home, or Other — for each number on the record.

How Keap Handles Duplicate Contacts

If you attempt to add a new contact using an email address that already exists in your CRM, Keap will display an error message instead of creating a duplicate record. The error includes a link to the existing contact record so you can view or update the contact rather than creating a second entry for the same email address.

The duplicate detection error message appears when you click Save and the email address entered matches an existing contact. Click the link in the error message to open the existing contact record.