This help article will teach you how to manage the Mapaprop CRM (Contact management)

Contacts (CRM)

The Contacts CRM centralizes all the information about your customers and prospects, letting you manage leads, follow up, and keep your database organized.

Note: We're working to bring all Mapaprop/v1 features to Mapaprop/v2. If you can't find a certain feature, you can access it from the "View Previous Version" link in the top navigation menu.

Overview

The contacts page has a two-panel layout similar to WhatsApp:

• Left panel: Contact list with filters, search, and sorting
• Right panel: Full detail of the selected contact

On mobile devices: The panels are shown one at a time. When you select a contact, you'll see its full detail. Use the "Back to contacts" button to return to the list.

URLs are shareable: when you select a contact, the URL changes to /contacts/{id} and you can save or share it.

Sales funnel

From the "Manage Sales" button (top right of the listing) you access the Sales funnel: a pipeline view where you track each contact's progress through stages (New → Contacted → … → Won / Lost), with a kanban board and conversion metrics.

Filters and search

Search bar

Search contacts by:

• Name
• Email
• Phone

Type the term and press Enter to search. It's case-insensitive and finds partial matches.

Available filters

On large screens the filters are always visible, above the list. On phones and tablets they open with the filters button.

Filtering by branch is only available to administrators. An agent only sees their own contacts, so the filter doesn't apply to them.

Results counter

Above the list you'll see how many contacts match the filters you applied, and the same number appears in the panel footer. Both respect the active filters: if you filter by a branch, the number is that branch's, not your entire portfolio's.

The Clear button appears when any filter is set and removes them all at once.

Funnel stages

Among the filters there's a Funnel stage selector with the seven stages of the sales funnel: New, Contacted, Qualified, Visit, Negotiation, Won, and Lost. Each option shows in parentheses how many contacts it holds.

When you pick one, the list shows only the contacts in that stage. The All stages option goes back to showing them without filtering by stage.

The counters respect the rest of the filters: if you filtered by branch, each stage shows how many contacts from that branch it holds.

Summary panel

When you open Contacts, the right panel shows a summary of your portfolio. It's divided into three parts:

Composition — how many contacts you have in total, how many have no branch assigned, and how many have gone more than 90 days without activity, plus a chart with the distribution by tag.

Funnel for the period — how many contacts entered each stage over the last 7, 30, or 90 days, and your conversion rate. This block has its own period selector, independent of the list filters.

No activity — the five contacts that have gone the longest without anyone touching them. Click any of them to open it.

Contact list

Each contact in the list shows:

Active contact indicator

The selected contact is highlighted with:

• Light green background
• Green border on the left
• Bold text

Multiple selection

To perform bulk actions on several contacts:

1. Click the checkbox button (above the list)
2. Checkboxes will appear on each contact
3. Select the contacts you need (one by one, or use the master checkbox + "All / None" dropdown)
4. You'll see a counter with the number selected
5. Use the red trash can button to delete the selected ones
6. Use the blue branch button (pi-shop icon) to assign all selected contacts to a branch (administrators only)

Exit selection mode: Click the checkbox button again or the X to deselect everything and return to normal mode.

Add contact

There are two ways to add a new contact:

1. "+" button (round, green) - Located in the toolbar
2. "Add contact" button - In the right panel when no contact is selected

When adding a contact:

• A modal opens with the form
• Fill in the required fields (name and at least email or phone)
• You can assign tags immediately
• The new contact appears in the list and is automatically selected

Import contacts

Besides loading them one by one, you can import your entire database from an Excel or CSV file. In the listing's toolbar, click the upload icon (pi-upload) to open the import wizard, which guides you step by step: upload the file, map the columns to Mapaprop's fields, preview, and confirm.

Active contacts

Mark the contacts you're working with as active to always have them on hand from the top menu and from a dedicated page, without having to search for them each time. Active contacts are saved in your account (not in the browser) and sync across your devices.

Contact detail

When you select a contact from the left panel, the right panel shows:

Section 1: Basic information

Section 2: Tags

• View all tags assigned to the contact
• Add new tags from the selector
• Remove tags by clicking the X on each tag
• Tags have automatic colors for visual identification

Section 3: Internal notes

• Space for private notes about the contact
• Automatically saved when modified
• Useful for recording preferences, agreements, or follow-ups
• Only visible to your team; the contact can't see them

Section 4: Message history

Shows all Inbox conversations associated with this contact:

View full conversation: Click any message in the history to open the Inbox with that conversation.

Section 5: Favorite properties

List of properties the contact marked as favorites on your website:

• Property thumbnail image
• Full address
• Current price
• Button to view the full property

Actions on the contact

In the detail panel you'll find action buttons:

Deletion confirmation: When you delete a contact, the system asks for confirmation and warns you the action can't be undone.

Pagination and progressive loading

The contact list loads in pages of 30 contacts:

• Initial scroll: Shows the first 30 contacts
• "Load more" button: Appears at the end of the list when there are more contacts
• Loading indicator: Spinner while more contacts are loading
• Scroll position: Kept when navigating between contacts (you return to the same spot in the list)

Tags

Tags let you categorize and segment your contact database. There are two types:

• System tags: a fixed set that comes with Mapaprop (Tenant, Owner, Interested, Opportunity, Meet, Cold, Abandoned, and more). They're available in every account and can't be edited or deleted.
• Custom tags: the ones you create with your own name and color, to adapt the CRM to your way of working.

What are they for?

• Organize contacts by type (Customer, Prospect, Investor, etc.)
• Segment by lead status (Hot, Warm, Cold)
• Quickly filter specific groups
• Visually identify contact types

Assign tags to a contact

From each contact's detail panel (Tags section) you can assign or remove tags, both system and custom ones. Assigning tags is available on all plans and for all roles.

Manage custom tags

To create, edit, or delete your own tags, use the "Manage tags" button (pi-tag icon) in the listing's toolbar. This opens a panel where:

• Create: enter a name and choose a color from the palette.
• Edit: change the name or color of your custom tags.
• Delete: delete a custom tag (it's automatically removed from every contact that has it).

System tags appear at the top in read-only mode; your custom ones appear below, with edit and delete buttons.

Tag counter

In the filter selector you'll see how many contacts each tag has assigned, making it easier to segment your database.

Delete contacts

Individual deletion

1. Select the contact in the list
2. In the detail panel, click Delete
3. Confirm the action in the dialog
4. The contact is deleted and you return to the list view

Bulk deletion

1. Turn on selection mode with the checkbox button
2. Select the contacts you want to delete
3. Click the red trash can button
4. Confirm the deletion in the dialog
5. The contacts are deleted in bulk

Important: Deleting contacts is permanent and can't be undone. Make sure you're certain before confirming.

Export (download) contacts to CSV

You can download your contact database as a CSV file to open it in Excel or Google Sheets, make a backup, or import it into other systems (external CRM, marketing tools, mailings, etc.). CSV is a comma-separated text file that any spreadsheet program can open directly.

How to download

1. In the listing's toolbar, click the download icon (pi-download).
2. A confirmation modal opens informing you:
   • How many contacts you're going to export (the number respects any active filters).
   • The columns the file will include.
   • That the file works with Excel, Google Sheets, or other systems.
3. Confirm with Download CSV. The file downloads to your device automatically.

Which contacts are downloaded

The download isn't always your entire database: it brings exactly the set determined by your filters and your role. This is important to understand what you'll get.

1. According to the active filters — the download brings exactly what you see on screen. Every filter counts: tag, text search, branch, both date ranges, operation, property type, code, and funnel stage.

The number we show you before downloading is the actual number of rows the file will have.

To download your entire database, first tap Clear.

2. According to your role — the download respects branch isolation:

What the CSV includes

One row per contact, with all its data columns and relationships:

Shareable URLs

Each contact has a unique URL: /contacts/{id}

Advantages:

• Save the link as a favorite for quick access to important contacts
• Share the link with your team
• The browser remembers the last contact visited
• You can use the browser's "Back/Forward" to navigate between contacts

Inbox integration

The CRM is fully integrated with your Inbox:

• Automatic creation: When you receive a new message, the contact is created automatically
• Unified history: All Inbox conversations are shown on the contact's profile
• Smooth navigation: From a message in the Inbox you can go to the contact, and vice versa
• Synced data: Email and phone are updated automatically from the messages

Tips

• Use tags consistently: Create a categorization system and apply it to all contacts
• Add internal notes: Record key information at each follow-up (preferences, agreements, date of the next contact)
• Review the history: Before contacting a customer, review their previous inquiries in the message history
• Make the most of filters: Combine tags and sorting to segment your database efficiently
• Save URLs: Create browser favorites for key contacts (investors, VIP customers)
• Clean up regularly: Delete duplicate or inactive contacts to keep your CRM organized

Premium features: Some features on this page require an active subscription. Manage my plan

Found a problem? You can report it in our Technical Support section.

Related

Sales funnel

Customer service

Add Contact

Edit contact

Contact

Activate Contact

Active contacts

Property Contacts

Search contacts

Import contacts