After migrating data from another CRM, it is common to see contact categories used for lifecycle states (e.g., Active, Inactive, or Pending). In Swivel, it's recommended that every contact has both a category and a status:
Category – High-level classification such as Lead or Client
Status – Lifecycle or engagement state such as Active, Inactive, or Pending
Standardizing categories and statuses makes reporting, filtering, and automation more consistent and reliable.
When to update categories and statuses
Contact categories and statuses should be used for their intended purposes:
Field | Recommended Use | Examples |
Category | High-level classification | Lead, Client |
Status | Lifecycle, engagement, or condition indicators | Active, Inactive, Pending |
Tip: Categories and statuses can both change over time. For example, a contact may move from category Lead → Client, and from status Pending → Active.
Decision pattern
Does the category represent a high-level classification?
Yes → Keep it as a category.
Does the category represent a lifecycle, engagement, or condition?
Yes → Move that information into a contact status.
Perform updates carefully
Use Advanced Filters to locate all contacts with the category or status you want to update.
Perform Bulk Updates to standardize statuses and categories.
Example
Before:
Contact Category: Active Client
Contact Status: [empty]
After:
Contact Category: Client
Contact Status: Active
This approach ensures every contact has both a category and a status, and that state information is properly tracked in status rather than being mixed into categories.
How to update statuses in bulk
To consolidate state information into contact status and ensure every contact has the correct category:
Go to Contacts.
Click Advanced Filters.
Filter by the category you want to update (e.g., Contact Category = Active Client).
At the top of the page, click the three-dot action menu and select Bulk Update.
Select Contact Category as the field to update
Choose the correct category value (e.g., Client)
Choose the correct status value (e.g., Active)
Click Submit.
Important: Always filter carefully before performing bulk updates.
Important Considerations
Swivel recommends every contact have both a category and a status.
Categories like Lead and Client should remain consistent.
Statuses capture lifecycle, engagement, or condition information and should be updated as contacts change over time.
Every firm’s data may differ; adjust your approach as needed.
For complex scenarios, contact Swivel Support.