Contact Type - What They Are

The Contact Type defines the kind of entity you're working with such as Company, Individual, Strategic Partner, etc. Assigning the Contact Type is the highest level of contact organization.

🔍 Tip: Your Swivel account comes pre-configured with Company and Individual Contact Types.

When you add a new contact, Swivel will display the configured Contact Types for your account. You will select the appropriate Contact Type or you can click the Create Contact Type button to add a new, unique type.

Add Contact Type from the +New Contact Button

Navigate to your contacts > click the +New Contact button
Select the +Create Contact Type option on the drop-down
Complete New Contact Type form pop-up window.
1. Name
2. Contact Intent
  1. Unspecified: default option
  2. Individual: this contact is a person that you will likely have demographic information on such as address, phone number, email, etc.
  3. Organization: this contact is not an individual but rather an entity such as a Company, Trust, etc.
3. Description
4. Position (display order)
5. Allow Name Details (Must enable in order to add SSN, Legal Name, DOB, Medicare Number, etc.)
6. Allow Primary & Secondary Contacts (This should be reserved for Trusts, Committees, Companies and Organizations.)
7. Allow Members (If selected, this will allow you to link contacts as members and display on the record. This should be reserved for Trusts, Committees, Companies and Organizations.)
8. Rollup Member Data (If selected, notes and products for this contact will also display when you View Associations.)
9. Association Only (Do Not Enable, feature coming soon!)

4. Click Save button

Edit Contact Types from the +New Contact Dropdown

Navigate to your contacts > click the +New Contact button
Click the Edit iconnext to the Contact Type you wish to edit.
Complete the Edit Contact Type form
Once complete, > click Save button.

Contact Category - How You Group Them

The Contact Category helps you group contacts based on their relationship to your business.

For example, Swivel comes pre-configured with the below recommended Contact Categories:

Leads: Interested but not yet clients
Clients: Current or past customers

Use Categories to segment outreach so you can easily target specific groups with tailored communication and marketing.

Add Contact Category from New Contact Form (Most Common)

Navigate to your contacts > click the +New Contact button and select desired Contact Type
Complete the Contact Category field on the New Contact form pop-up
1. Contact Category
  1. Type in new contact category, once saved the contact category will be available for the associated Contact Type.
Click Save button

🔍Tip: You can pin a Contact Category to the main navigation menu by clicking Show on main menu from Data Setup > Contact Category.

Contact Status - Where They Are

The Contact Status tracks were the contact is in the lead to client journey and is connected to the Contact Category.

Recommended Contact Status for Leads

New - A lead that has just been added to the system
Pending or In Progress - Contacts that you are engaged with who have potential to become clients.
Active - A lead that is actively interacting with you and has shown interest in your services **This is a great time to create an Opportunity for the contact.
Inactive - These contacts are not currently engaging with you or your business, but they might still return in the future.
Unqualified - A lead that has been determined to not be a good fit.

Recommended Contact Status for Clients

Active - A client who is currently engaged and has an active policy.
Inactive -A client who was previously active but no longer has an active policy. This is also the recommended status for clients who have passed away.
Child of Client - A contact that is insured but it is the parent who owns the policy. This would be used if the contact is a minor or is not the decision maker/product owner.

Add Contact Status from the New Contact Form (Most Common)

From the main navigation menu, navigate to Contacts > click the +New Contact Form button
Select the desired Contact Type
Complete New Contact Type form pop-up window > Add the desired Contact Status.
Once complete > click Save button

🔍 Tip: Once you have added a new Contact Status, it will be available for all Contacts with the same Contact Type and Contact Category.

Advanced Customization from Data Setup Page

Who should use this:

Users with the Owner and/or Manager user role have access to advanced configuration options from the Data Setup page within Settings.

Customize Contact Types from Data Setup

Navigate to Settings and select Data Setup > click Contact Types
Select the +New button
Complete New Contact Type form pop-up window.
1. Name
2. Contact Intent
  1. Unspecified: default option
  2. Individual: this contact is a person that you will likely have demographic information on such as address, phone number, email, etc.
  3. Organization: this contact is not an individual but rather an entity such as a Company, Trust, etc.
3. Description
4. Position (display order)
5. Allow Name Details (Must enable in order to add SSN, Legal Name, DOB, Medicare Number, etc.)
6. Allow Primary & Secondary Contacts (This should be reserved for Trusts, Committees, Companies and Organizations.)
7. Allow Members (If selected, this will allow you to link contacts as members and display on the record. This should be reserved for Trusts, Committees, Companies and Organizations.)
8. Rollup Member Data (If selected, notes and products for this contact will also display when you View Associations.)
9. Association Only (Do Not Enable, feature coming soon!)
10. Manage Custom Fields (Use to create a custom field)
Click Save button

Merge Contact Types from Data Setup

Navigate to Settings and select Data Setup > click Contact Types
Click the Merge button
Complete the Merge Contact Types form
1. Merge From (the Contact Type you wish to remove or merge)
2. Merge to (the Contact Type you wish to keep)
3. Remove original Contact Type after Merge (default to yes, recommended)
Once complete, > click Merge button.

Use extreme caution when using Merge. Objects merged cannot be unmerged.

Customize Contact Categories from Data Setup

Navigate to Settings and select Data Setup > click Contact Categories
Select the +New button
Complete New Contact Category form pop-up window.
1. Name
2. Category Intent
  1. Lead
  2. Client
  3. Other
3. Description
4. Position (display order)
5. Badge Color (the color of the icon displayed on the contact)
6. Show on main menu (enable if you want this Contact Category to have a tab available on the main navigation menu)
7. Widgets * (Coming soon!)
  1. Show temperature widget
  2. Show activity widget
  3. Show review widget
  4. Show birthday widget
8. Manage Custom Fields (for custom fields specific to the Contact Category)
Click Save button

Customer Color of Contact Categories from Data Setup

Navigate to Settings and select Data Setup > click Contact Categories
Click the Action Menu/ Ellipsis for the Contact Category you wish to edit, > click Edit.
On the Edit Contact Category form, > click on the square displayed on the Badge Color drop-down.
1. Select the color and click the Save button in the small color pop-up window
Once complete, > click Save button on the Edit Contact Category form.

Customize Contact Status from Data Setup Page

From the main navigation menu, navigate to Settings > click Data Setup > click Contact Categories
Click the desired Contact Category to add the new Contact Status(es)
Navigate to the Statuses section, and < click +New button
Complete the New Contact Status form
1. Name
2. Description optional
3. Position
4. Badge Color
Once complete > click Save button

Edit Contact Status from Data Setup Page

From the main navigation menu, navigate to Settings > click Data Setup > click Contact Categories
Click the desired Contact Category associated to the Contact Status(es) you wish to edit.
Navigate to the Statuses section, and click the action menu (ellipses) next to the status you wish to edit
1. Options are: Edit, Archive, and Delete