How to use the CRM — Henry Group

02Finding your way

Three tabs run along the top:

Contacts — the whole book. This is home; the Henry Group logo always brings you back here.
Uncategorized — new people caught by email sync, waiting to be filed. See §5.
Lists — named groups of contacts for outreach and Mailchimp campaigns. See §6.

Companies and properties don’t have tabs — you reach them by clicking through from a contact. Your initials in the top-right corner open the menu with Log out.

03The Contacts tab

One searchable table of everyone. The search box (top left) filters as you type across names, companies, phones, and emails. On the right of the toolbar:

Filters — narrow by status (Prospect, Called, Contacted, Met With, Pitching, Client) and by tags (pick several — a contact matching any of them shows). A badge on the button reminds you filters are on; Clear all filters resets.
Columns — choose which columns show. Name always stays; Company, Phone, Email, Status are on by default; Property, Tags, and Notes can be toggled on.
+ New Contact — add someone by hand: name, email, phone, status, company (pick or create), and at least one tag — the book stays organized because nobody lands in it untagged. If the email already belongs to someone, the CRM points you to their page instead of creating a duplicate.
⋯ — Export contacts and Import contacts… (see §7).

The table pages by 50 — ← Prev / Next → at the bottom. Click any row to open the person.

04A contact’s page

Everything about one person, editable in place. The ⋯ menu in the header holds Edit contact… (name, title) and Delete contact….

Status

The stage bar across the top shows where they are in the relationship — set it with the dropdown beside it. Statuses run Prospect → Called → Contacted → Met With → Pitching → Client.

Basic info

Contacts hold multiple phones and emails, each with a label (Mobile, Work, Home, Office, Fax… / Work, Personal…). Use + Add phone / + Add email, and Edit on any row. A wrong number isn’t deleted — click ✕ to mark it Bad (with an Undo), so everyone can see it’s been tried and failed rather than dialing it again. Bad entries stay visible but drop out of exports.

Company & properties

+ Set company and + Link property connect the person to the rest of the book. The property picker searches by name, address, or APN and can create a brand-new property on the spot; linked properties show owner, acreage, and assessed value pulled from county parcel data. Property pages carry the full detail grid (type, SF, zoning, cap rate, taxes…) and a mini-map.

Notes & activity

The Notes card saves automatically as you type. The Activity card is the running history — Log activity records a Call, Meeting, Email, or Note with a date, and anyone can add a Comment under an entry. You can edit or delete your own entries; teammates’ entries are read-only to you. Entries marked Synced from email are history carried over from Salesforce.

05Uncategorized — filing new people

When someone new emails a Henry Group inbox — an outside person who isn’t already in the book — the CRM notices and parks them here with whatever it could read from their signature: name, company, phone, sometimes a property. A one-line hint says who they emailed and about what. The email itself is never stored — only those contact fields.

Pick from the queue The left rail lists everyone waiting — search it, click a row, or move through with the arrow keys.
Complete & file The form on the right holds what was extracted. Fix the name, set a status, pick a company (or create one), and add at least one tag. If they mentioned a property, the address box suggests known properties and links on save. The CRM flags a possible duplicate if the email already exists, and shows teammates at the same company domain.
Add or delete Add to Contacts files them into the book. The red Delete throws the entry away — right for vendors, spam, and people who don’t belong in the book. (Each sender is only ever captured once, so deleting won’t cause them to reappear.)

“All clear” means the queue is empty. A quick daily pass keeps new relationships from slipping through.

06Lists & Mailchimp campaigns

A list is a named group of contacts — “Boulder retail owners,” “2026 investor letter” — used for outreach.

Create: Lists tab → + New List, name it, done.
Fill it: on the list page, + Add contacts opens a multi-select search — tick as many people as you need and add them in one go. Remove anyone with the ✕ on their row. You can also add someone from their own contact page (“Add to a list…” card).
Deleting a list never deletes the people on it — just the grouping. Rename or delete from the list’s ⋯ menu.

Send campaign

The Send campaign button stages an email blast to exactly the people on the list:

Fill in the basics Subject, from-name, and reply-to (defaults to you). Click Stage in Mailchimp.
The CRM sets Mailchimp up It syncs the list’s members into the Henry Group Mailchimp audience, builds a segment of exactly these people, and creates a draft campaign aimed at that segment. Anyone who unsubscribed in Mailchimp stays unsubscribed — the CRM never re-subscribes them. Lists cap at 500 recipients per campaign.
Design and send in Mailchimp Open in Mailchimp to review & send takes you to the draft. You design the email and press Send over there — nothing ever sends from the CRM itself. (The draft opens in Mailchimp’s classic editor; the synced audience segment works in either editor.)

07Import & export

Export downloads a CSV of exactly what the table shows — your current search, filters, and visible columns. Filter first, then export, and you have a mailing list or call sheet.
Import takes a CSV with any of: name, company, phone, email, status, tags, address, notes. Rows whose email already exists are skipped (no duplicates), new companies are created automatically, and tags only stick when they match the existing tag list — unknown tags are skipped, with a count so you know.

08Quick answers

Question	Answer
Where did all these contacts come from?	Your Salesforce (Rethink) book was imported — about 42,000 people, with their activity history.
Why can’t I make a new tag?	Tags are a fixed company set so filters mean the same thing for everyone. Ask RealZono to add one.
Someone’s in the book twice	Open the older record and use ⋯ → Delete contact… after copying anything worth keeping. New duplicates are blocked by email automatically.
A phone number is wrong	Mark it Bad (✕ on the row) rather than fixing it in place — the history that it failed is worth keeping. Add the right number with + Add phone.
Does the CRM send email?	Never. Campaigns are staged as Mailchimp drafts; you review and send in Mailchimp.
Does it read our email?	It watches for new outside senders and extracts contact details from their signature into Uncategorized. Email bodies are never stored.
Who can see or edit what?	Everyone signed in sees the whole book. Activity entries and comments can only be edited or deleted by their author.

01Signing in