Contacts
[VIDEO EMBED: Managing Contacts in Daylite]
In Daylite, contacts aren't just entries in an address book — they're the central hub that ties your work together. Emails, tasks, appointments, opportunities, and projects all link back to the people and companies involved.
This means you always have what you need before a call, during a meeting, or when picking up where a colleague left off.
People and Companies
Daylite keeps People and Companies as separate record types.
Why this matters:
You can associate multiple people with a single company
Enter the company address once, and everyone linked to that company shares it — no need to copy it to each person
Roles and job titles are specific to each person's position at that company
Opening a company record shows everyone who works there
Creating a Person
Select Contacts > People in the sidebar.
Click + New Person.
Enter their name. Click … to expand fields for prefix, middle name, or suffix.
Add contact details: email, phone, address. Click the label (e.g., "Home") to change it.
Click Save.
Creating a Company
Select Contacts > Companies in the sidebar.
Click + New Company.
Enter the company name and details.
Click Save.
Tip: Adding a profile photo makes it easier to remember who you're meeting with, especially if you're juggling multiple clients.
Linking People to Companies
When you associate a Person with a Company, you can also capture their Role (like Chief Architect or Technical Lead), Job Title, and Department. This helps you know exactly who to contact for what.
Once linked, the Company shows up on the Person's record, and the Person appears in the Company's team list.
To link a Person to a Company:
Open a Person record.
Double-click anywhere on the record or on Edit.
Click + Add Company or press Cmd + L.
Search for and select the Company.
Fill in their Role, Job Title, and Department.
Relationships
You can also connect People to each other — useful for tracking family members, business partners, referral sources, executive assistants, and similar connections.
These links are two-way. Mark Sarah as John's Assistant, and John automatically appears as Sarah's Manager. You only enter it once.
To create a relationship:
Open a Person record.
Click … and select Link.
Search for another Person.
Choose the relationship type (e.g., Assistant, Spouse, Referred By).
Classifying Contacts
Daylite offers two ways to organize contacts: Categories and Keywords.
Category assigns a single label to a contact — like Client, Prospect, Vendor, or Lead. Each contact gets one Category, and they're color-coded so you can spot them at a glance.
Keywords let you tag contacts with multiple labels. A single contact might have "Referral," "Newsletter," and "VIP" all at once.
To assign a Category:
Open a contact record.
Click the Category dropdown.
Select a Category, or click Edit Categories… to create a new one.
To add Keywords:
Open a contact record.
Click + next to the Keywords field.
Type a Keyword and press Return.
Contact Fields
Standard fields cover name, email, phone, and address. You can add multiple entries for each — home, work, mobile — and label them however you like.
You also have:
Details — Open text fields for notes like preferred contact times, interests, or reminders ("watch out for the dog when visiting").
Custom Fields — Define up to 12 text fields and 4 date fields to capture information specific to your business.
To add Custom Fields:
Go to Daylite > Settings > Custom Fields.
Select People or Companies.
Add your fields (e.g., "First Meeting Date," "Contract Renewal").
Activity View
Open any contact and you'll see a timeline of every interaction — emails sent and received, notes, completed tasks, meetings, linked opportunities, and projects. It's organized by date, newest first.
This builds up on its own as you use Daylite. No extra data entry required.
To view a contact's history:
Open a contact record.
Look at the right side of the window for the Activity View.
Scroll through the timeline, or use the search field to locate something specific.
Segmenting Contacts
With hundreds or thousands of contacts, you need ways to zero in on who matters right now.
Filters narrow your list by Category, Keyword, recent activity, linked opportunities, and more. Save any filter as a Smart List and it stays in your sidebar, updating itself as your data changes.
A Smart List for "Prospects with no activity in 90 days" will add people who go quiet and remove them once you reach out — no manual upkeep.
To create a Smart List:
Select People or Companies in the sidebar.
Click the Filter icon.
Set your criteria (e.g., Category is "Lead," Activity not in last 90 days).
Click Save as Smart List.
Example Smart Lists:
Going Quiet — Category is Lead, no activity in 90 days
Active Prospects — Category is Prospect, linked to an open Opportunity
Due Today — Has an incomplete Task due today
Next Steps
People — Detailed guide to People records and fields
Companies — Detailed guide to Company records
Importing Contacts — Bring in contacts from Apple Contacts, Google, or spreadsheets
Segmenting Your Contacts — Advanced filtering and Smart Lists
Last updated
Was this helpful?