Contacts represent your relationships with people, households, companies, and trusts in Wealthbox. Each contact is stored in its own contact record, where you can organize contacts by contact type (such as Prospect, Client, Past Client, Vendor, or Organization) or by using tags.

Contact records allow you to store detailed information and manage your ongoing relationships. For each contact, you can record notes, create tasks, add special dates and tags, upload files, create opportunities and projects, and link the contact to other CRM records throughout Wealthbox.

See Also

• Product Tour Video: Contact Management
• How-to Video: How to Add a Contact

The Types of Contact Records in Wealthbox

Wealthbox supports four types of contact records, each designed to help you organize different types of relationships.

Person

A Person record represents an individual.

Use Person records for clients, prospects, colleagues, or any individual with whom you correspond or maintain records. Person records can also be related to Households, Companies/Organizations, and Trusts.

Household

See also: What are Household Records & their best practices?

A Household record represents a group of people who share a household, typically family members living at the same address.

Households help organize and manage relationships at the family level, such as spouses and dependents. A Household can have associated People, Trusts, and Companies/Organizations linked to it.

Company/Organization

A Company/Organization record represents a business, firm, or institution.

Use Company/Organization records to track relationships with businesses, service providers, employer groups, and other organizations. Organizations can also have People (employees or contacts) associated with them.

Trust

A Trust record represents a legal trust, such as the Smith Family Revocable Trust.

Trust records allow you to track activities, communications, and relationships specific to the trust. They can also be linked to related People (trustees, beneficiaries, advisors) and Households.

How Do Contact Records Get Into Wealthbox?

There are several ways to add contact records to Wealthbox. Whether you're creating contacts individually, importing them in bulk, or syncing them from another platform, Wealthbox provides flexible options for building and maintaining your CRM.

Manual Entry (One-by-One Creation)

You can manually create a contact at any time from within Wealthbox.

See: How-to Video: How to Add a Contact

Best For: Adding contacts during your day-to-day work.

Adding Activities and Contacts at the Same Time

You can streamline your workflow by creating a new contact while simultaneously creating an opportunity or starting a workflow. This keeps your contact records and related activities connected from the start.

See:

• How to Create an Opportunity and a Contact at the Same Time
• How to Start a Workflow and Create a Contact at the Same Time

Bulk Import via CSV File

The Contact Import tool allows you to import contacts using CSV or Excel files.

See: How do I import Contacts?

Best For: Adding contacts from spreadsheets or other applications.

Data Migration (From Another CRM or Data Source)

Wealthbox's Data Migration team provides tools and support for migrating data from other CRM platforms, including Redtail, Salesforce, Junxure, and others.

Best For: Firms or advisors transitioning from a different CRM to Wealthbox.

Syncing with Third-Party Integrations

Many Wealthbox integrations can automatically sync or import contact records.

Examples: LPL ClientWorks integration and Wove.

See all integration partners here: Integrations

Wealthbox API

For firms with custom technology solutions, Wealthbox offers an API to programmatically add or update contact records.

Best For: Firms with technical resources to automate data flows.

Email Capture

Email Sync: Create New Contact

Users can click on the name in the From and To in emails synced to Wealthbox to display an "Add contact" prompt.

See: How do I create a Contact using Wealthbox Mail?

Best For: Quickly capturing new contacts through email correspondence.

BCC to Wealthbox

Using the Wealthbox Mail BCC feature, emails sent with the BCC address will automatically create contacts when an existing record is not found.

Best For: Automatically capturing contacts through email correspondence.

Common Contact Record Questions

Can I change the contact type in Wealthbox (e.g., from a Person to a Business or Trust)?

No, contact types cannot be changed after the contact is created. For example, a Trust cannot be converted into a Person, and vice versa.

While you can’t directly change the type of an existing contact, you can achieve this by following these steps:

1. Duplicate the Contact: Create a new contact record and select the correct contact type (e.g., switch from Person to Business) during the creation process.
2. Handle the Original Record: Once the new contact is saved, you have two options for the original record:
   • Delete the old contact if it’s no longer needed.
   • To preserve its history, change its status to Inactive.

Historical data cannot be automatically transferred to the new contact. However, you can:

• Manually recreate or relate the relevant data (such as notes, tasks, or activities) to the new contact.
• Alternatively, you can keep the original contact as a related contact on the new record to maintain access to its history.

Can a person contact record be part of multiple companies?

No, each contact can only be part of one company at a time. However, you can change the name of the company they are part of by going into “Edit Contact” and changing the Company name.

How should we handle a deceased contact in Wealthbox?

If a client has passed away, we recommend updating their contact record in the following manner:

Add a "Date of Death"

Under the contact record’s “Special Dates” section, add the individual’s Date of Death.

The Daily Digest email that Wealthbox sends only includes that day's birthdays, anniversaries, and client since dates. Contacts with a Date of Death do not currently get added to the Daily Digest, despite their active or inactive status.

Update the Contact Status

Change the contact record’s “Status” field to “Inactive.” This status indicates the contact is no longer active and ensures you won’t receive notifications for special dates associated with them.

Filtering Benefits

By marking deceased or past clients as inactive, you can easily filter your contact lists to focus only on active clients, helping you avoid including past or deceased individuals in reports or communications.

What about deceased individuals who are part of a Household record?

We recommend keeping the deceased individual linked to their Household record as a family member. However, mark their personal contact record as Inactive. This approach preserves historical activity and maintains the integrity of the Household’s relationship history, while clearly indicating the individual is no longer active.

Need Help?

If you need assistance setting up Custom Objects, configuring relationships, or importing records, please contact Wealthbox Support.