Contacts are your relationships with people, households, companies, or trusts. In Wealthbox, the information about your contact is stored in a “contact record page.” Contacts can be organized via “contact types” (eg. prospect, client, past client, vendor, or organization) or through “tagging.” Wealthbox allows you to store detailed information about your contacts. For each contact, you can record notes, create tasks, add special dates, tags, upload files, create opportunities, and projects. You can also “link” contacts to various CRM objects in the system. 

See also:

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

The Type of Contact Records in Wealthbox

Wealthbox supports four distinct types of contacts, each serving a different purpose:

Person

• Represents an individual.
• Used for clients, prospects, colleagues, or any individual with whom you correspond or maintain records.
• Can be related to Households, Companies/Organizations, or Trusts.

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

• Represents a group of people who share a household, typically family members under the same address.
• Useful for organizing and managing relationships at the family level (e.g., spouses, dependents).
• A Household can have associated People, Trusts, and Companies/Organizations linked to it.

Company/Organization

• Represents a business, firm, or institution.
• Ideal for tracking relationships with companies, service providers, or employer groups.
• Organizations can have People (employees, contacts) associated with them.

Trust

• Represents legal trusts (e.g., Smith Family Revocable Trust).
• Allows you to track activities, communications, and relationships specific to the trust.
• Can link the trust to related People (trustees, beneficiaries, advisors) and Households.

How Do Contact Records Get Into Wealthbox?

Wealthbox provides several ways to add and manage contact records efficiently. Whether you are adding contacts individually, importing them in bulk, or syncing them from other tools, Wealthbox offers flexible options to help advisors build and maintain an organized CRM.

Below is a detailed breakdown of the main methods for adding contact records into Wealthbox:

1. Manual Entry (One-by-One Creation)
   You can add a contact manually at any time from within the Wealthbox interface.
   See: How-to Video: How to Add a Contact
   Best For: Quick additions during daily work.
   
2. Adding activities and Contacts at the same time
   Wealthbox allows you to streamline your workflow by adding a new contact while simultaneously adding an opportunity or workflow related to that person. This eliminates the need to navigate through multiple steps, ensuring that your contact records and engagement history are updated together, saving time and improving accuracy.
   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
   
   
3. Bulk Import via CSV File
   Wealthbox has a contact import tool that allows users to import new contact records via CSV and Excel files.
   See: How do I import Contacts?
   Best For: Adding contacts from spreadsheets or other applications.
   
   
4. Data Migration (From another CRM or data source)
   Wealthbox's Data Migration team provides tools and support for migrating from other CRM platforms (e.g., Redtail, Salesforce, Junxure, etc.).
   Best For: Firms or advisors transitioning from a different CRM to Wealthbox.
   
   
5. Syncing with Third-Party Integrations
   Wealthbox integrates with many industry tools and platforms to sync or import contacts automatically.
   Examples: LPL ClientWorks integration and Wove.
   See all integration partners here: Integrations
   
   
6. 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.
   
   
7. 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

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

Q: Can a person contact record be part of multiple companies?
A: 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.

Q: How should we handle a deceased contact in Wealthbox?
A: If a client has passed away, we recommend updating their contact record in the following manner:

1. 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.
2. 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.
3. 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.

Q: What about deceased individuals who are part of a Household record?
A: 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.

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