Managing your contacts efficiently keeps your CRM accurate and your team productive. This article covers every action available from the Contacts table view — from individual updates to bulk operations — so you always know what to use and when.
⚠️ Important: The actions panel on the right side of the screen updates automatically based on how many contacts you have selected.
Some actions are only available when one contact is selected. Others appear or change when two or more contacts are selected.
Perform Actions on Contacts
To access contact actions, click Contacts in the left navigation panel to open the Contacts table view.
You can trigger actions in two ways:
Tick the checkbox next to a contact in the table view to open the actions panel on the right.
Open a contact's quick view or full profile and use the action options from there.
Select Contacts
Deselect All
Click Deselect All in the actions panel to clear all currently selected contacts.
Range Selection
Click Range Selection in the actions panel, then enter a From row number and a To row number in the dialogue.
Review the total record count shown, then click Select to confirm.
📌 Note: You can select up to 300 records at one time. The default limit for bulk email sending is 100 contacts per send.
⚠️ Bulk Action Limitations
Bulk selection is capped at 300 records at a time. The following operations are not supported in bulk:
Mass-updating existing contact fields (e.g. email address, phone number) across thousands of records — CSV import creates new records only; it does not update existing ones.
Bulk deleting contacts — deletion must be done individually or in small batches.
"Select All" across the full database — the Select All button only appears when SendGrid is enabled for bulk email sending.
If you need to perform large-scale data updates (e.g. 1,000+ records), please contact your Account Manager about Professional Services, who can assist with backend data operations.
Contact Actions
The following actions are available when one contact is selected.
Add Comment
Select the contact, then click Add comment in the actions panel.
Enter your comment, link any relevant activity or follow-up activity, then save.
Add Task
Select the contact, then click Add task in the actions panel.
Enter the task details, assign it to a user, then save.
Add Meeting
Select the contact, then click Add meeting in the actions panel.
Enter the meeting details and the scheduled time, then save.
Job (New)
Select the contact, then click Job (New) in the actions panel.
Enter the job details, then link the job to the contact and save.
Select the contact, then click Email in the actions panel.
Compose your message, then send.
📌 Note: To send an email to multiple contacts at once, select the contacts, then click Send bulk email via SendGrid in the actions panel. The bulk email limit is 100 contacts per send.
Move to New Company
Select the contact, then click Move to new company in the actions panel.
Select the new company, then confirm the move.
Send Document
Select the contact, then click Send Document in the actions panel.
Attach the document, then send.
Invite to Engagement Hub
Select the contact, then click Invite to Engagement Hub in the actions panel.
Review the confirmation message, then click All good! Send now.
📌 Note: Invitations are sent from your Engagement Hub. Contacts who already have an account in your Engagement Hub will not receive this invitation. To check or customise the invitation content, go to Engagement Hub settings, then open Email templates.
Invite to Portals
Select the contact, then click Invite to Portals in the actions panel.
Select the relevant Brand Site from the dropdown, then click Next.
📌 Note: If the contact has a pending invitation, they will receive a reminder to activate their account instead of a new invitation.
Updates
The following actions update contact records. Several support bulk operations — this is noted under each action.
Add to Hotlist
Select the contact, then click Add to Hotlist in the actions panel.
Enter the number of days for the hot period, then click Save.
📌 Note: To remove a contact from the Hotlist, set the hot period days to 0, then click Save.
This action supports bulk — select multiple contacts and follow the same steps.
Link to Existing Candidate
Select the contact, then click Link to (Existing candidate) in the actions panel.
Search for and select the existing candidate profile, then confirm.
Link to New Candidate
Select the contact, then click Link to (New candidate) in the actions panel.
Complete the new candidate profile details, then save.
Add to Distribution Lists
Select the contact, then click Add to Distribution list(s) in the actions panel.
Select the relevant distribution list, then confirm.
This action supports bulk — select multiple contacts and follow the same steps.
Remove from Distribution Lists
Select the contact, then click Remove from Distribution list(s) in the actions panel.
Select the relevant distribution list, then confirm.
This action supports bulk — select multiple contacts and follow the same steps.
Add Tags
Use Add Tags to bulk-update contacts with industry, functional expertise, and skills tags in one action.
Select one or more contacts, then click Add Tags in the actions panel.
In the Add Tags dialogue, select values from the Industries, Sub Industries, Functional Expertise, and Sub Functional Expertise dropdowns as needed.
Enter any free-text values in the Skills field, then click Save.
📌 Note: Add Tags only appends new tags — it does not remove or overwrite any existing tags.
If a contact already has a tag you are trying to add, the system will not create a duplicate. Sub-industry and sub-functional expertise options are controlled by the parent selection above them. Skills is a free-text field.
🤓 Tip: Use Add Tags from the Advanced Search view to filter contacts by specific criteria first, then bulk-update their tags in just a few clicks.
Merge Contacts
Use Merge Contacts to combine duplicate contact records and keep your database clean.
Select exactly 2 contacts from the same company, then click Merge Contacts in the actions panel.
Follow the on-screen prompts to review and confirm the merge.
⚠️ Important: Both contacts must belong to the same company before you can merge them. If they are under different companies, use Move to new company first, then return and merge. Only 2 records can be selected at a time for a merge.
⚠️ Merge Limitations with External System Integrations
If a contact is linked to an external system such as TimeTemp, Engage, or Digital, you may encounter issues during a merge or delete:
A contact's email address deleted in Vincere may remain reserved in the external system's backend, causing the merge or sync to fail.
Phone numbers on both profiles may not appear in the Merge window, requiring manual data entry.
Vincere's Contact Merge and Delete functions cannot free data that is reserved in a third-party system.
If you encounter these errors, please contact Vincere Support and include the contact IDs and the external system involved. Resolution may require action from the external system's side.
📌 Note: After merging, review the Data Integrity Dashboard to confirm the merge completed as expected. Go to Analytics, then select Data Integrity to access this dashboard. You need the Analytics Advanced permission on your user role to access it. If you cannot see this option, contact your system administrator.
Update Status
Select one or more contacts, then click Update status in the actions panel.
Choose the new status, then apply.
Update Ownership
Select one or more contacts, then click Update ownership in the actions panel.
Select the new owner, then apply.
Update Email Permission
Select one or more contacts, then click Update Email Permission in the actions panel.
Select the new email permission setting, then apply.
Troubleshooting: Email Permission Change Not Taking Effect
If you've updated a contact's Email Permission to Unsubscribed but the change doesn't appear to apply, try the following:
Refresh the page and check the contact's profile again — updates can occasionally take a moment to reflect.
Confirm you clicked Save after selecting the new permission value.
Check that your user role has permission to edit contact email settings.
Try performing the update from the contact's full profile view rather than the table bulk action.
If the issue persists after the above steps, please raise a support ticket with the contact ID and a screenshot of the current permission state.
Delete
Select the contact, then click Delete in the actions panel.
Confirm the deletion when prompted.
⚠️ Important: Deletion is permanent and cannot be undone. Contacts can only be deleted one at a time — bulk deletion is not supported.
Bulk Action Limitations
Not all actions can be performed in bulk. The table below summarises what is and is not supported.
Action | Bulk supported? |
Send email (via SendGrid) | Yes — up to 100 contacts |
Add to Hotlist | Yes |
Add to Distribution Lists | Yes |
Remove from Distribution Lists | Yes |
Add Tags | Yes — up to 300 contacts |
Update Status | Yes |
Update Ownership | Yes |
Update Email Permission | Yes |
Merge Contacts | No — maximum 2 records, one at a time |
Delete | No — one at a time only |
Mass field update (e.g. email address, phone, Brand) | No |
⚠️ Important: CSV import creates new records only — it does not update existing contact fields. If you need to update fields such as Brand, email address, or phone number across a large number of existing records, contact your Account Manager about Professional Services, who can assist with backend data operations.
📌 Note: To edit contact fields that are not available through the actions panel — such as Brand — open the individual contact's full profile.
FastTrack360
Send to FastTrack360
Select the contact, then click Send to FastTrack360 in the actions panel.
In the Preview Data step, review the mapped fields between your system and FastTrack360 — including Status, Company ID, Contact Owner, First Name, Last Name, and Date of Birth.
Confirm the data is correct, then click Send.
📌 Note: All contact data is sent to your FastTrack360 account automatically once confirmed. Review the field mapping carefully in the Preview Data step before sending, as this action pushes data directly to FastTrack360.
To send multiple contacts at once, select two or more contacts, then click Bulk send to FastTrack360 in the actions panel.
Audit Log
Select the contact, then click Audit Log in the actions panel.
Review the full history of actions recorded against that contact.
FAQs
Q1: Why are some actions missing from my actions panel?
Answer: The actions panel updates based on your selection. Actions such as Add comment, Add task, Add meeting, Job (New), Send Document, Link to Existing Candidate, and Link to New Candidate are only available when a single contact is selected. Select just one contact to see the full list.
Q2: Can I delete multiple contacts at once?
Answer: No. Contacts can only be deleted one at a time. If you need to remove a large number of records, contact your Account Manager about Professional Services through the chat messenger.
Q3: Will Add Tags remove or replace existing tags on a contact?
Answer: No. Add Tags only appends new tags to the contact record. Existing tags are never removed or overridden. If you attempt to add a tag the contact already has, the system will not create a duplicate.
Q4: What should I do if a contact merge fails because of an external system link?
Answer: If a contact is linked to an external system such as TimeTemp, Engage, or Digital, the merge may fail because data such as an email address is still reserved in that external system. Reach out through the chat messenger with the contact IDs and the external system involved — resolution requires action from the external system's side.
Q5: My email permission update is not taking effect — what should I do?
Answer: Refresh the page and check the contact's profile again, as updates can take a moment to reflect. Confirm you clicked Save after selecting the new permission. If the issue continues, try updating from the contact's full profile view. If it still does not update, reach out through the chat messenger with the contact ID.
Q6: How do I update contact fields like Brand that are not in the actions panel?
Answer: Open the individual contact's full profile to edit fields that are not available through the actions panel. For large-scale updates across many records, contact your Account Manager about Professional Services through the chat messenger.