Articles on: CRM

Managing Companies

Managing Companies


Organize your business relationships by creating and managing company records in your CRM.


What are Companies?


Companies are organizations you work with - clients, vendors, partners, or any business entity. Company records help you:

  • Organize Contacts: Group related contacts under companies
  • Track Relationships: See all interactions with a company
  • Manage Accounts: Handle company-level information
  • Link Records: Connect invoices, projects, bookings to companies


Creating a Company


Quick Create


  1. Go to CRM → Companies
  2. Click "New Company" button
  3. Fill in the form
  4. Click "Save"


Required Fields


  • Company Name: Business or organization name


Optional Fields


Basic Information:

  • Email: Company email address
  • Phone: Business phone number
  • Website: Company website URL
  • Industry: Business industry
  • Size: Number of employees
  • Annual Revenue: Company revenue (optional)


Address:

  • Street Address: Physical address
  • City, State, ZIP: Location details
  • Country: Country


Additional:

  • Description: Company overview
  • Notes: Internal notes
  • Tags: Organize companies
  • Custom Fields: Your custom data fields


Linking Contacts to Companies


When Creating Contact


  1. Create Contact: Go to CRM → Contacts → New Contact
  2. Company Field: Start typing company name
  3. Select Existing: Choose from dropdown, OR
  4. Create New: Click "Create New Company" to add on the fly
  5. Contact Linked: Contact automatically associated


Adding Existing Contact to Company


  1. Open Contact: Go to CRM → Contacts → [Contact Name]
  2. Click Edit: Edit contact
  3. Company Field: Select company
  4. Save: Contact now linked


Multiple Contacts per Company


  • Unlimited Contacts: Add as many as needed
  • Different Roles: Each contact can have different title/role
  • Primary Contact: Mark one as primary (if feature available)


Viewing Company Details


Click any company name to view:


Information Tabs:

  • Overview: Basic information and summary
  • Contacts: All contacts at this company
  • Activities: Timeline of interactions
  • Related Records: Invoices, projects, bookings
  • Notes: Additional notes
  • Custom Fields: Your custom data


Company Relationships


Associated Contacts


View all contacts at company:

  1. Open company
  2. Go to "Contacts" tab
  3. See all linked contacts
  4. Click contact to view details



See all records linked to company:

  • Invoices: All invoices for this company
  • Projects: All projects for this company
  • Bookings: All appointments with company contacts
  • Proposals: All proposals sent to company


Editing Companies


From Companies List


  1. Go to CRM → Companies
  2. Click company name
  3. Click "Edit" button
  4. Make changes
  5. Save


Quick Edit


  1. Hover over company in list
  2. Click "Edit" icon
  3. Make changes inline
  4. Save


Organizing Companies


Tags


Categorize companies:

  1. Open company
  2. Click "Tags" field
  3. Add tags (e.g., "Client", "Vendor", "Partner")
  4. Save


Common Tags:

  • Client Type: "Enterprise", "SMB", "Startup"
  • Industry: "Healthcare", "Technology", "Finance"
  • Status: "Active", "Inactive", "Prospect"
  • Source: "Referral", "Website", "Trade Show"


Filtering


Filter companies by:

  • Tags: Show companies with specific tags
  • Industry: Filter by industry
  • Size: Filter by company size
  • Status: Active, inactive, etc.
  • Search: Search by name, email, website


Sorting


Sort by:

  • Name (A-Z, Z-A)
  • Industry
  • Created date
  • Last activity
  • Any custom field


Custom Fields


Add company-specific fields:


  1. Go to Settings → Custom Fields → Companies
  2. Click "Add Field"
  3. Configure:
  • Name: Field label
  • Type: Text, number, date, dropdown, etc.
  • Required: Make mandatory
  1. Save
  2. Field appears in company form


Common Custom Fields:

  • Account Manager
  • Contract Start Date
  • Annual Contract Value
  • Service Level
  • Support Tier


See Custom Fields for details.


Setting Reminders


Set reminders for company-related tasks:


  1. Open company
  2. Click "Set Reminder"
  3. Configure:
  • Date & Time: When to be reminded
  • Type: Call, meeting, contract renewal, etc.
  • Description: What to do
  1. Save


Common Reminders:

  • Contract renewal dates
  • Quarterly business reviews
  • Annual check-ins
  • Payment follow-ups


See Reminders for details.


Company Activities


All interactions automatically tracked:


Automatic Activities:

  • Company created
  • Company updated
  • Contact added to company
  • Invoice created for company
  • Project created for company
  • Booking made with company contact


Manual Activities:

  • Add note
  • Log call
  • Log meeting
  • Add comment


View Activities:

  • Open company
  • Go to "Activities" tab
  • See chronological timeline
  • Filter by activity type


Bulk Actions


Perform actions on multiple companies:


  1. Go to CRM → Companies
  2. Select companies (checkboxes)
  3. Choose action:
  • Add Tags: Tag multiple companies
  • Export: Export selected companies
  • Delete: Remove companies
  • Assign: Assign to team member
  1. Confirm action


Importing Companies


Import from CSV or Excel:


  1. Go to CRM → Companies
  2. Click "Import" button
  3. Select file
  4. Map columns:
  • Match file columns to SWELL fields
  • Select which columns to import
  1. Preview import
  2. Click "Import"


Supported Formats:

  • CSV (.csv)
  • Excel (.xlsx, .xls)


Required Columns:

  • Company Name


Optional Columns:

  • Email, Phone, Website, Address, Industry, etc.
  • Custom fields


Exporting Companies


Export for backup or external use:


  1. Go to CRM → Companies
  2. Apply filters if needed
  3. Click "Export" button
  4. Choose format (CSV, Excel)
  5. Download file


Exported Data Includes:

  • All company fields
  • Custom fields
  • Associated contact count
  • Tags


Deleting Companies


Single Company


  1. Open company
  2. Click "Delete" button
  3. Confirm deletion


Multiple Companies


  1. Select companies in list
  2. Click "Delete" from bulk actions
  3. Confirm deletion


Warning: Deleting a company also:
- Removes all activities and notes
- Removes reminders
- Unlinks contacts (contacts remain but lose company association)
- Links to related records remain (invoices, projects keep company reference)


Best Practices


  1. Complete Profiles: Fill in as much information as possible
  2. Link Contacts: Always link contacts to companies when applicable
  3. Use Tags: Tag companies for easy organization
  4. Set Reminders: Set important date reminders
  5. Add Notes: Document important information
  6. Keep Updated: Regularly update company information
  7. Use Custom Fields: Add industry-specific fields
  8. Import Regularly: Import companies from other systems


Common Tasks


Adding a New Client Company


  1. Create company with full information
  2. Add primary contact
  3. Add additional contacts as needed
  4. Add custom fields (industry, size, etc.)
  5. Set reminder for onboarding call
  6. Create first invoice or project


Updating Company Information


  1. Open company
  2. Click "Edit"
  3. Update changed fields
  4. Save
  5. Change logged in activities


Finding a Company


  • Search: Use search bar (searches name, email, website)
  • Filter: Use filters (tags, industry, status)
  • Sort: Sort by various fields
  • Recent: Check "Recently Viewed"


Integration with Other Modules


Companies link to:


  • Contacts: Many contacts belong to one company
  • Invoices: Track which companies you've invoiced
  • Projects: See projects for each company
  • Bookings: Link appointments to companies
  • Proposals: Track proposals sent to companies
  • Email: Email communications


Troubleshooting


Can't find a company?

  • Check search/filter settings
  • Try different search terms
  • Check if company was deleted
  • Verify you have access


Company not saving?

  • Check required fields filled
  • Verify name is provided
  • Check for validation errors
  • Try refreshing page


Import not working?

  • Verify file format (CSV or Excel)
  • Check column mapping
  • Ensure company name column present
  • Check for duplicate names


For more help, see Common Issues.


Next Steps



Updated on: 10/03/2026

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