Managing Contacts

The Fund Flow CRM allows you to centralize your investor database and track contacts through every stage of the fundraising pipeline — from first touch to active investor.

Adding a Contact

1. Navigate to Contacts Click CRM > Contacts in the main sidebar.

2. Add New Contact Click the + Add Contact button in the top right.

3. Enter Basic Details

   • Name & Email: Required for identity and investor portal login.
   • Tagging: Add tags like VIP, High Net Worth, or Family Office for easy filtering later.
   • Pipeline Stage: Set their current status in your fundraising funnel.

4. Investment Preferences If known, enter their criteria to help match them with future deals:

   • Target IRR: Minimum return they are accepting.
   • Risk Tolerance: Conservative, Moderate, or Aggressive.
   • Asset Classes: Multi-family, Industrial, Office, etc.

Importing Contacts via CSV

Bulk-load your existing investor database without manual data entry. Each import batch supports up to 10,000 contacts.

1. Download Template Click Import and download the CSV template to ensure your column headers match Fund Flow's expected field names.

2. Upload File Drag and drop your filled CSV file onto the import panel.

3. Map Fields Confirm that each column maps to the correct Fund Flow field (e.g., "Phone Number" → phone, "Investor Type" → contactType). Unmapped columns are skipped — no data is lost.

4. Review & Confirm A preview shows the first five rows. Resolve any validation warnings (duplicate emails, invalid phone formats) before finalizing the import.

Custom Fields

Standard fields cover most use cases, but every firm tracks unique data. Custom fields let you capture anything — fund preference, referral source, accreditation expiry date.

• Go to Settings > CRM > Custom Fields.
• Click + Add Field and choose a type: Text, Number, Date, or Select.
• Custom fields appear on the contact detail page and are available as segment filter criteria.

Tagging System

Tags are free-form labels you apply to contacts for flexible grouping without rigid pipeline stages.

• Apply multiple tags per contact (e.g., Accredited, LP Network, Warm Introduction).
• Tags are searchable and filterable from the Contacts list view.
• Use tags as segment criteria to build dynamic lists for email campaigns.

Common tag conventions used by operators:

Pipeline Stages

The pipeline gives every contact a clear position in your fundraising funnel. Stages progress from initial awareness through to long-term investor status.

Move contacts between stages by opening the contact detail page and selecting from the Pipeline Stage dropdown. The change is logged automatically in the activity history.

Pipeline Metrics

The Pipeline view (accessible from CRM > Pipeline) surfaces aggregate metrics across your funnel:

• Conversion Rate: Percentage of Prospects who reach the Committed stage.
• Time in Stage: Average days a contact spends in each stage before advancing.
• Drop-off Analysis: Where contacts most commonly stall or go cold.

Use these metrics to identify bottlenecks — for example, a long average time in the Qualified stage may indicate your deal flow or IRR targets are not resonating.

Activity History

Every interaction with a contact is logged in a chronological activity feed on the contact detail page:

• Emails sent and received (when Gmail is connected)
• Pipeline stage changes with timestamps
• Documents sent or signed
• Notes added by team members
• Deal associations created or updated

The activity feed gives your team a complete relationship history without switching between tools.

Linking Contacts to Deals

Associate a contact with one or more deals to track investment interest and commitments.

1. Open the contact detail page.
2. Scroll to the Deals section and click + Link Deal.
3. Search for the deal by name and confirm.

Once linked, the contact appears on the deal's investor list, and commitment amounts roll up to the deal's fundraising total. A single contact can be linked to multiple deals across different pipeline stages.