Use the Contacts page to find individual contact records linked to client or parent records. This page helps you search by contact details, linked client details, communication preferences, and workspace-specific custom fields, then review, export, or contact the matching records.
📌 Note: Use Reset to clear the search fields in the search panel. Use Reset Filter to clear filters applied to the Contacts List.
Search Contact Records
Go to Recruitment Manager, then click Organisation and Contacts.
Review the available tabs: Contact Details, Client Details, Mail Codes, and Custom Fields.
Select the tab that matches the details you know, then enter one or more search values.
Click Search.
Review the matching records in the Contacts List.
Use Export, Reset Filter, or Manage Layout above the results if you need to download the list, clear grid filters, or change the columns shown.
Use the Contact Details Tab
Use Contact Details for most day-to-day searches.
The tab includes these fields:
Basic contact details
First Name
Surname
Contact Title
Contact No.
Mobile Phone
BH Phone
Email 1 or 2
Contact Type
Address details
Address 1 or 2 or 3
Suburb
City
State
Post Code
Country
Status and ownership
Status
Contact Owner
Client Owner
Favourite
Portal User
Date and record filters
D.O.B. From
D.O.B. To
Create Date Range
Created By
Last Update Date
Last Updated By
Alternate No.
Organisational filters
Country
Brand
Region
Office
Use this tab when you know the contact’s name, phone number, email address, title, office, owner, status, or portal user setting.
Use the Client Details Tab
Use Client Details when you want to find contacts by the company they are linked to.
The tab includes these fields:
Parent Name
Parent No
Client Name
Client No
Client Type
Industry
Cost Centre
Client Status
Grade
The Grade field includes these operators:
=>=<=
Use this tab when you know the linked parent company, client company, client number, client type, industry, cost centre, client status, or a grade condition.
Use the Mail Codes Tab
Use Mail Codes when you need to search by communication or privacy preferences.
The tab includes these sections and fields:
Mail Codes
Mail Codes
Select All
Clear All
Privacy
Opt in to receive commns (Any, Yes, No)
Email
SMS
Mail
The Mail dropdown includes:
-- Select Mail --YesNo
Use this tab when you want to find contacts by email preference, SMS preference, mail preference, overall communication opt-in status, or a specific mail code.
Use the Custom Fields Tab
Use Custom Fields when your workspace includes custom contact fields.
The draft shows these example custom fields:
Super 15 Rugby Team
Dietary requirements
FPB-495
Coffee Type
Profile
📌 Note: Custom fields are workspace-specific. Your workspace may show different fields, and some of the example fields in this article may not appear in another database.
Review the Contacts List
After you run a search, matching records appear in the Contacts List.
The results area can show:
A result count such as Contacts List
Row selection checkboxes
Pagination controls such as Previous and Next
A range such as Showing 1-10
The visible columns shown in the draft are:
Office
Contact Name
Contact Title
Client Name
BH Phone
Mobile Phone
Email
Status
Alternate No
Use the Result List Actions
Above the Contacts List, these actions are available:
Bulk SMS opens the SMS window for selected contacts.
Bulk E-Mail opens the email window for selected contacts.
Export exports the current contact list.
Reset Filter clears grid-level filters.
Manage Layout opens the grid layout manager.
The collapse or expand arrow collapses or expands the result list section.
🤓 Tip: Start with Contact Details and use the fewest filters possible. Add filters such as Office, Contact Owner, Client Owner, Brand, or Region only if the result list is too broad.
Send a Bulk SMS to Contacts
Run a contact search, then tick the contacts you want to message.
Click Bulk SMS.
Review the SMS window fields, including Mobile Number, Opt Out Recipients, Ignore, Template, Message, Message Character Count, and Add Comment.
Use Clear Message, Load Template, Merge Tags, Create Template, or SMS Recipients if needed.
Click Send to send the message, or click Cancel to close the window without sending.
📌 Note: Review Opt Out Recipients and the Ignore setting before you send the message.
Send a Bulk Email to Contacts
Run a contact search, then tick the contacts you want to email.
Click Bulk E-Mail.
Select the Send To option you need: Email 1, Email 2, or Both.
Complete the email fields, including From, To, Cc, Bcc, Subject, Attach File, and Template.
Enter the message in the rich text editor, then review Opt Out Recipients, Ignore, and Add Comment.
Use Clear Message, Load Template, Merge Tags, or Create Template if needed.
Add attachments if required, then use the send control in the email window when you are ready.
📌 Note: The email window shows an RM button; it's an attachment-related button.
Change the Contacts List Layout
Run a contact search so the Contacts List is visible, then click Manage Layout.
Remove any columns you do not need by using the delete icon beside the selected column.
Use the up and down controls to reorder the visible columns.
Click Add Columns if you want to include more fields.
Click Apply to save your layout, Reset Layout to return to the default layout, or Cancel to close the window without saving.
Default Visible Columns
The draft shows these default visible columns in the layout manager:
Office
Contact Name
Contact Title
Client Name
BH Phone
Mobile Phone
Email
Status
Alternate No
Available Columns
When you click Add Columns, the Add Column window opens.
The draft shows these additional available columns:
Country
Brand
Region
Contact No.
Contact Type
Address Line 1
Address Line 2
Address Line 3
Suburb
City
State
Post Code
Address Country
Inactive Reason
Cost Centre
Industry
Client Owner
Client Contact Owner
Portal User Name
The Add Column window also includes these buttons:
Select All
Add
Cancel
FAQs
Q1: How do I open the Contact search page?
Answer:
In the left-side menu, click Recruitment Manager, then click Organisation.
Click Contacts, then the Search Contacts page will open.
Q2: Which tab should I use to search by email or phone number?
Answer:
In the left-side menu, click Recruitment Manager, then click Organisation.
Click Contacts, then stay on the Contact Details tab.
Enter Mobile Phone, BH Phone, or Email 1 or 2, then click Search.
Q3: Which tab should I use to search by linked client details?
Answer:
In the left-side menu, click Recruitment Manager, then click Organisation.
Click Contacts, then click the Client Details tab.
Enter values such as Parent Name, Client Name, or Client No, then click Search.
Q4: Which tab should I use for communication preferences?
Answer:
In the left-side menu, click Recruitment Manager, then click Organisation.
Click Contacts, then click the Mail Codes tab.
Select values for Email, SMS, Mail, or Opt in to receive commns, then click Search.
Q5: Can I search using custom contact fields?
Answer:
In the left-side menu, click Recruitment Manager, then click Organisation.
Click Contacts, then click the Custom Fields tab.
Enter or select the custom field values you want, then click Search.
Q6: How do I change the columns shown in the Contacts List?
Answer:
In the left-side menu, click Recruitment Manager, then click Organisation.
Click Contacts, then run a search so the Contacts List appears.
Click Manage Layout, then remove or reorder the current columns.
Click Add Columns, then select any extra columns you want to include.
Click Add, then click Apply to save the layout.