---
title: "Getting started with the Hubflo Directory"
description: "Learn how to add, import, and manage contacts and companies in Hubflo's built-in CRM and keep client records automatically up to date."
url: https://support.hubflo.com/en/articles/11385656-getting-started-with-the-hubflo-directory
collection: "Contacts & Companies"
updated: 2026-11-05
language: en
alternates: [fr]
---

# Getting started with the Hubflo Directory

Learn how to add, import, and manage contacts and companies in Hubflo's built-in CRM and keep client records automatically up to date.

The Directory is Hubflo's built-in CRM. It's where you manage all the people and organizations you work with such as clients, partners, contractors, leads, and more.

It's divided into two sections:

-   **Contacts**: individual people
    
-   **Companies**: businesses or organizations
    

Once added, contacts and companies can be linked to projects, tasks, workspaces, invoices, and proposals.

![](https://staticfiles.gleap.io/helpcenter/6a4bcc4e8b024171cc9027af/20260709133216_0770.png)

The number of clients you can invite to the Client Portal depends on your plan. Visit the [Pricing page](https://www.hubflo.com/pricing) for details.

## Create a contact or company

1.  Go to **Directory** in the sidebar
    
2.  Select **Contacts** or **Companies**
    
3.  Click **New** in the top-right corner
    
4.  Fill in the relevant fields
    

For Contacts, key fields include:

-   **Type:** Client, Partner, Contractor, or Lead
    
-   **Priority:** Low, Medium, or High
    
-   **Category:** Professional or Individual
    
-   **Company** (if applicable)
    

## Import contacts or companies

If you're migrating from another tool, you can bulk import using a CSV or Excel file.

-   [Import Contacts into Hubflo](https://support.hubflo.com/en/articles/9495892-import-contacts-into-hubflo.md)
    
-   [Import Companies into Hubflo](https://support.hubflo.com/en/articles/11434092-import-companies-into-hubflo.md)
    

## Inside a contact record

Each contact has a dedicated record where all their information and activity lives in one place.

-   **Tasks**: manage and track work related to this contact
    
-   **Notes**: add internal notes visible only to your team
    
-   **Emails**: full email history synced to the contact
    
-   **Events**: scheduled meetings and calendar events
    
-   **Billing**: invoices, proposals, and recurring payments
    
-   **Forms**: forms sent to or submitted by this contact
    
-   **Smartdocs**: documents shared with this contact
    
-   **Content**: files and links shared with the contact
    

**Contact details panel** (right side) shows their name, company, email, phone, address, owner, workspace access, tags, linked projects, priority, and any custom properties you've added.

![](https://staticfiles.gleap.io/helpcenter/6a4bcc4e8b024171cc9027af/20260709133216_2354.png)

**From the record, you can also:**

-   Click the **call icon** to trigger a call directly
    
-   Click **+** to add a project, note, email, event, proposal, invoice, recurring invoice, file, link, or time entry
    
-   Toggle **Subscribed to my newsletter** to note the contact's marketing preference (informational only)
    

> **Warning:** **Note:** Company records follow a similar structure.

## Displayed properties & custom fields

The properties panel in each contact and company record can be customized to show the fields most relevant to your team.

![](https://staticfiles.gleap.io/helpcenter/6a4bcc4e8b024171cc9027af/20260709133216_0745.png)

1.  Go to **Settings > Contact properties**.
    
2.  From here you can toggle fields on or off and reorder them to control what appears in the sidebar and in what order.
    
    ![](https://staticfiles.gleap.io/ghelparticle/lLZJRQu1mLs2WU1m1KVBKR2FwKn7zK33oI0uxnJDk3czkSrQqEM2yuHZXFTT5pfTio6l7gepS2J.png)
    

To add custom fields beyond Hubflo's defaults, go to **Settings > Custom Fields** or [learn more about custom fields](https://support.hubflo.com/en/articles/8613085-create-and-manage-custom-fields.md).

## Quick actions

![](https://staticfiles.gleap.io/helpcenter/6a4bcc4e8b024171cc9027af/20260709133216_6326.png)

Click the **three dots (⋯)** next to any contact to:

-   Edit their information
    
-   Create a new project
    
-   Send an email
    
-   Schedule an event
    
-   Create a new task
    
-   Delete it
    

## Keep CRM data current

Hubflo can automatically update contact and company records, reducing manual data entry for your team.

#### Forms and Smartdocs

When a client fills out a form or Smartdoc, Hubflo updates their Directory profile with the submitted data. If the client is logged into the Client Portal, forms can also pre-fill with their existing information.

→ [Learn how to sync form data with your CRM](https://support.hubflo.com/en/articles/11035331-pre-fill-and-sync-data-with-your-crm.md)

## Delete a contact

-   **If the contact has no billing history:**
    

1.  Click the **three dots (⋯)** next to their name
    
2.  Click **Delete**
    
3.  Confirm the deletion
    

> **Error:** **Important:** Deleting a contact is permanent and cannot be undone.

-   **If the contact has billing history** (invoices, proposals, or recurring payments):
    

Deletion must be handled by the support team. Contact Hubflo Support with written confirmation. **All associated billing items will be deleted and cannot be recovered.**

> **Error:** **Important:** Deleting billing items may cause gaps in invoice or proposal numbering.

**Prefer not to delete?** Tag the contact as "Archived" or "Inactive" and use a filtered view to keep your main list clean. Note that tagged contacts will still appear in the main Contacts view.

## What's next

Once your contacts are in the Directory, you're ready to invite them to their workspaces [→ Invite clients to workspaces](https://support.hubflo.com/en/articles/11101377-invite-clients-to-workspaces.md).