Hubflo’s Directory helps you manage all your clients and organizations in one central place. It’s divided into two parts:
Contacts – individual people (e.g. clients, collaborators)
Companies – businesses or organizations you work with
The Directory is designed to work just like a CRM—but even better. You can:
Manage and share tasks with clients
Add internal notes
Sync events and emails
Create and send forms, smartdocs, and invoices (including recurring billing)
Share files and content
Link contacts and companies to projects
Create Your First Contact or Company
To begin using your Directory:
Go to Directory in the Hubflo sidebar
Choose Contacts or Companies
Click “New” in the top-right corner
For Contacts, fill out the following fields:
Type: Client, Partner, Contractor, or Lead
Priority: Low, Medium, or High
First Name
Last Name
Email
Phone
Category: Professional or Individual
Company (if applicable)
Importing Contacts and Companies
You can import your existing data into Hubflo using CSV or Excel files. This is a fast way to get up and running with your client list.
Head to the Directory in the Hubflo sidebar
Click the gearwheel icon (⚙️) in the top-right corner and click Import
Choose whether you want to import Contacts or Companies and click Start Import
Upload your CSV or Excel file (Click here to download file template)
Map your columns to Hubflo fields, then review and confirm
Customizing the Directory
The directory is built to adapt to your workflows. You can:
Add custom fields (e.g. client tier, onboarding status, contract end date)
Apply tags to filter and group your data
Control column display to focus on what matters most
Export your current view to CSV for easy reporting, sharing, or backup
You can customize views for Contacts or Companies independently, based on what’s most relevant to your team.
Saving Views & Using Map Visualization
To organize and quickly access different client groups, you can save custom views in the Directory.
🔍 Filter, Sort, and Save
Filter by tags, priority, owner
Sort by name, contact type, creation date, and more
Choose how to visualize your data:
List view
Map view for geolocation (companies with valid, Google-verified addresses will display as pin drops)
Once your filters and layout are set, click “Save this view” to return to it anytime.
Tips:
Create saved views by role, region, or stage—great for sales, ops, or account teams
Use the map view to visualize client distribution—ideal for real estate, consulting, and field service teams
Automatic Field Mapping from Smartdocs and Forms
You can map fields in Smartdocs and Forms to attributes in Hubflo. When a client fills them out, Hubflo updates their profile based on the mapped fields.
Smartdocs can autofill and update mapped fields in the Directory
For autofill to work:
The contact and company must already exist in your Directory
The client must be logged into the Client Portal
If a contact is linked to a company, they will share the same address
When a Smartdoc is submitted, the entered data will overwrite existing values in the Directory
Example mappings:
Smartdoc Field | Mapped to Hubflo Attribute |
First Name | Full Name (Contact) |
Last Name | Last Name (Contact) |
Company Name | Name (Company) |
Address | Address (Contact/Company) |
Important:
Public Forms (shared via link) do not autofill to protect client data
Autofill only works when the contact is logged in to the Client Portal
However, once submitted, public form data will still update matching contact records if identifiers match (e.g. email)
What’s Next?
Now that your Directory is set up and organized, you’re ready to take the next step: invite your contacts to join your Client Portal!
By inviting clients, partners, or contractors to the portal, you can:
Share files, forms, smartdocs, and invoices
Communicate securely in one place