Managing Contacts

CareerTrackr helps you organize all your professional contacts in one place, with special features for different types of relationships.

Contact Types

Recruiter Contacts

For professional recruiters helping with your job search.

Special fields:

• Internal/External status
• Agency name (for external recruiters)
• All opportunities they’re working on

Use for:

• Agency recruiters
• Internal corporate recruiters
• Headhunters
• Talent acquisition professionals

Direct Contacts

For employees at target companies who aren’t recruiters.

Special fields:

• Decision maker indicator
• Department information
• Direct influence on hiring

Use for:

• Hiring managers
• Team members
• Department heads
• Potential colleagues

Network Contacts

For professional connections who might provide referrals or advice.

Special fields:

• Relationship strength
• How you met
• Connection context

Use for:

• Alumni connections
• Former colleagues
• Industry contacts
• Mentors and advisors

Adding Contacts

Quick Add

1. Navigate to Contacts
2. Click “Add Contact”
3. Choose contact type
4. Fill in basic information:
   • First and Last name
   • Email
   • Company
   • Title
5. Save contact

Detailed Information

Add comprehensive details:

• Phone number: For calls and texts
• LinkedIn URL: Quick access to profile
• Department: Their area of work
• Notes: Important details, conversation history
• Type-specific fields: Based on contact type

From Other Areas

Create contacts on the fly:

• When adding activities
• From opportunity pages
• While logging communications

Organizing Contacts

By Company

• View all contacts at a specific company
• Understand your network depth
• Identify introduction paths

By Type

• Filter by Recruiter/Direct/Network
• See all recruiters at a glance
• Find all decision makers

Search and Filter

• Search by name, email, company
• Filter by contact type
• Sort by recently contacted

Linking Contacts

To Opportunities

• Track which recruiter owns which role
• Note hiring manager for positions
• See all opportunities from one recruiter

To Activities

• Add participants to meetings
• Track who attended interviews
• Schedule follow-up calls

To Communications

• Log every interaction
• Track conversation history
• Never forget what was discussed

Contact Management Tips

Information to Track

Always Include:

• Full name and title
• Email address
• Current company
• How you connected

Valuable Additions:

• Mobile phone for texts
• LinkedIn profile
• Assistant’s name
• Preferred contact method
• Time zone

Relationship Building

1. Take Notes: Record personal details mentioned

   • Kids’ names
   • Hobbies
   • Upcoming vacations
   • Career goals

2. Track Context: Remember how you met

   • Conference name
   • Who introduced you
   • Shared connections

3. Log Interactions: Keep communication history

   • What you discussed
   • Commitments made
   • Follow-up needed

Regular Maintenance

Weekly:

• Review recent contacts
• Update any missing information
• Plan follow-ups

Monthly:

• Clean up duplicates
• Update job changes
• Archive inactive contacts

Best Practices

For Recruiters

1. Note their specialty areas
2. Track placement success rate
3. Record communication preferences
4. Keep notes on working style

For Direct Contacts

1. Understand their role in hiring
2. Note team structure
3. Track projects they mention
4. Remember their pain points

For Network Contacts

1. Offer value before asking
2. Track how you’ve helped them
3. Note their connections
4. Remember their expertise

Common Scenarios

Meeting New Recruiters

1. Add immediately after first contact
2. Note where they found you
3. Ask about their typical roles
4. Set follow-up reminder

Post-Interview Contacts

1. Add every interviewer
2. Send thank you notes
3. Connect on LinkedIn
4. Track for future opportunities

Networking Events

1. Add contacts same day
2. Include context in notes
3. Send follow-up within 48 hours
4. Schedule coffee chats

Data Quality Tips

1. Consistent Naming: Use full names, not nicknames
2. Verify Emails: Test before important sends
3. Update Regularly: People change jobs frequently
4. Complete Profiles: More data = better tracking

Privacy Considerations

• Contacts are private to your account
• No sharing between users
• Export your data anytime
• Delete contacts permanently

Limitations

• ❌ No bulk import from CSV/LinkedIn
• ❌ No duplicate detection
• ❌ No social media integration
• ❌ No automatic enrichment
• ❌ No team sharing features

Related Guides

• Tracking Conversations
• Scheduling Activities
• Managing Opportunities