Communication History

View and manage your complete communication history with leads. Access all calls, emails, meetings, and messages in chronological order to maintain complete client records.

5 minutes
Beginner

Communication History

View and manage all your communications with leads in one place. Track every email, call, meeting, and interaction for complete visibility.

Overview

Communication history shows:

  • All communications with a lead
  • Chronological timeline
  • Communication types
  • Who communicated
  • When it happened

Viewing Communication History

From Lead Details

  1. Open a lead
  2. Go to "Communications" tab
  3. See all communications listed
  4. Most recent first (or chronological)
  5. Filter and search as needed

Timeline View

Communication history shows:

  • Date and time - When communication happened
  • Type - Email, Call, Meeting, Note
  • From/To - Who was involved
  • Subject/Summary - What it was about
  • Status - Sent, Received, etc.

Communication Types

Emails

Email communications show:

  • Subject line
  • To/From addresses
  • Date and time sent/received
  • Email content preview
  • Attachments if any

Calls

Phone call records show:

  • Date and time
  • Call duration (if tracked)
  • Who called whom
  • Notes about call
  • Outcome or next steps

Meetings

Meeting records show:

  • Date and time
  • Meeting duration
  • Participants
  • Location or platform
  • Notes and outcomes

Notes

General notes show:

  • Date and time created
  • Who created it
  • Note content
  • Related context
  • Follow-up actions

Filtering Communications

By Type

Filter to see only:

  • Emails only
  • Calls only
  • Meetings only
  • Notes only
  • All types

By Date

Filter by time period:

  • Last 7 days
  • Last 30 days
  • Last 90 days
  • Custom date range
  • All time

By Person

Filter by who communicated:

  • Specific team member
  • Lead/client
  • All people
  • External contacts

Searching Communications

Search Function

  1. Find search box
  2. Enter keywords or phrases
  3. Search across all communications
  4. Results filtered instantly
  5. Click to view full communication

Search Tips

  • Search by subject
  • Search by content
  • Search by name
  • Use keywords
  • Combine terms

Communication Details

Viewing Full Details

Click any communication to see:

  • Complete content
  • Full email thread
  • All attachments
  • Related communications
  • Context and notes

Email Threads

For emails:

  • See full conversation
  • View thread history
  • All replies included
  • Complete context

Call Details

For calls:

  • Full call notes
  • Duration and timing
  • Participants
  • Outcomes
  • Next steps

Managing Communications

Adding Communications

  1. Go to Communications tab
  2. Click "Add Communication"
  3. Choose type (Email, Call, Meeting, Note)
  4. Fill in details
  5. Save communication

Editing Communications

  • Click on communication
  • Edit details if needed
  • Update notes
  • Add information
  • Save changes

Note: Sent emails typically can't be edited, but you can add notes.

Deleting Communications

  1. Find communication
  2. Click menu (three dots)
  3. Select "Delete"
  4. Confirm deletion
  5. Removed from history

Note: Be careful - deletion is permanent.

Communication Timeline

Chronological View

See communications in order:

  • Most recent first (default)
  • Or oldest first
  • Complete timeline
  • Easy to follow

Timeline Features

  • Visual timeline
  • Date groupings
  • Easy navigation
  • Jump to dates
  • See patterns

Team Communications

Shared History

All team members can:

  • View all communications
  • See who communicated
  • Track team activity
  • Maintain visibility

Team Activity

See:

  • Who added communications
  • Team member activity
  • Shared context
  • Collaboration

Exporting History

Export Options

Export communication history:

  • Download as CSV
  • Export to PDF
  • Print reports
  • Share with team

Export Contents

Exports include:

  • All communications
  • Dates and times
  • Types and details
  • Notes and content
  • Full history

Best Practices

1. Keep It Current

  • Add communications promptly
  • Don't let history lag
  • Maintain accuracy
  • Regular updates

2. Be Detailed

  • Include important details
  • Add context and notes
  • Document outcomes
  • Note next steps

3. Use Consistently

  • Add all communications
  • Don't skip entries
  • Maintain completeness
  • Full visibility

4. Review Regularly

  • Check history periodically
  • Spot patterns
  • Identify gaps
  • Follow up as needed

Integration

Email Integration

If email integrated:

  • Emails automatically logged
  • Appear in history
  • Threaded correctly
  • No manual entry needed

Calendar Integration

If calendar integrated:

  • Meetings auto-imported
  • Appear in history
  • Linked correctly
  • Synchronized

Troubleshooting

Missing Communications

  • Check filters applied
  • Verify date range
  • Search for specific items
  • Check if manually added
  • Review integration status

Can't Add Communication

  • Check permissions
  • Verify lead access
  • Refresh page
  • Try again
  • Contact support

History Not Updating

  • Refresh the page
  • Check internet connection
  • Verify integration working
  • Wait a moment
  • Contact support

Related Guides

Next: Learn about tracking communications →

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