How to Edit and Update Contact Information

When to Use This

Use this when you need to:

• Update client details (phone, email, address)
• Change contact category or status
• Correct or complete missing information
• Log new information after a meeting or interaction

Start Here

👉 Open a contact record and click Edit Contact or a field-level Edit icon to begin.

How to Edit a Contact

Option 1: Edit the Full Contact Record

Use this when updating multiple fields, or making major edits.

1. Open the contact
2. Select the Edit Contact button
3. Update the necessary fields
4. Click Save

Option 2: Edit Individual Fields

Use this for quick updates to a specific section or field.

1. Open the contact
2. Locate the field or section you want to update
3. Click the Edit icon on that card (e.g., Contact Card card, Contact Details card, General Information card).
4. Make your changes
5. Click Save

Caution

🔎 Tip: Use the Do Not Contact box to manage your DNMs. By checking this box, this contact will be marked as DND and will be removed from all Swivel broadcast emails.

Change a Contact’s Contact Type

1. Select the desired contact.
2. From the contact page, navigate to the Action Menu next to the button. Select Change Type
3. Select from your created contact types in the drop down field
4. Once you’re done, click Save.

Add Notes to a Contact

After interacting with a client or lead, you should always log notes to keep a complete record. Swivel offers two types of contact notes, each serving a different purpose.

Option 1: Personal Note

Use for static, at-a-glance information like preferences, personal details, background information (e.g. likes Pepsi, loves to fish, went to KU, etc.).

1. Open the contact
2. Click + Add Personal Note (above the Contact Card and General Information)
3. Enter your note
4. Click Save

Option 2: Notes

Use for tacking interactions, updates, and activity such as post-meetings, follow-ups, and calls. Each note includes a Timestamp, User who created the note, Rich Text Formatting, and the ability to add Comments.

1. Open the contact
2. Click Notes tab (located on the right-hand side of the contact page)
3. Click +Add Note
4. Enter your note
5. Click Save

Organize Your Notes

Change the Font Size

1. Click the 3-dot action menu on a note
2. Select Edit
3. Use the formatting toolbar to adjust the font size
4. Click Save

Add Comments

1. Click Comment on a note
2. Comments are time-stamped and user-tracked
3. Stored within the note (not visible at top level)

Add Tags

1. Click Edit on a note
2. Add a tag in the Tags field
3. Save

View Note History

1. Click the three-dot action menu on a note
2. Select View history
3. Review the previous versions of the note

Note

📌 Note: The View history option only appears after a note has been edited.

Pin Important Notes

• Click the pushpin icon
• Keeps the note at the top

Tip

🔍 Tip: All notes associated to the contact will display in the notes panel. Swivel uses specific icons to identify the note type:

Umbrella - Product Note

_Piggy Ban_k - Transaction Note

Trophy - Opportunity Note

Use Rich Text Formatting in Notes and Note Comments

Swivel includes a rich text editor for Notes, allowing you to format and organize content more effectively.

What you can do

Use the formatting toolbar to:

• Apply bold, italic, underline, and strikethrough styling
• Add headings (H1–H6) using the dropdown menu
• Create bullet lists, numbered lists, and blockquotes
• Insert and edit hyperlinks
• Clear formatting with a single click
• Paste content from other applications while preserving formatting

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Contact Field Definitions

Field Name	Definition
First Name	The legal first name for a contact.
Middle Name/Initial	The legal middle name or middle initial for a contact.
Last Name	The legal last name for a contact.
Nick Name	The common name for a contact (if applicable)
Gender	The gender or sex of a contact.
Suffix	Options include: Jr., Sr., I, II, III, and IV
Phone	The phone number for a contact. This will default to their primary phone.
Email	The email address for a contact. This will default to their primary email.
Contact Category	Default options include: Client and Lead
Contact Status	Status of the contact.
Street	The street address
Suite/Apartment/Box	The second line street address (ex. Suite, Apt., etc.)
City	The address city
State	The address state
Zip Code	The address 5-digit postal code or zip code.
Preferred Name	The nickname or preferred first name of the contact if it differs from their legal first name.
Gender	Optional
Date of Birth	DOB for the contact
SSN	Social Security Number of the contact
Medicare Number	The type of email address (ex. Personal, Work)
County	The county of residence
Marital Status	The legal marital status for a contact. Available options are Single, Married, Divorced, Separated, Domestic Partnership and Widowed.
Marital Status Effective Date	The date an update in marital status takes effect.
Deceased?	The deceased status for a contact. Available options are Yes and No.
Date of Death	The official date a contact was declared deceased.
Client Since	Date contact became a client (Note: this field displays only for contacts assigned to the Client category)
Lead Source	Optional
Servicing Agent	Person assigned to the contact (i.e. Agent of Record).
Tags	To learn more, please visit Tags
Office	For agencies with multiple offices. To learn more, please visit Data Setup
Zone	To learn more, please visit Data Setup
Product Interests	Optional
User Visibility	To learn more, please visit Advanced Contact Visibility Options
Group Visibility	To learn more, please visit Advanced Contact Visibility Options
Do Not Contact	If a contact has requested DNC. When selected, this will suppress their contact information from Swivel generated email and/or text message campaigns. To learn more, please visit Contact FAQs

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