# Calendar Sync
Source: https://guide.rolodexcrm.com/Calendarsync
Connect Google Calendar or Outlook to Rolodex to view calendar events on contact profiles, track last interactions automatically, and add notes to meetings.
By connecting your calendars, you can :
* See relevant calendar events for a contact
* Search + view through multiple calendars for a contact
* Update last interaction automatically based on calendar events
* Add notes to calendar events easily
## Sync your calendar
You can also connect multiple accounts. Rolodex will pull from the primary calendar in each account. Read more about connecting your accounts on [Google Account Sync](/Gmailsync) and [Microsoft Account Sync](/Microsoftsync).
![]()
## Things to know
* For each connected Google or Microsoft account, we only sync the primary calendar for the account.
* For the new calendar, sync may take a few minutes before showing up in Rolodex.
# Rolodex Core Features
Source: https://guide.rolodexcrm.com/Corefeat
Explore all Rolodex features: sync LinkedIn, Gmail, and Outlook contacts, visualize your network with Map View and Org Charts, set Keep-in-Touch reminders, and manage relationships as a team.
## Relationship Intelligence built for teams
Rolodex works as your team’s relationship coordinator, ensuring everyone stays connected and in sync with the people that matter most to your business.
### Sync Features
Effortlessly import your LinkedIn connections into Rolodex, capturing essential details like bios, work history, education, and more. Stay informed with automatic updates on title changes, ensuring your team always has the latest information.
Easily track your email conversations in Rolodex, even across multiple Gmail accounts. Allow your team to view your interactions and gain visibility into your teammates' communications, all in one collaborative space.
Seamlessly manage your email conversations in Rolodex with Microsoft 365 integration. Keep your team informed by sharing visibility into your interactions and accessing your teammates' communications, all from one unified platform.
Smoothly synchronize your calendar events in Rolodex, both from Outlook and Google Calendar, even across multiple accounts for seamless organization.
### Contact Management
With Rolodex, explore where your network roams! After bringing in you and your team’s contacts, Rolodex magically pins them on a map according to their locations or addresses.
Rolodex's task feature allows you to assign and track tasks related to your contacts, ensuring nothing falls through the cracks. Easily set reminders, delegate follow-ups, and keep your team aligned on relationship-building activities.
With Rolodex, you can easily take and share notes on contacts and companies, ensuring your team stays informed and up-to-date. Record important details, meeting summaries, and follow-up actions, and share them across your team to maintain a unified view of every relationship.
Rolodex helps you stay top of mind by setting smart reminders to reconnect. Whether it’s a key client, partner, or old contact—set a frequency, and Rolodex will alert you (or your team) when it’s time to reach out again.
With Board View, Rolodex turns your contact lists into customizable Kanban-style pipelines. Track deals, outreach, investor conversations—or anything you like—by simply dragging contacts between stages. Organize, update, and collaborate with your team in one visual flow.
Org Charts in Rolodex let you visually build the internal structure of any company. Easily drag and drop contacts to define reporting lines, identify champions, and see who your team is already connected to. Perfect for navigating complex organizations and multi-threading deals with confidence
# Import Your Dex Contacts into Rolodex
Source: https://guide.rolodexcrm.com/Deximport
Migrate your contacts, notes, and relationship history from Dex to Rolodex in a few clicks using your Dex API key. No data loss, no manual entry.
Bringing your network into Rolodex just got easier. With the Dex integration, you can import your contacts—and all their associated data—directly from [Dex](https://getdex.com) into your Rolodex workspace.
This is ideal for Dex users who want to move to a shared team workspace. Whether you've built detailed notes, contact timelines, or relationship histories in Dex, you can carry all of that work over in a few clicks. Your personal network doesn't have to stay siloed—Rolodex overlays your individual connections with your team's, creating a unified view of who knows who.
## How to import from Dex to Rolodex
Generate an API key for your Dex account from the [API page](https://getdex.com/appv3/settings/api) in settings. Copy it to your clipboard.
![Dex API key settings page]()
In Rolodex, go to settings and open the [Import page](https://rolodexcrm.com/app/rolodex/settings/import).
![Rolodex import settings page]()
Click to import from Dex. A modal will appear where you can paste your Dex API key.
![Dex API key input modal in Rolodex]()
Click "Import Dex Contacts" to begin. Your contacts, notes, and history will be transferred into your Rolodex workspace.
Do not share your API key with anyone.
# Getting Started with Rolodex
Source: https://guide.rolodexcrm.com/Getting-started
Set up your Rolodex workspace in minutes: download the mobile app, sync LinkedIn, Gmail, and Outlook contacts, and invite your team to build a shared relationship intelligence platform.
Welcome to Rolodex, your team's shared workspace for relationship intelligence.
Rolodex is not another CRM—it's a platform purpose-built to help teams leverage their collective networks and stay engaged with key contacts. Whether you're in sales, fundraising, partnerships, or leadership, Rolodex helps you uncover warm introductions, build deeper relationships, and never let an opportunity slip through the cracks.
## What is Rolodex?
[Rolodex](https://rolodexcrm.com/) overlays your team's network into one unified database. It automatically syncs your team's connections and communication history from LinkedIn, Gmail, Outlook, and calendars—making it easy to see who knows who and what was said, all in one place.
You can:
* See the full interaction history across your team: meetings, emails, and notes.
* Use visual tools like [**Boards**](/workflows/manage-your-contacts#boards), [**Map View**](/workflows/manage-your-contacts#map-view), and [**Org Charts**](/workflows/manage-your-contacts#org-chart) to organize and act on your network.
* Set personalized or team-wide **Keep-in-Touch reminders** to stay engaged with the right people at the right time.
* Collaborate on contacts and companies using custom fields, tags, and lists.
## Step 1: Create your account
You can sign up using your Google account, Microsoft account, or email address. Setup takes less than two minutes.
Sign up with Google, Microsoft, or email.
After signing up, you'll land in your workspace. You can invite teammates from workspace settings at any time.
## Step 2: Download the Rolodex mobile app
The Rolodex mobile app is where you connect LinkedIn, and it keeps your network accessible on the go—add contacts, capture meeting notes, and manage Keep-in-Touch reminders from your phone. Log in with the same account you used to sign up.
![Rolodex mobile app for iOS and Android]()
Download from the App Store.
Download from Google Play.
The mobile app is required to sync LinkedIn connections. Gmail and Outlook can be connected from the web app without it.
## Step 3: Sync your connections
### LinkedIn
Connect LinkedIn from the Rolodex mobile app: open **Settings**, tap **LinkedIn**, and log in to your LinkedIn account. Your first-degree connections sync automatically, and new connections you add on LinkedIn are picked up without any action on your part—this only needs to be set up once. See the [LinkedIn sync guide](/Linkedinsync) for step-by-step screenshots.
Rolodex will alert you when connections change jobs, shown on the home page and delivered by email (adjustable in notification settings).
### Gmail and Google Contacts
Connect one or more Gmail accounts from [**Settings → Connected Accounts**](https://rolodexcrm.com/app/rolodex/settings/integrations) to pull in calendar events, email history, and Google Contacts. Rolodex uses this to surface who you've met, when you last spoke, and what was discussed—without manual logging.
### Microsoft Outlook
Connect Outlook and Microsoft 365 accounts the same way. Rolodex syncs calendar meetings and email interactions to build a full interaction history alongside your LinkedIn and Gmail data.
### Other address books
Not on Google or Microsoft, or would rather not connect an account for ongoing sync? Rolodex can pull a one-time copy of your address book from Yahoo, iCloud, AOL, and [25+ other providers](/workflows/conscont) — you get the contacts without the continuous email and calendar sync.
## Step 4: Explore your network
Once your connections are synced, your workspace populates with contacts and companies. From here you can:
* **Search and filter** by name, company, tag, or list.
* [**Boards view**](/workflows/manage-your-contacts#boards) — organize contacts into Kanban-style columns for pipeline or relationship stages.
* [**Map view**](/workflows/manage-your-contacts#map-view) — see your contacts plotted geographically, useful for planning outreach by region.
* [**Org Charts**](/workflows/manage-your-contacts#org-chart) — visualize reporting structures within companies you're tracking.
## Step 5: Set Keep-in-Touch reminders
Keep-in-Touch lets you set a recurring cadence for staying in contact with specific people. Rolodex monitors your interaction history and notifies you when you haven't spoken to someone within your chosen interval. Once you reach out and an interaction is logged, the reminder resets automatically.
You can set reminders on individual contacts or apply them across a list.
## What to do next
Rolodex is most powerful as a shared workspace. Invite colleagues to start combining your networks.
Moving from Dex or another contact manager? Import your contacts and history in a few clicks.
A full walkthrough of Boards, Map View, Org Charts, and more.
Common questions about how Rolodex works, pricing, and privacy.
# Gmail Account Sync
Source: https://guide.rolodexcrm.com/Gmailsync
Connect Gmail to Rolodex to view email threads on contact timelines, track interactions automatically, and send emails directly from within Rolodex.
Rolodex’s integration with your Gmail account allows you to view relevant email threads, update the last interaction, and provide a complete picture of your communications.
* The sync shows only metadata (subject and date/time of emails).
* The initial sync takes several hours, but subsequent syncs complete in under 2 minutes.
## Setting up Gmail Sync
Access settings from the dropdown menu in the top left corner of your home page.
Can be found near the top of the left sidebar.
On the Google section, click on connect account and follow the login prompts.
![Connecting a Google account from the Connected Accounts page in Rolodex settings]()
## Opening Email Content from Rolodex
Once your Gmail is connected to the Rolodex workspace, you will be able to access emails directly from Rolodex. Clicking on an email will send you to that email in Gmail.
![]()
## Sending Email Content from Rolodex
Once your Gmail is connected to the Rolodex workspace, you will be able to send emails directly from within Rolodex. Simply click on a contact, compose your email, and it will be sent through your Gmail account.
![]()
A contact's email address needs to be saved within Rolodex to be able to send email to that contact
# Sync LinkedIn Contacts to Rolodex
Source: https://guide.rolodexcrm.com/Linkedinsync
Connect LinkedIn to Rolodex to automatically sync your connections, get notified when contacts change jobs, and add anyone from a LinkedIn profile with one click.
Rolodex seamlessly syncs with LinkedIn. Once connected:
* Your LinkedIn connections are added to Rolodex and kept up to date—titles, profile pictures, and company changes sync automatically.
* You receive notifications when your connections change jobs, giving you a timely reason to reach out.
## Setting up LinkedIn sync
LinkedIn sync is set up from the Rolodex mobile app.
Download the Rolodex mobile app for your device:
iOS users, download the Rolodex mobile app from the App Store.
Android users, download the Rolodex mobile app from Google Play.
New to Rolodex? First sign up and create a workspace in the [web app](https://rolodexcrm.com/auth/sign-in) before connecting LinkedIn.
In the Rolodex mobile app, open the menu and tap **Settings**.
![Opening the menu in the Rolodex mobile app]()
![Selecting Settings from the Rolodex mobile app menu]()
Tap **LinkedIn**. This opens LinkedIn in a new window.
![LinkedIn option in the Rolodex mobile app settings]()
Follow the steps in the LinkedIn app or web browser to log in to your LinkedIn account. Once you're logged in, your Rolodex will be connected.
## Job change notifications
After connecting LinkedIn, Rolodex surfaces job changes from your connections on the home page:
![LinkedIn title change notifications on the Rolodex home page]()
* By default, you'll receive email notifications for title changes. You can turn these off in notification settings.
* Title changes appear on the home page from most recent to least recent.
* You can view updates from both your personal connections and your team's network.
## Add contacts instantly from LinkedIn
With the Rolodex browser extension, you can add anyone from LinkedIn directly into your workspace—no manual entry needed.
You don't need to be connected with someone on LinkedIn to add them to Rolodex. As long as you can view their public profile, clicking "Open in Rolodex" will add them automatically.
Search for a person on LinkedIn and click the **"Open in Rolodex"** button. If the contact isn't already in your workspace, Rolodex adds them automatically—pulling in their name, title, company, and profile picture. You'll be taken straight to their profile, ready to log interactions, add notes, or set reminders.
![Rolodex Chrome extension adding a contact from LinkedIn]()
You can add both contacts and companies directly from the "Open in Rolodex" button.
# Microsoft Outlook Sync
Source: https://guide.rolodexcrm.com/Microsoftsync
Connect Microsoft Outlook to Rolodex to track email interactions, view email history on contact profiles, and send emails without leaving Rolodex.
Rolodex’s integration with your Microsoft account allows you to view relevant email threads, update the last interaction, and provide a complete picture of your communications.
* The sync shows only metadata (subject and date/time of emails).
* The initial sync takes several hours, but subsequent syncs complete in under 2 minutes.
## Setting up Outlook Sync
Access settings from the dropdown menu in the top left corner of your home page.
Can be found near the top in the left sidebar.
On the Microsoft section, click on connect account and follow the login prompts.
![Connecting a Microsoft account from the Connected Accounts page in Rolodex settings]()
## Opening Email Content from Rolodex
Once your Microsoft Outlook is connected to the Rolodex workspace, you will be able to access emails directly from Rolodex. Clicking on an email will send you to that email in Outlook.
![]()
## Sending Email Content from Rolodex
Once your Microsoft Outlook is connected to the Rolodex workspace, you will be able to send emails directly from within Rolodex. Simply click on a contact, compose your email, and it will be sent through your Microsoft Outlook account.
![]()
A contact's email address needs to be saved within Rolodex to be able to send email to that contact
# Delete Company
Source: https://guide.rolodexcrm.com/api-reference/Companies/delete
DELETE /companies/{id}
Permanently delete a company from your Rolodex workspace.
## `DELETE`a company
`DELETE` `/user-api/v1/companies/:id`
### Path Parameters
Company ID
### Query Parameters
Related data to include: `custom_fields`, `tags`, `lists`, `contacts`
### Endpoint Example
`DELETE` `/user-api/v1/companies/company_67890?include=tags,lists,contacts,custom_fields`
### Response
```json theme={null}
{
"data": {
"id": "company_67890",
"name": "TechStart Inc",
"description": "Innovative startup focused on AI solutions",
"headquarters_location": "Austin, TX",
"linkedin_slug": "techstart-inc",
"website_url": "https://techstart.com",
"x_slug": null,
"facebook_slug": null,
"instagram_slug": null,
"email": "hello@techstart.com",
"country_code": "+1",
"phone_number": "5559876543",
"arr_estimate": 1500000,
"number_of_employees": 65,
"is_starred": false,
"ignore_merge": false,
"last_team_interaction": null,
"team_members_connected": 0,
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T12:45:00Z",
"tags": [
{
"tag": {
"id": "tag_123",
"name": "Startup"
}
},
{
"tag": {
"id": "tag_999",
"name": "Series A"
}
}
],
"lists": [
{
"list": {
"id": "list_789",
"name": "Q1 Prospects"
}
}
],
"contacts": [
{
"id": "contact_101",
"full_name": "Sarah Johnson",
"image_url": null
}
],
"custom_fields": [
{
"id": "field_123",
"name": "Industry Vertical",
"field_type": "SINGLE_LINE_TEXT",
"value": "AI & Machine Learning"
}
]
}
}
```
# Fetch Companies
Source: https://guide.rolodexcrm.com/api-reference/Companies/get
GET /companies
Fetch companies from your Rolodex workspace, with pagination, sorting, and optional related data.
## `GET` contacts
Fetch a list of companies
`GET` `/user-api/v1/companies`
### Query Parameters
Set a limit to the number of records to return (Default:25)
Number of records to skip.
Sort order: `updated_at:asc`, `updated_at:desc`, `created_at:asc`, `created_at:desc`, `last_team_interaction:asc`, `last_team_interaction:desc`, `name:asc`, `name:desc`, `team_members_connected:asc`, `team_members_connected:desc`
Related data to include: `custom_fields`, `tags`, `lists`, `contacts`
### Headers
| Header | Value |
| ------------------- | ----------------------- |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Response
```json theme={null}
{
"pagination": {
"limit": 25,
"offset": 0,
"total": 500
},
"data": [
{
"id": "company_12345",
"name": "Acme Corp",
"description": "Leading technology company specializing in innovative solutions",
"headquarters_location": "San Francisco, CA",
"linkedin_slug": "acme-corp",
"website_url": "https://acmecorp.com",
"x_slug": "acmecorp",
"facebook_slug": "acmecorp",
"instagram_slug": "acmecorp",
"email": "info@acmecorp.com",
"country_code": "+1",
"phone_number": "5551234567",
"arr_estimate": 5000000,
"number_of_employees": 250,
"is_starred": false,
"ignore_merge": false,
"last_team_interaction": "2025-01-15T10:30:00Z",
"team_members_connected": 5,
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z"
}
]
}
```
### With `Include` Parameters
`GET` `/user-api/v1/companies?include=tags,lists,contacts,custom_fields`
### Response with all includes
```json theme={null}
{
"pagination": {
"limit": 25,
"offset": 0,
"total": 500
},
"data": [
{
"id": "company_12345",
"name": "Acme Corp",
"description": "Leading technology company specializing in innovative solutions",
"headquarters_location": "San Francisco, CA",
"linkedin_slug": "acme-corp",
"website_url": "https://acmecorp.com",
"x_slug": "acmecorp",
"facebook_slug": "acmecorp",
"instagram_slug": "acmecorp",
"email": "info@acmecorp.com",
"country_code": "+1",
"phone_number": "5551234567",
"arr_estimate": 5000000,
"number_of_employees": 250,
"is_starred": false,
"ignore_merge": false,
"last_team_interaction": "2025-01-15T10:30:00Z",
"team_members_connected": 5,
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z",
"tags": [
{
"tag": {
"id": "tag_123",
"name": "Enterprise"
}
}
],
"lists": [
{
"list": {
"id": "list_456",
"name": "Target Accounts"
}
}
],
"contacts": [
{
"id": "contact_789",
"full_name": "John Smith",
"image_url": "https://example.com/avatar.jpg"
}
],
"custom_fields": [
{
"id": "field_101",
"name": "Industry",
"field_type": "SINGLE_LINE_TEXT",
"value": "Technology"
},
{
"id": "field_102",
"name": "Priority Level",
"field_type": "SINGLE_SELECT",
"value": {
"id": "option_201",
"value": "High"
}
}
]
}
]
}
```
## `GET` Company by ID
Fetch information about one company by ID.
`GET` `/user-api/v1/companies/:id`
### Path Parameters
Company ID
### Query Parameters
Related data to include: `tags`, `lists`, `contacts`, `custom_fields`
### Endpoint Example
`GET` `/user-api/v1/companies/company_12345?include=tags,contacts,custom_fields`
### Response
```json theme={null}
{
"data": {
"id": "company_12345",
"name": "Acme Corp",
"description": "Leading technology company specializing in innovative solutions",
"headquarters_location": "San Francisco, CA",
"linkedin_slug": "acme-corp",
"website_url": "https://acmecorp.com",
"x_slug": "acmecorp",
"facebook_slug": "acmecorp",
"instagram_slug": "acmecorp",
"email": "info@acmecorp.com",
"country_code": "+1",
"phone_number": "5551234567",
"arr_estimate": 5000000,
"number_of_employees": 250,
"is_starred": false,
"ignore_merge": false,
"last_team_interaction": "2025-01-15T10:30:00Z",
"team_members_connected": 5,
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z"
}
}
```
# Create Company
Source: https://guide.rolodexcrm.com/api-reference/Companies/post
POST /companies
Create a new company in your Rolodex workspace via the REST API.
## `POST`a company
`POST` `/user-api/v1/companies`
### Headers
| **Header** | **Value** |
| ------------------- | ----------------------- |
| `Content-Type` | `application/json` |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Required Fields
Company name
### Request
```json theme={null}
{
"name": "TechStart Inc",
"description": "Innovative startup focused on AI solutions",
"headquarters_location": "Austin, TX",
"linkedin_slug": "techstart-inc",
"website_url": "https://techstart.com",
"email": "hello@techstart.com",
"country_code": "+1",
"phone_number": "5559876543",
"arr_estimate": 1200000,
"number_of_employees": 45,
"is_starred": true,
"tags": ["tag_123", "tag_456"],
"lists": ["list_789"],
"contacts": ["contact_101"],
"custom_fields": [
{
"id": "field_123",
"value": "Artificial Intelligence"
},
{
"id": "field_456",
"value": "option_789"
}
]
}
```
### Response
```json theme={null}
{
"data": {
"id": "company_67890",
"name": "TechStart Inc",
"description": "Innovative startup focused on AI solutions",
"headquarters_location": "Austin, TX",
"linkedin_slug": "techstart-inc",
"website_url": "https://techstart.com",
"x_slug": null,
"facebook_slug": null,
"instagram_slug": null,
"email": "hello@techstart.com",
"country_code": "+1",
"phone_number": "5559876543",
"arr_estimate": 1200000,
"number_of_employees": 45,
"is_starred": true,
"ignore_merge": false,
"last_team_interaction": null,
"team_members_connected": 0,
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z",
"tags": [
{
"tag": {
"id": "tag_123",
"name": "Startup"
}
},
{
"tag": {
"id": "tag_456",
"name": "AI"
}
}
],
"lists": [
{
"list": {
"id": "list_789",
"name": "Q1 Prospects"
}
}
],
"contacts": [
{
"id": "contact_101",
"full_name": "Sarah Johnson",
"image_url": null
}
],
"custom_fields": [
{
"id": "field_123",
"name": "Industry Vertical",
"field_type": "SINGLE_LINE_TEXT",
"value": "Artificial Intelligence"
},
{
"id": "field_456",
"name": "Stage",
"field_type": "SINGLE_SELECT",
"value": {
"id": "option_789",
"value": "Growth"
}
}
]
}
}
```
# Update Company
Source: https://guide.rolodexcrm.com/api-reference/Companies/put
PUT /companies/{id}
Update an existing company in your Rolodex workspace. Relationship fields are replaced, not merged.
## `PUT`a company
`PUT` `/user-api/v1/companies/:id`
### Path Parameters
Company ID
### Headers
| **Header** | **Value** |
| ------------------- | ----------------------- |
| `Content-Type` | `application/json` |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Query Parameters
Related data to include: `custom_fields`, `tags`, `lists`, `contacts`
### Endpoint Example
`PUT` `/user-api/v1/companies/company_67890?include=tags,custom_fields
`
Relationship fields (tags, lists, contacts, custom\_fields) are replaced entirely with the provided values. To add to existing relationships, include all current values plus new ones.
### Request
```json theme={null}
{
"arr_estimate": 1500000,
"number_of_employees": 65,
"is_starred": false,
"tags": ["tag_123", "tag_999"],
"custom_fields": [
{
"id": "field_123",
"value": "AI & Machine Learning"
}
]
}
```
### Response
```json theme={null}
{
"data": {
"id": "company_67890",
"name": "TechStart Inc",
"description": "Innovative startup focused on AI solutions",
"headquarters_location": "Austin, TX",
"linkedin_slug": "techstart-inc",
"website_url": "https://techstart.com",
"x_slug": null,
"facebook_slug": null,
"instagram_slug": null,
"email": "hello@techstart.com",
"country_code": "+1",
"phone_number": "5559876543",
"arr_estimate": 1500000,
"number_of_employees": 65,
"is_starred": false,
"ignore_merge": false,
"last_team_interaction": null,
"team_members_connected": 0,
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T12:45:00Z"
}
}
```
# Delete Contact
Source: https://guide.rolodexcrm.com/api-reference/Contacts/delete
DELETE /contacts/{id}
Permanently delete a contact from your Rolodex workspace.
## `DELETE`a contact
`DELETE` `/user-api/v1/contacts/:id`
### Path Parameters
Contact ID
### Query Parameters
Related data to include: `emails`, `phone_numbers`, `companies`, `custom_fields`, `tags`, `lists`, `notes`
### Endpoint Example
`DELETE` `/user-api/v1/contacts/contact_67890?include=emails,phone_numbers,companies,custom_fields,tags,lists,notes`
### Response
```json theme={null}
{
"data": {
"id": "contact_67890",
"full_name": "Jane Smith",
"first_name": "Jane",
"last_name": "Smith",
"title": "Senior Product Manager",
"description": "Experienced product manager with a focus on SaaS products",
"location": "New York, NY",
"image_url": null,
"linkedin_slug": "janesmith",
"website_url": "https://janesmith.com",
"x_slug": null,
"facebook_slug": null,
"instagram_slug": null,
"birthday_day": null,
"birthday_month": null,
"birthday_year": null,
"is_starred": false,
"ignore_merge": false,
"last_team_interaction": null,
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T12:45:00Z",
"emails": [
{
"id": "email_234",
"email_address": "jane.smith@newcompany.com",
"is_primary": true
}
],
"phone_numbers": [
{
"id": "phone_567",
"phone_number": "5551234567",
"country_code": "+1",
"is_primary": true
}
],
"companies": [
{
"id": "company_123",
"name": "Tech Corp",
"title": "Senior Product Manager",
"is_active": true,
"start_date": "2023-01-15"
}
],
"tags": [
{
"tag": {
"id": "tag_123",
"name": "Lead"
}
}
],
"lists": [
{
"list": {
"id": "list_789",
"name": "Q1 Targets"
}
}
],
"notes": [
{
"note": {
"id": "note_101",
"body": "Initial outreach completed"
}
}
],
"custom_fields": [
{
"id": "field_123",
"name": "Lead Score",
"field_type": "NUMERIC",
"value": 88
}
]
}
}
```
# Fetch Contacts
Source: https://guide.rolodexcrm.com/api-reference/Contacts/get
GET /contacts
Fetch contacts from your Rolodex workspace, with pagination, sorting, and optional related data.
## `GET` contacts
Fetch a list of contacts.
`GET` `/user-api/v1/contacts`
### Query Parameters
Set a limit to the number of records to return (Default:25)
Number of records to skip.
Sort order: `updated_at:asc`, `updated_at:desc`, `created_at:asc`, `created_at:desc`, `last_team_interaction:asc`, `last_team_interaction:desc`, `full_name:asc`, `full_name:desc`
Related data to include: `emails`, `phone_numbers`, `companies`, `custom_fields`, `tags`, `lists`, `notes`
### Headers
| Header | Value |
| ------------------- | ----------------------- |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Response
```json theme={null}
{
"pagination": {
"limit": 25,
"offset": 0,
"total": 1000
},
"data": [
{
"id": "contact_12345",
"full_name": "John Doe",
"first_name": "John",
"last_name": "Doe",
"title": "Software Engineer",
"description": "Senior software engineer specializing in backend systems",
"location": "San Francisco, CA",
"image_url": "https://example.com/avatar.jpg",
"linkedin_slug": "johndoe",
"website_url": "https://johndoe.com",
"x_slug": "johndoe",
"facebook_slug": "johndoe",
"instagram_slug": "johndoe",
"birthday_day": 15,
"birthday_month": 3,
"birthday_year": 1990,
"is_starred": false,
"ignore_merge": false,
"last_team_interaction": "2025-01-15T10:30:00Z",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z"
}
]
}
```
### With `Include` Parameters
`GET` `/user-api/v1/contacts?include=emails,phone_numbers,companies,custom_fields,tags,lists,notes`
### Response with all includes
```json theme={null}
{
"pagination": {
"limit": 25,
"offset": 0,
"total": 1000
},
"data": [
{
"id": "contact_12345",
"full_name": "John Doe",
"first_name": "John",
"last_name": "Doe",
"title": "Software Engineer",
"description": "Senior software engineer specializing in backend systems",
"location": "San Francisco, CA",
"image_url": "https://example.com/avatar.jpg",
"linkedin_slug": "johndoe",
"website_url": "https://johndoe.com",
"x_slug": "johndoe",
"facebook_slug": "johndoe",
"instagram_slug": "johndoe",
"birthday_day": 15,
"birthday_month": 3,
"birthday_year": 1990,
"is_starred": false,
"ignore_merge": false,
"last_team_interaction": "2025-01-15T10:30:00Z",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z",
"emails": [
{
"id": "email_123",
"email_address": "john@example.com",
"is_primary": true
}
],
"phone_numbers": [
{
"id": "phone_456",
"phone_number": "5551234567",
"country_code": "+1",
"is_primary": true
}
],
"companies": [
{
"id": "company_789",
"name": "Acme Corp",
"title": "Senior Software Engineer",
"is_active": true,
"start_date": "2023-01-15"
}
],
"custom_fields": [
{
"id": "field_101",
"name": "Lead Score",
"field_type": "NUMERIC",
"value": 85
},
{
"id": "field_102",
"name": "Department",
"field_type": "SINGLE_LINE_TEXT",
"value": "Engineering"
},
{
"id": "field_103",
"name": "Status",
"field_type": "SINGLE_SELECT",
"value": {
"id": "option_101",
"value": "Active"
}
},
{
"id": "field_104",
"name": "Skills",
"field_type": "MULTI_SELECT",
"value": [
{
"id": "option_201",
"value": "JavaScript"
},
{
"id": "option_202",
"value": "React"
}
]
}
],
"tags": [
{
"tag": {
"id": "tag_123",
"name": "Lead"
}
}
],
"lists": [
{
"list": {
"id": "list_456",
"name": "Q1 Prospects"
}
}
],
"notes": [
{
"note": {
"id": "note_789",
"body": "Great conversation about their tech stack"
}
}
]
}
]
}
```
## `GET` Contact by ID
Pass a contact id and fetches the full contact information.
`GET` `/user-api/v1/contacts/:id`
### Path Parameters
Contact ID
### Query Parameters
Related data to include: `emails`, `phone_numbers`, `companies`, `custom_fields`, `tags`, `lists`, `notes`
### Endpoint Example
`GET` `/user-api/v1/contacts/contact_12345?include=emails,phone_numbers,companies`
### Response
```json theme={null}
{
"data": {
"id": "contact_12345",
"full_name": "John Doe",
"first_name": "John",
"last_name": "Doe",
"title": "Software Engineer",
"description": "Senior software engineer specializing in backend systems",
"location": "San Francisco, CA",
"image_url": "https://example.com/avatar.jpg",
"linkedin_slug": "johndoe",
"website_url": "https://johndoe.com",
"x_slug": "johndoe",
"facebook_slug": "johndoe",
"instagram_slug": "johndoe",
"birthday_day": 15,
"birthday_month": 3,
"birthday_year": 1990,
"is_starred": false,
"ignore_merge": false,
"last_team_interaction": "2025-01-15T10:30:00Z",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z"
}
}
```
# Create Contact
Source: https://guide.rolodexcrm.com/api-reference/Contacts/post
POST /contacts
Create a new contact in your Rolodex workspace via the REST API.
## `POST` a contact
`POST` `/user-api/v1/contacts`
### Headers
| **Header** | **Value** |
| ------------------- | ----------------------- |
| `Content-Type` | `application/json` |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Required Fields
Contact's first name.
### Request
```json theme={null}
{
"first_name": "Jane",
"last_name": "Smith",
"title": "Product Manager",
"location": "New York, NY",
"linkedin_slug": "janesmith",
"website_url": "https://janesmith.com",
"description": "Experienced product manager with a focus on SaaS products",
"is_starred": true,
"emails": [
{
"email_address": "jane@example.com",
"is_primary": true
},
"jane.smith@work.com"
],
"phone_numbers": [
{
"phone_number": "5551234567",
"country_code": "+1",
"is_primary": true
},
"+15559876543"
],
"companies": [
{
"id": "company_123",
"is_active": true,
"start_date": "2023-01-15",
"title": "Senior Product Manager"
},
"company_456"
],
"tags": ["tag_123", "tag_456"],
"lists": ["list_789"],
"notes": ["note_101"],
"custom_fields": [
{
"id": "field_123",
"value": 95
},
{
"id": "field_456",
"value": "option_789"
}
]
}
```
### Response
```json theme={null}
{
"data": {
"id": "contact_67890",
"full_name": "Jane Smith",
"first_name": "Jane",
"last_name": "Smith",
"title": "Product Manager",
"description": "Experienced product manager with a focus on SaaS products",
"location": "New York, NY",
"image_url": null,
"linkedin_slug": "janesmith",
"website_url": "https://janesmith.com",
"x_slug": null,
"facebook_slug": null,
"instagram_slug": null,
"birthday_day": null,
"birthday_month": null,
"birthday_year": null,
"is_starred": true,
"ignore_merge": false,
"last_team_interaction": null,
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z",
"emails": [
{
"id": "email_234",
"email_address": "jane@example.com",
"is_primary": true
},
{
"id": "email_235",
"email_address": "jane.smith@work.com",
"is_primary": false
}
],
"phone_numbers": [
{
"id": "phone_567",
"phone_number": "5551234567",
"country_code": "+1",
"is_primary": true
},
{
"id": "phone_568",
"phone_number": "5559876543",
"country_code": "+1",
"is_primary": false
}
],
"companies": [
{
"id": "company_123",
"name": "Tech Corp",
"title": "Senior Product Manager",
"is_active": true,
"start_date": "2023-01-15"
},
{
"id": "company_456",
"name": "Startup Inc",
"title": null,
"is_active": null,
"start_date": null
}
],
"tags": [
{
"tag": {
"id": "tag_123",
"name": "Lead"
}
},
{
"tag": {
"id": "tag_456",
"name": "Hot Prospect"
}
}
],
"lists": [
{
"list": {
"id": "list_789",
"name": "Q1 Targets"
}
}
],
"notes": [
{
"note": {
"id": "note_101",
"body": "Initial outreach completed"
}
}
],
"custom_fields": [
{
"id": "field_123",
"name": "Lead Score",
"field_type": "NUMERIC",
"value": 95
},
{
"id": "field_456",
"name": "Status",
"field_type": "SINGLE_SELECT",
"value": {
"id": "option_789",
"value": "Qualified"
}
}
]
}
}
```
# Update Contact
Source: https://guide.rolodexcrm.com/api-reference/Contacts/put
PUT /contacts/{id}
Update an existing contact in your Rolodex workspace. Relationship fields are replaced, not merged.
## `PUT` a contact
`PUT` `/user-api/v1/contacts/:id`
### Path Parameters
Contact ID
### Headers
| **Header** | **Value** |
| ------------------- | ----------------------- |
| `Content-Type` | `application/json` |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Query Parameters
Related data to include: `emails`, `phone_numbers`, `companies`, `custom_fields`, `tags`, `lists`, `notes`
### Endpoint Example
`PUT` `/user-api/v1/contacts/contact_67890?include=emails,custom_fields`
Relationship fields (`emails`, `phone_numbers`, `companies`, `tags`, `lists`, `notes`, `custom_fields`) are replaced entirely with the provided values. To add to existing relationships, include all current values plus new ones.
### Request
```json theme={null}
{
"title": "Senior Product Manager",
"is_starred": false,
"emails": [
{
"email_address": "jane.smith@newcompany.com",
"is_primary": true
}
],
"custom_fields": [
{
"id": "field_123",
"value": 88
}
]
}
```
### Response
```json theme={null}
{
"data": {
"id": "contact_67890",
"full_name": "Jane Smith",
"first_name": "Jane",
"last_name": "Smith",
"title": "Senior Product Manager",
"description": "Experienced product manager with a focus on SaaS products",
"location": "New York, NY",
"image_url": null,
"linkedin_slug": "janesmith",
"website_url": "https://janesmith.com",
"x_slug": null,
"facebook_slug": null,
"instagram_slug": null,
"birthday_day": null,
"birthday_month": null,
"birthday_year": null,
"is_starred": false,
"ignore_merge": false,
"last_team_interaction": null,
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T12:45:00Z"
}
}
```
# Delete Custom Field
Source: https://guide.rolodexcrm.com/api-reference/CustomFields/delete
DELETE /custom-fields/{id}
Permanently delete a custom field from your Rolodex workspace.
## `DELETE` a Custom Field
`DELETE` `/user-api/v1/custom-fields/:id`
### Path Parameters
Custom Field ID
### Endpoint Example
`DELETE` `/user-api/v1/custom-fields/field_99999`
### Response
```json theme={null}
{
"data": {
"id": "field_99999",
"name": "Updated Priority Level",
"field_type": "SINGLE_SELECT",
"entity_type": "CONTACT",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T12:45:00Z",
"multi_select_options": [
{
"id": "option_401",
"value": "Deferred"
},
{
"id": "option_402",
"value": "High"
},
{
"id": "option_403",
"value": "Low"
},
{
"id": "option_404",
"value": "Medium"
},
{
"id": "option_405",
"value": "Urgent"
}
]
}
}
```
## Field Types
| **Type** | **Description** | **Example Usage** |
| ------------------ | ----------------------------- | -------------------------- |
| `SINGLE_LINE_TEXT` | Single line text input | Department, Job Title |
| `USER` | Reference to workspace user | Account Manager, Sales Rep |
| `SINGLE_SELECT` | Single choice from options | Priority Level, Status |
| `MULTI_SELECT` | Multiple choices from options | Skills, Technologies |
| `DATE` | Date picker | Start Date, Follow-up Date |
| `NUMERIC` | Number input | Lead Score, Revenue |
| `BOOLEAN` | True/false checkbox | Is VIP, Active Status |
## Entity Types
| **Type** | **Description** |
| --------- | ----------------------------------------- |
| `CONTACT` | Custom fields for contacts/people |
| `COMPANY` | Custom fields for companies/organizations |
# Fetch Custom Fields
Source: https://guide.rolodexcrm.com/api-reference/CustomFields/get
GET /custom-fields
Fetch custom fields from your Rolodex workspace, with pagination, sorting, and optional related data.
## `GET` Custom Fields
`GET` `/user-api/v1/custom-fields`
### Headers
| Header | Value |
| ------------------- | ----------------------- |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Query Parameters
Set a limit to the number of records to return (Default:25)
Number of records to skip.
Sort order: `created_at:asc`, `created_at:desc`, `name:asc`, `name:desc`
Filter by field type: `SINGLE_LINE_TEXT`, `USER, SINGLE_SELECT`, `MULTI_SELECT`, `DATE`, `NUMERIC`, `BOOLEAN`
Filter by entity type: `CONTACT`, `COMPANY`
### Response
```json theme={null}
{
"pagination": {
"limit": 25,
"offset": 0,
"total": 15
},
"data": [
{
"id": "field_12345",
"name": "Lead Score",
"field_type": "NUMERIC",
"entity_type": "CONTACT",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z"
},
{
"id": "field_67890",
"name": "Company Size",
"field_type": "SINGLE_SELECT",
"entity_type": "COMPANY",
"created_at": "2025-01-14T09:15:00Z",
"updated_at": "2025-01-14T09:15:00Z",
"multi_select_options": [
{
"id": "option_101",
"value": "Startup (1-10)"
},
{
"id": "option_102",
"value": "Small (11-50)"
},
{
"id": "option_103",
"value": "Medium (51-200)"
},
{
"id": "option_104",
"value": "Large (200+)"
}
]
},
{
"id": "field_11111",
"name": "Skills",
"field_type": "MULTI_SELECT",
"entity_type": "CONTACT",
"created_at": "2025-01-13T08:00:00Z",
"updated_at": "2025-01-13T08:00:00Z",
"multi_select_options": [
{
"id": "option_201",
"value": "JavaScript"
},
{
"id": "option_202",
"value": "Python"
},
{
"id": "option_203",
"value": "React"
}
]
},
{
"id": "field_22222",
"name": "Department",
"field_type": "SINGLE_LINE_TEXT",
"entity_type": "CONTACT",
"created_at": "2025-01-12T14:20:00Z",
"updated_at": "2025-01-12T14:20:00Z"
}
]
}
```
### With Entity Type Filter
`GET` `/user-api/v1/custom-fields?entity_type=CONTACT&limit=10`
### Response with entity type filter
```json theme={null}
{
"pagination": {
"limit": 10,
"offset": 0,
"total": 8
},
"data": [
{
"id": "field_12345",
"name": "Lead Score",
"field_type": "NUMERIC",
"entity_type": "CONTACT",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z"
},
{
"id": "field_11111",
"name": "Skills",
"field_type": "MULTI_SELECT",
"entity_type": "CONTACT",
"created_at": "2025-01-13T08:00:00Z",
"updated_at": "2025-01-13T08:00:00Z",
"multi_select_options": [
{
"id": "option_201",
"value": "JavaScript"
},
{
"id": "option_202",
"value": "Python"
},
{
"id": "option_203",
"value": "React"
}
]
}
]
}
```
### With Combined Filters
`GET` `/user-api/v1/custom-fields?field_type=SINGLE_SELECT&entity_type=COMPANY&limit=10`
### Response with combined filters
```json theme={null}
{
"pagination": {
"limit": 10,
"offset": 0,
"total": 3
},
"data": [
{
"id": "field_67890",
"name": "Company Size",
"field_type": "SINGLE_SELECT",
"entity_type": "COMPANY",
"created_at": "2025-01-14T09:15:00Z",
"updated_at": "2025-01-14T09:15:00Z",
"multi_select_options": [
{
"id": "option_101",
"value": "Large (200+)"
},
{
"id": "option_102",
"value": "Medium (51-200)"
},
{
"id": "option_103",
"value": "Small (11-50)"
},
{
"id": "option_104",
"value": "Startup (1-10)"
}
]
}
]
}
```
## `GET` a Custom Field
`GET` `/user-api/v1/custom-fields/:id`
### Path Parameters
Custom Field ID
### Endpoint Example
`GET` `/user-api/v1/custom-fields/field_12345`
### Response
```json theme={null}
{
"data": {
"id": "field_12345",
"name": "Lead Score",
"field_type": "NUMERIC",
"entity_type": "CONTACT",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z"
}
}
```
## Field Types
| **Type** | **Description** | **Example Usage** |
| :----------------- | :---------------------------- | :------------------------- |
| `SINGLE_LINE_TEXT` | Single line text input | Department, Job Title |
| `USER` | Reference to workspace user | Account Manager, Sales Rep |
| `SINGLE_SELECT` | Single choice from options | Priority Level, Status |
| `MULTI_SELECT` | Multiple choices from options | Skills, Technologies |
| `DATE` | Date picker | Start Date, Follow-up Date |
| `NUMERIC` | Number input | Lead Score, Revenue |
| `BOOLEAN` | True/false checkbox | Is VIP, Active Status |
## Entity Types
| **Type** | **Description** |
| :-------- | :---------------------------------------- |
| `CONTACT` | Custom fields for contacts/people |
| `COMPANY` | Custom fields for companies/organizations |
# Create Custom Field
Source: https://guide.rolodexcrm.com/api-reference/CustomFields/post
POST /custom-fields
Create a new custom field in your Rolodex workspace via the REST API.
## `POST` a Custom Field
`POST` `/user-api/v1/custom-fields`
### Headers
| **Header** | **Value** |
| ------------------- | ----------------------- |
| `Content-Type` | `application/json` |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Required Fields
Field name (1-50 characters)
Field type: `SINGLE_LINE_TEXT`, `USER`, `SINGLE_SELECT`, `MULTI_SELECT`, `DATE`, `NUMERIC`, `BOOLEAN`
Entity type: `CONTACT`, `COMPANY`
### Optional Fields
Options for `SINGLE_SELECT` and `MULTI_SELECT` field types (1-50 characters each)
### Request (Text Field)
```json theme={null}
{
"name": "Department",
"field_type": "SINGLE_LINE_TEXT",
"entity_type": "CONTACT"
}
```
### Request (Single Select Field)
```json theme={null}
{
"name": "Priority Level",
"field_type": "SINGLE_SELECT",
"entity_type": "CONTACT",
"multi_select_options": [
"High",
"Medium",
"Low",
{
"value": "Critical"
}
]
}
```
### Request (Multi Select Field)
```json theme={null}
{
"name": "Technologies",
"field_type": "MULTI_SELECT",
"entity_type": "COMPANY",
"multi_select_options": [
"JavaScript",
"Python",
"React",
"Node.js",
{
"value": "TypeScript"
}
]
}
```
### Response (Single Select Field)
```json theme={null}
{
"data": {
"id": "field_99999",
"name": "Priority Level",
"field_type": "SINGLE_SELECT",
"entity_type": "CONTACT",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z",
"multi_select_options": [
{
"id": "option_301",
"value": "Critical"
},
{
"id": "option_302",
"value": "High"
},
{
"id": "option_303",
"value": "Low"
},
{
"id": "option_304",
"value": "Medium"
}
]
}
}
```
### Response (Text Field)
```json theme={null}
{
"data": {
"id": "field_88888",
"name": "Department",
"field_type": "SINGLE_LINE_TEXT",
"entity_type": "CONTACT",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z"
}
}
```
## Field Types
| **Type** | **Description** | **Example Usage** |
| :----------------- | :---------------------------- | :------------------------- |
| `SINGLE_LINE_TEXT` | Single line text input | Department, Job Title |
| `USER` | Reference to workspace user | Account Manager, Sales Rep |
| `SINGLE_SELECT` | Single choice from options | Priority Level, Status |
| `MULTI_SELECT` | Multiple choices from options | Skills, Technologies |
| `DATE` | Date picker | Start Date, Follow-up Date |
| `NUMERIC` | Number input | Lead Score, Revenue |
| `BOOLEAN` | True/false checkbox | Is VIP, Active Status |
## Entity Types
| **Type** | **Description** |
| :-------- | :---------------------------------------- |
| `CONTACT` | Custom fields for contacts/people |
| `COMPANY` | Custom fields for companies/organizations |
# Update Custom Field
Source: https://guide.rolodexcrm.com/api-reference/CustomFields/put
PUT /custom-fields/{id}
Update an existing custom field in your Rolodex workspace. Relationship fields are replaced, not merged.
## `PUT` a Custom Field
`PUT` `/user-api/v1/custom-fields/:id`
### Headers
| **Header** | **Value** |
| ------------------- | ----------------------- |
| `Content-Type` | `application/json` |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Path Parameters
Custom Field ID
### Endpoint Example
`PUT` `/user-api/v1/custom-fields/field_99999`
The `field_type` and `entity_type` cannot be updated after creation. For select fields, multi\_select\_options are replaced entirely with the provided values.
### Request
```json theme={null}
{
"name": "Updated Priority Level",
"multi_select_options": [
"Urgent",
"High",
"Medium",
"Low",
{
"value": "Deferred"
}
]
}
```
### Response
```json theme={null}
{
"data": {
"id": "field_99999",
"name": "Updated Priority Level",
"field_type": "SINGLE_SELECT",
"entity_type": "CONTACT",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T12:45:00Z",
"multi_select_options": [
{
"id": "option_401",
"value": "Deferred"
},
{
"id": "option_402",
"value": "High"
},
{
"id": "option_403",
"value": "Low"
},
{
"id": "option_404",
"value": "Medium"
},
{
"id": "option_405",
"value": "Urgent"
}
]
}
}
```
## Field Types
| **Type** | **Description** | **Example Usage** |
| :----------------- | :---------------------------- | :------------------------- |
| `SINGLE_LINE_TEXT` | Single line text input | Department, Job Title |
| `USER` | Reference to workspace user | Account Manager, Sales Rep |
| `SINGLE_SELECT` | Single choice from options | Priority Level, Status |
| `MULTI_SELECT` | Multiple choices from options | Skills, Technologies |
| `DATE` | Date picker | Start Date, Follow-up Date |
| `NUMERIC` | Number input | Lead Score, Revenue |
| `BOOLEAN` | True/false checkbox | Is VIP, Active Status |
## Entity Types
| **Type** | **Description** |
| :-------- | :---------------------------------------- |
| `CONTACT` | Custom fields for contacts/people |
| `COMPANY` | Custom fields for companies/organizations |
# Authentication
Source: https://guide.rolodexcrm.com/api-reference/Gettingstarted
This guide covers how to use specific headers for authentication and authorization.
## Base URL
```text Base URL theme={null}
https://api.rolodexcrm.com/user-api/v1/
```
## Headers
These are included in all requests.
```text Content-Type theme={null}
application/json
```
```text API Key theme={null}
x-rolodex-api-key: rol_f1e2d3c4b5a697...
```
The `x-rolodex-api-key` header should contain the user’s API key. This key is used for identifying the user and further processing the request. To use it, include the `x-rolodex-api-key` header with the value being your personal API key in your API requests.
## Where to find and create API Keys?
You can generate and manage your API keys on the [API page](https://rolodexcrm.com/app/rolodex/settings/api) in settings. Generate a unique key for each integration or build you create.
The generated API key value will look like this: `rol_f1e2d3c4b5a697...`
You can manage and delete these keys from the same page.
# Delete List
Source: https://guide.rolodexcrm.com/api-reference/Lists/delete
DELETE /lists/{id}
Permanently delete a list from your Rolodex workspace.
## `DELETE` a List
`DELETE` `/user-api/v1/lists/:id`
### Path Parameters
List ID
### Query Parameters
Related data to include: `contacts`, `companies`
### Endpoint Example
`DELETE` `/user-api/v1/lists/list_99999?include=contacts`
### Response
```json theme={null}
{
"data": {
"id": "list_99999",
"name": "Premium VIP Contacts",
"type": "CONTACT",
"description": "Updated description for our premium contacts",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T12:45:00Z",
"contacts": [
{
"id": "contact_123",
"full_name": "John Doe",
"image_url": "https://example.com/avatar.jpg"
},
{
"id": "contact_999",
"full_name": "Alice Wilson",
"image_url": "https://example.com/avatar4.jpg"
}
]
}
}
```
# Fetch Lists
Source: https://guide.rolodexcrm.com/api-reference/Lists/get
GET /lists
Fetch lists from your Rolodex workspace, with pagination, sorting, and optional related data.
## `GET` lists
Fetch multiple lists.
`GET` `/user-api/v1/lists`
### Headers
| Header | Value |
| ------------------- | ----------------------- |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Query Parameters
Number of records to return (Default:25)
Number of records to skip (Default:0)
Sort order: `created_at:asc`, `created_at:desc`, `name:asc`, `name:desc`
Related data to include: `contacts`, `companies`
Filter by list type: `CONTACT`, `COMPANY`
### Response
```json theme={null}
{
"pagination": {
"limit": 25,
"offset": 0,
"total": 50
},
"data": [
{
"id": "list_12345",
"name": "Q1 Prospects",
"description": "High-priority prospects for Q1 outreach",
"type": "CONTACT",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z"
},
{
"id": "list_67890",
"name": "Enterprise Clients",
"description": "Large enterprise companies we're targeting",
"type": "COMPANY",
"created_at": "2025-01-14T09:15:00Z",
"updated_at": "2025-01-14T09:15:00Z"
}
]
}
```
### With `Include` Paramters
`GET` `/user-api/v1/lists?include=contacts,companies&type=CONTACT`
### Response with all includes (CONTACT list)
```json theme={null}
{
"pagination": {
"limit": 25,
"offset": 0,
"total": 50
},
"data": [
{
"id": "list_12345",
"name": "Q1 Prospects",
"description": "High-priority prospects for Q1 outreach",
"type": "CONTACT",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z",
"contacts": [
{
"id": "contact_123",
"full_name": "John Doe",
"image_url": "https://example.com/avatar.jpg"
}
]
}
]
}
```
### Response with all includes (COMPANY list)
```json theme={null}
{
"pagination": {
"limit": 25,
"offset": 0,
"total": 50
},
"data": [
{
"id": "list_67890",
"name": "Enterprise Clients",
"description": "Large enterprise companies we're targeting",
"type": "COMPANY",
"created_at": "2025-01-14T09:15:00Z",
"updated_at": "2025-01-14T09:15:00Z",
"companies": [
{
"id": "company_456",
"name": "Acme Corp",
"logo_url": "https://example.com/logo.png"
}
]
}
]
}
```
## `GET` a List
Fetch one list.
`GET` `/user-api/v1/lists/:id`
### Path Parameters
List ID
### Query Parameters
Related data to include: `contacts`, `companies`
### Endpoint Example
`GET` `/user-api/v1/lists/list_12345?include=contacts`
### Response
```json theme={null}
{
"data": {
"id": "list_12345",
"name": "Q1 Prospects",
"description": "High-priority prospects for Q1 outreach",
"type": "CONTACT",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z"
}
}
```
# Create List
Source: https://guide.rolodexcrm.com/api-reference/Lists/post
POST /lists
Create a new list in your Rolodex workspace via the REST API.
## `POST`a List
`POST` `/user-api/v1/lists`
### Headers
| **Header** | **Value** |
| ------------------- | ----------------------- |
| `Content-Type` | `application/json` |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Required Fields
List name (1-50 characters)
List type: `CONTACT` or `COMPANY`
### Optional Fields
List description (max 150 characters)
### Request (Contact List)
```json theme={null}
{
"name": "VIP Contacts",
"type": "CONTACT",
"description": "Our most important contacts and prospects",
"contacts": [
"contact_123",
"contact_456",
{
"id": "contact_789"
}
]
}
```
### Request (Company List)
```json theme={null}
{
"name": "Target Companies",
"type": "COMPANY",
"description": "Companies we want to partner with",
"companies": [
"company_123",
{
"id": "company_456"
}
]
}
```
### Response (Contact List)
```json theme={null}
{
"data": {
"id": "list_99999",
"name": "VIP Contacts",
"type": "CONTACT",
"description": "Our most important contacts and prospects",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z",
"contacts": [
{
"id": "contact_123",
"full_name": "John Doe",
"image_url": "https://example.com/avatar1.jpg"
},
{
"id": "contact_456",
"full_name": "Jane Smith",
"image_url": "https://example.com/avatar2.jpg"
},
{
"id": "contact_789",
"full_name": "Bob Johnson",
"image_url": "https://example.com/avatar3.jpg"
}
]
}
}
```
# Update List
Source: https://guide.rolodexcrm.com/api-reference/Lists/put
PUT /lists/{id}
Update an existing list in your Rolodex workspace. Relationship fields are replaced, not merged.
## `PUT` a List
`PUT` `/user-api/v1/lists/:id`
### Headers
| **Header** | **Value** |
| ------------------- | ----------------------- |
| `Content-Type` | `application/json` |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Path Parameters
List ID
### Query Parameters
Related data to include: `contacts`, `companies`
### Endpoint Example
`PUT` `/user-api/v1/lists/list_99999?include=contacts`
Relationship fields (`contacts`, `companies`) are replaced entirely with the provided values. To add to existing relationships, include all current values plus new ones. The type field cannot be updated after creation.
### Request
```json theme={null}
{
"name": "Premium VIP Contacts",
"description": "Updated description for our premium contacts",
"contacts": [
"contact_123",
"contact_999"
]
}
```
### Response
```json theme={null}
{
"data": {
"id": "list_99999",
"name": "Premium VIP Contacts",
"type": "CONTACT",
"description": "Updated description for our premium contacts",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T12:45:00Z"
}
}
```
# Delete Note
Source: https://guide.rolodexcrm.com/api-reference/Notes/delete
DELETE /notes/{id}
Permanently delete a note from your Rolodex workspace.
## `DELETE` a note
`DELETE` `/user-api/v1/notes/:id`
### Path Parameters
Note ID
### Query Parameters
Related data to include: `contacts`
### Endpoint Example
`Delete` `/user-api/v1/notes/note_99999?include=contacts`
### Response
```json theme={null}
{
"data": {
"id": "note_99999",
"body": "Updated: Discussed product roadmap and confirmed partnership meeting",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T12:45:00Z",
"contacts": [
{
"id": "contact_123",
"full_name": "John Doe",
"image_url": "https://example.com/avatar.jpg"
}
]
}
}
```
# Fetch Notes
Source: https://guide.rolodexcrm.com/api-reference/Notes/get
GET /notes
Fetch notes from your Rolodex workspace, with pagination, sorting, and optional related data.
## `GET`Notes
Fetch all notes.
`GET` `/user-api/v1/notes`
### Headers
| Header | Value |
| ------------------- | ----------------------- |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Query Parameters
Set a limit to the number of records to return (Default:25)
Number of records to skip.
Sort order: `updated_at:asc`, `updated_at:desc`, `created_at:asc`, `created_at:desc`
Related data to include: `contacts`
### Response
```json theme={null}
{
"pagination": {
"limit": 25,
"offset": 0,
"total": 250
},
"data": [
{
"id": "note_12345",
"body": "Follow up meeting scheduled for next week",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z"
},
{
"id": "note_67890",
"body": "Great conversation about their tech stack",
"created_at": "2025-01-14T09:15:00Z",
"updated_at": "2025-01-14T09:15:00Z"
}
]
}
```
### With `Include` Parameters
`GET` `/user-api/v1/notes?include=contacts`
### Response with all includes
```json theme={null}
{
"pagination": {
"limit": 25,
"offset": 0,
"total": 250
},
"data": [
{
"id": "note_12345",
"body": "Follow up meeting scheduled for next week",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z",
"contacts": [
{
"id": "contact_123",
"full_name": "John Doe",
"image_url": "https://example.com/avatar.jpg"
}
]
}
]
}
```
## `GET` a Note
Fetch one note.
`GET` `/user-api/v1/notes/:id`
## Path Parameters
Note ID
## Query Parameters
Related data to include: `contacts`
## Endpoint Example
`GET` `/user-api/v1/notes/note_12345?include=contacts`
### Response
```json theme={null}
{
"data": {
"id": "note_12345",
"body": "Follow up meeting scheduled for next week",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z"
}
}
```
# Create Note
Source: https://guide.rolodexcrm.com/api-reference/Notes/post
POST /notes
Create a new note in your Rolodex workspace via the REST API.
## `POST` a note
`POST` `/user-api/v1/notes`
### Headers
| **Header** | **Value** |
| ------------------- | ----------------------- |
| `Content-Type` | `application/json` |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Required Fields
Note content (minimum 1 character)
### Request
```json theme={null}
{
"body": "Discussed product roadmap and potential partnership opportunities",
"contacts": ["contact_123", "contact_456"]
}
```
### Response
```json theme={null}
{
"data": {
"id": "note_99999",
"body": "Discussed product roadmap and potential partnership opportunities",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z",
"contacts": [
{
"id": "contact_123",
"full_name": "John Doe",
"image_url": "https://example.com/avatar1.jpg"
},
{
"id": "contact_456",
"full_name": "Jane Smith",
"image_url": "https://example.com/avatar2.jpg"
}
]
}
}
```
# Update Note
Source: https://guide.rolodexcrm.com/api-reference/Notes/put
PUT /notes/{id}
Update an existing note in your Rolodex workspace. Relationship fields are replaced, not merged.
## `PUT`a note
`PUT` `/user-api/v1/notes/:id`
### Headers
| **Header** | **Value** |
| ------------------- | ----------------------- |
| `Content-Type` | `application/json` |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Path Parameters
Note ID
### Query Parameters
Related data to include: `contacts`
### Endpoint Example
`PUT` `/user-api/v1/notes/note_99999?include=contacts`
Relationship fields (`contacts`) are replaced entirely with the provided values. To add to existing relationships, include all current values plus new ones.
### Request
```json theme={null}
{
"body": "Updated: Discussed product roadmap and confirmed partnership meeting",
"contacts": ["contact_123"]
}
```
### Response
```json theme={null}
{
"data": {
"id": "note_99999",
"body": "Updated: Discussed product roadmap and confirmed partnership meeting",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T12:45:00Z"
}
}
```
# Delete Tag
Source: https://guide.rolodexcrm.com/api-reference/Tags/delete
DELETE /tags/{id}
Permanently delete a tag from your Rolodex workspace.
## `DELETE`a tag
`DELETE` `/user-api/v1/tags/:id`
### Path Parameters
Tag ID
### Query Parameters
Related data to include: `contacts`, `companies`, `tasks`
### Endpoint Example
`DELETE` `/user-api/v1/tags/tag_99999?include=contacts,companies,tasks`
### Response
```json theme={null}
{
"data": {
"id": "tag_99999",
"name": "Premium Client",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T12:45:00Z",
"contacts": [
{
"id": "contact_123",
"full_name": "John Doe",
"image_url": "https://example.com/avatar.jpg"
}
],
"companies": [
{
"id": "company_789",
"name": "Tech Corp",
"logo_url": "https://example.com/logo.png"
}
],
"tasks": [
{
"id": "task_101",
"body": "Schedule meeting"
}
]
}
}
```
# Fetch Tags
Source: https://guide.rolodexcrm.com/api-reference/Tags/get
GET /tags
Fetch tags from your Rolodex workspace, with pagination, sorting, and optional related data.
## `GET` tags
`GET` `/user-api/v1/tags`
### Query Parameters
Set a limit to the number of records to return (Default:25)
Number of records to skip.
Sort order: `created_at:asc`, `created_at:desc`, `name:asc`, `name:desc`
Related data to include: `contacts`, `companies`, `tasks`
### Headers
| Header | Value |
| ------------------- | ----------------------- |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Response
```json theme={null}
{
"pagination": {
"limit": 25,
"offset": 0,
"total": 150
},
"data": [
{
"id": "tag_12345",
"name": "Lead",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z"
},
{
"id": "tag_67890",
"name": "Hot Prospect",
"created_at": "2025-01-14T09:15:00Z",
"updated_at": "2025-01-14T09:15:00Z"
}
]
}
```
### With Include Parameters
`GET` `/user-api/v1/tags?include=contacts,companies,tasks`
### Response with all includes
```json theme={null}
{
"pagination": {
"limit": 25,
"offset": 0,
"total": 150
},
"data": [
{
"id": "tag_12345",
"name": "Lead",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z",
"contacts": [
{
"id": "contact_123",
"full_name": "John Doe",
"image_url": "https://example.com/avatar.jpg"
}
],
"companies": [
{
"id": "company_456",
"name": "Acme Corp",
"logo_url": "https://example.com/logo.png"
}
],
"tasks": [
{
"id": "task_789",
"body": "Follow up with lead"
}
]
}
]
}
```
## `GET`Tag
`GET` `/user-api/v1/tags/:id`
### Path Parameters
Tag ID
### Query Parameters
Related data to include: `contacts`, `companies`, `tasks`
### Endpoint Example
`GET` `/user-api/v1/tags/tag_12345?include=contacts,companies`
### Response
```json theme={null}
{
"data": {
"id": "tag_12345",
"name": "Lead",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z"
}
}
```
# Create Tag
Source: https://guide.rolodexcrm.com/api-reference/Tags/post
POST /tags
Create a new tag in your Rolodex workspace via the REST API.
## `POST` a tag
`POST` `/user-api/v1/tags`
### Headers
| **Header** | **Value** |
| ------------------- | ----------------------- |
| `Content-Type` | `application/json` |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Required Fields
Tag name (1-50 characters)
### Request
```json theme={null}
{
"name": "VIP Client",
"contacts": ["contact_123", "contact_456"],
"companies": ["company_789"],
"tasks": ["task_101"]
}
```
### Response
```json theme={null}
{
"data": {
"id": "tag_99999",
"name": "VIP Client",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z",
"contacts": [
{
"id": "contact_123",
"full_name": "John Doe",
"image_url": "https://example.com/avatar1.jpg"
},
{
"id": "contact_456",
"full_name": "Jane Smith",
"image_url": "https://example.com/avatar2.jpg"
}
],
"companies": [
{
"id": "company_789",
"name": "Tech Corp",
"logo_url": "https://example.com/logo.png"
}
],
"tasks": [
{
"id": "task_101",
"body": "Schedule meeting"
}
]
}
}
```
# Update Tag
Source: https://guide.rolodexcrm.com/api-reference/Tags/put
PUT /tags/{id}
Update an existing tag in your Rolodex workspace. Relationship fields are replaced, not merged.
## `PUT`a tag
`PUT` `/user-api/v1/tags/:id`
### Headers
| **Header** | **Value** |
| ------------------- | ----------------------- |
| `Content-Type` | `application/json` |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Path Parameters
Tag ID
### Query Parameters
Related data to include: `contacts`, `companies`, `tasks`
### Endpoint Example
`PUT` `/user-api/v1/tags/tag_99999?include=contacts`
Relationship fields (`contacts`, `companies`, `tasks`) are replaced entirely with the provided values. To add to existing relationships, include all current values plus new ones.
### Request
```json theme={null}
{
"name": "Premium Client",
"contacts": ["contact_123"]
}
```
### Response
```json theme={null}
{
"data": {
"id": "tag_99999",
"name": "Premium Client",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T12:45:00Z"
}
}
```
# Delete Task
Source: https://guide.rolodexcrm.com/api-reference/Tasks/delete
DELETE /tasks/{id}
Permanently delete a task from your Rolodex workspace.
## `DELETE` a Task
`DELETE` `/user-api/v1/tasks/:id`
### Path Parameters
Task ID
### Query Parameters
Related data to include: `tags`
### Endpoint Example
`DELETE` `/user-api/v1/tasks/task_99999?include=tags`
### Response
```json theme={null}
{
"data": {
"id": "task_99999",
"body": "Updated: Prepare quarterly business review presentation",
"due_date": "2025-01-25T16:00:00Z",
"completed_at": "2025-01-20T14:30:00Z",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-20T14:30:00Z",
"contacts": [
{
"id": "contact_123",
"full_name": "John Doe",
"image_url": "https://example.com/avatar.jpg"
}
],
"assignee": {
"id": "user_456",
"full_name": "Alice Smith",
"avatar_url": "https://example.com/user-avatar.jpg"
},
"creator": {
"id": "user_789",
"full_name": "Bob Johnson",
"avatar_url": "https://example.com/creator-avatar.jpg"
},
"tags": [
{
"id": "tag_101",
"name": "High Priority"
}
]
}
}
```
# Fetch Tasks
Source: https://guide.rolodexcrm.com/api-reference/Tasks/get
GET /tasks
Fetch tasks from your Rolodex workspace, with pagination, sorting, and optional related data.
## `GET` Tasks
`GET` `/user-api/v1/tasks`
### Headers
| Header | Value |
| ------------------- | ----------------------- |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Query Parameters
Set a limit to the number of records to return (Default:25)
Number of records to skip.
Sort order: `due_date:asc`, `due_date:desc`
Related data to include: `tags`
### Response
```json theme={null}
{
"pagination": {
"limit": 25,
"offset": 0,
"total": 75
},
"data": [
{
"id": "task_12345",
"body": "Follow up with prospect about pricing",
"due_date": "2025-01-20T15:00:00Z",
"completed_at": null,
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z",
"contacts": [
{
"id": "contact_123",
"full_name": "John Doe",
"image_url": "https://example.com/avatar.jpg"
}
],
"assignee": {
"id": "user_456",
"full_name": "Alice Smith",
"avatar_url": "https://example.com/user-avatar.jpg"
},
"creator": {
"id": "user_789",
"full_name": "Bob Johnson",
"avatar_url": "https://example.com/creator-avatar.jpg"
}
},
{
"id": "task_67890",
"body": "Schedule demo for next week",
"due_date": "2025-01-18T14:00:00Z",
"completed_at": "2025-01-17T11:30:00Z",
"created_at": "2025-01-14T09:15:00Z",
"updated_at": "2025-01-17T11:30:00Z",
"contacts": [],
"assignee": null,
"creator": {
"id": "user_789",
"full_name": "Bob Johnson",
"avatar_url": "https://example.com/creator-avatar.jpg"
}
}
]
}
```
### With Include Parameters
`GET` `/user-api/v1/tasks?include=tags`
### Response with all includes
```json theme={null}
{
"pagination": {
"limit": 25,
"offset": 0,
"total": 75
},
"data": [
{
"id": "task_12345",
"body": "Follow up with prospect about pricing",
"due_date": "2025-01-20T15:00:00Z",
"completed_at": null,
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z",
"contacts": [
{
"id": "contact_123",
"full_name": "John Doe",
"image_url": "https://example.com/avatar.jpg"
}
],
"assignee": {
"id": "user_456",
"full_name": "Alice Smith",
"avatar_url": "https://example.com/user-avatar.jpg"
},
"creator": {
"id": "user_789",
"full_name": "Bob Johnson",
"avatar_url": "https://example.com/creator-avatar.jpg"
},
"tags": [
{
"id": "tag_101",
"name": "High Priority"
},
{
"id": "tag_102",
"name": "Sales"
}
]
}
]
}
```
## `GET` a Task
`GET` `/user-api/v1/tasks/:id`
### Path Parameters
Task ID
### Query Parameters
Related data to include: tags
### Endpoint Example
`GET` `/user-api/v1/tasks/task_12345?include=tags`
### Response
```json theme={null}
{
"data": {
"id": "task_12345",
"body": "Follow up with prospect about pricing",
"due_date": "2025-01-20T15:00:00Z",
"completed_at": null,
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z",
"contacts": [
{
"id": "contact_123",
"full_name": "John Doe",
"image_url": "https://example.com/avatar.jpg"
}
],
"assignee": {
"id": "user_456",
"full_name": "Alice Smith",
"avatar_url": "https://example.com/user-avatar.jpg"
},
"creator": {
"id": "user_789",
"full_name": "Bob Johnson",
"avatar_url": "https://example.com/creator-avatar.jpg"
}
}
}
```
# Create Task
Source: https://guide.rolodexcrm.com/api-reference/Tasks/post
POST /tasks
Create a new task in your Rolodex workspace via the REST API.
## `POST` a task
`POST` `/user-api/v1/tasks`
### Headers
| **Header** | **Value** |
| ------------------- | ----------------------- |
| `Content-Type` | `application/json` |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Required Fields
Task description (minimum 1 character)
Due date in ISO datetime format
### Optional Fields
Completion date in ISO datetime format
### Request
```json theme={null}
{
"body": "Prepare quarterly business review presentation",
"due_date": "2025-01-25T16:00:00Z",
"assignee": "user_456",
"creator": "user_789",
"contacts": [
"contact_123",
{
"id": "contact_456"
}
],
"tags": [
"tag_101",
{
"id": "tag_102"
}
]
}
```
### Response
```json theme={null}
{
"data": {
"id": "task_99999",
"body": "Prepare quarterly business review presentation",
"due_date": "2025-01-25T16:00:00Z",
"completed_at": null,
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-15T10:30:00Z",
"contacts": [
{
"id": "contact_123",
"full_name": "John Doe",
"image_url": "https://example.com/avatar1.jpg"
},
{
"id": "contact_456",
"full_name": "Jane Smith",
"image_url": "https://example.com/avatar2.jpg"
}
],
"assignee": {
"id": "user_456",
"full_name": "Alice Smith",
"avatar_url": "https://example.com/user-avatar.jpg"
},
"creator": {
"id": "user_789",
"full_name": "Bob Johnson",
"avatar_url": "https://example.com/creator-avatar.jpg"
},
"tags": [
{
"id": "tag_101",
"name": "High Priority"
},
{
"id": "tag_102",
"name": "Sales"
}
]
}
}
```
# Update Task
Source: https://guide.rolodexcrm.com/api-reference/Tasks/put
PUT /tasks/{id}
Update an existing task in your Rolodex workspace. Relationship fields are replaced, not merged.
## `PUT` a Task
`PUT` `/user-api/v1/tasks/:id`
### Headers
| **Header** | **Value** |
| ------------------- | ----------------------- |
| `Content-Type` | `application/json` |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Path Parameters
Task ID
### Query Parameters
Related data to include: `tags`
### Endpoint Example
`PUT` `/user-api/v1/tasks/task_99999?include=tags`
Relationship fields (`contacts`, `tags`) are replaced entirely with the provided values. To add to existing relationships, include all current values plus new ones. Set assignee or creator to null to remove them.
### Request (Mark as completed)
```json theme={null}
{
"body": "Updated: Prepare quarterly business review presentation",
"completed_at": "2025-01-20T14:30:00Z",
"contacts": ["contact_123"],
"tags": ["tag_101"]
}
```
### Response
```json theme={null}
{
"data": {
"id": "task_99999",
"body": "Updated: Prepare quarterly business review presentation",
"due_date": "2025-01-25T16:00:00Z",
"completed_at": "2025-01-20T14:30:00Z",
"created_at": "2025-01-15T10:30:00Z",
"updated_at": "2025-01-20T14:30:00Z",
"contacts": [
{
"id": "contact_123",
"full_name": "John Doe",
"image_url": "https://example.com/avatar.jpg"
}
],
"assignee": {
"id": "user_456",
"full_name": "Alice Smith",
"avatar_url": "https://example.com/user-avatar.jpg"
},
"creator": {
"id": "user_789",
"full_name": "Bob Johnson",
"avatar_url": "https://example.com/creator-avatar.jpg"
}
}
}
```
# Fetch Workspace Users
Source: https://guide.rolodexcrm.com/api-reference/Workspaceusers/get
GET /workspace-users
Fetch the members of your Rolodex workspace, including their roles, via the REST API.
## `GET` Workspace users
`GET` `/user-api/v1/workspace-users`
### Headers
| Header | Value |
| ------------------- | ----------------------- |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Query Parameters
Set a limit to the number of records to return (Default:25)
Number of records to skip
Sort order: `created_at:asc`, `created_at:desc`
### Response
```json theme={null}
{
"pagination": {
"limit": 25,
"offset": 0,
"total": 8
},
"data": [
{
"id": "workspace_user_12345",
"workspace_id": "workspace_abc123",
"full_name": "John Doe",
"first_name": "John",
"last_name": "Doe",
"email": "john.doe@company.com",
"avatar_url": "https://example.com/avatars/john.jpg",
"role": "ADMIN",
"created_at": "2025-01-15T10:30:00Z"
},
{
"id": "workspace_user_67890",
"workspace_id": "workspace_abc123",
"full_name": "Jane Smith",
"first_name": "Jane",
"last_name": "Smith",
"email": "jane.smith@company.com",
"avatar_url": "https://example.com/avatars/jane.jpg",
"role": "USER",
"created_at": "2025-01-14T09:15:00Z"
},
{
"id": "workspace_user_11111",
"workspace_id": "workspace_abc123",
"full_name": "Bob Johnson",
"first_name": "Bob",
"last_name": "Johnson",
"email": "bob.johnson@company.com",
"avatar_url": null,
"role": "USER",
"created_at": "2025-01-13T14:22:00Z"
}
]
}
```
### With Pagination
`GET` `/user-api/v1/workspace-users?limit=5&offset=10&order_by=created_at:desc`
### Response with pagination
```json theme={null}
{
"pagination": {
"limit": 5,
"offset": 10,
"total": 8
},
"data": [
{
"id": "workspace_user_22222",
"workspace_id": "workspace_abc123",
"full_name": "Alice Wilson",
"first_name": "Alice",
"last_name": "Wilson",
"email": "alice.wilson@company.com",
"avatar_url": "https://example.com/avatars/alice.jpg",
"role": "USER",
"created_at": "2025-01-12T11:45:00Z"
}
]
}
```
## `GET` a Workspace user
`GET` `/user-api/v1/workspace-users/:id`
### Headers
| Header | Value |
| ------------------- | ----------------------- |
| `x-rolodex-api-key` | `rol_f1e2d3c4b5a697...` |
### Path Parameters
Workspace User ID
### Endpoint Example
`GET` `/user-api/v1/workspace-users/workspace_user_12345`
### Response
```json theme={null}
{
"data": {
"id": "workspace_user_12345",
"workspace_id": "workspace_abc123",
"full_name": "John Doe",
"first_name": "John",
"last_name": "Doe",
"email": "john.doe@company.com",
"avatar_url": "https://example.com/avatars/john.jpg",
"role": "ADMIN",
"created_at": "2025-01-15T10:30:00Z"
}
}
```
## User Roles
| **Role** | **Description** |
| -------- | ------------------------------------------------------------------- |
| `ADMIN` | Administrative privileges - can manage workspace settings and users |
| `USER` | Standard user privileges - default role for new workspace users |
## Response Fields
| Field | Type | Description |
| -------------- | ------------ | ------------------------------------------------ |
| `id` | string | Unique workspace user identifier |
| `workspace_id` | string | Workspace identifier |
| `full_name` | string | User's full name |
| `first_name` | string | User's first name |
| `last_name` | string | User's last name |
| `email` | string | User's email address |
| `avatar_url` | string\|null | URL to user's avatar image |
| `role` | string | User's role in the workspace (`ADMIN` or `USER`) |
| `created_at` | string | ISO datetime when user was added to workspace |
# API Workflows Guide
Source: https://guide.rolodexcrm.com/api-reference/how-to-use-api-keys
Learn how to build automations with the Rolodex API. Covers all resources: Contacts, Companies, Tags, Notes, Lists, Tasks, and Custom Fields.
## Getting your API key
You can find your Rolodex API key in your workspace settings under [**Settings → API**](https://rolodexcrm.com/app/rolodex/settings/api). Copy the key and store it securely — treat it like a password. See [Authentication](/api-reference/Gettingstarted) for how to send it with each request.
Keep your API key private. Do not expose it in client-side code or public repositories.
***
## How the Rolodex API works
Most automation tools follow the same pattern:
**Trigger → call Rolodex with your API key → use the response → next action (Slack, Sheets, Notion, etc.)**
Here's a basic example fetching a contact by ID:
```bash theme={null}
curl -X GET https://api.rolodexcrm.com/user-api/v1/contacts/{id} \
-H "x-rolodex-api-key: YOUR_API_KEY" \
-H "Content-Type: application/json"
```
Two patterns to keep in mind while designing workflows:
* Many endpoints support `include=...` so you can fetch related context (for example: a tag plus its linked contacts/companies/tasks, or a note plus linked contacts).
Several "relationship" fields use **replace-all** behavior. When you update a resource and provide related IDs (like contacts on a list, tags on a task, or contacts on a note), you're setting the **full final set** — not adding to it. Omitting an ID removes that relationship.
***
## Resources
## GET Contacts
* **Pre-meeting brief:** When a calendar event is about to start, fetch the contact and pull related context (emails, companies, notes) to post a short briefing in Slack/Teams.
* **Weekly relationship review:** On a schedule, fetch a sorted contact list (e.g., by last interaction) and write "people to follow up with" into Google Sheets/Airtable.
* **Context lookup inside internal tools:** When someone opens a record in Retool/Notion/Airtable, fetch the linked contact and show "who is this + what's the latest context" inline.
## POST Contacts
* **Form capture → Rolodex:** New Typeform/Webflow/Google Form submission creates a contact automatically.
* **Inbound "add this person" workflow:** A Slack workflow form ("Add new person") creates the contact and responds in-thread with confirmation.
* **Event list intake:** A new row in a spreadsheet (conference list, networking list) creates a contact as soon as it appears.
## PUT Contacts
* **Enrichment refresh:** When another system updates title/company/social links, update the contact in Rolodex to match.
* **Move people between segments using Lists/Tags:** When a contact's status changes in another tool (customer, partner, candidate), update their connected tags/lists on the Rolodex contact record.
* **Populate contact custom fields:** Create your custom field definitions first (see Custom Fields below), then write values to contacts in step with your business rules (e.g., "Priority", "Owner", "Follow-up date").
## DELETE Contacts
* **Approved deletion request:** When a support ticket is marked "approved", delete the contact and log the action in your compliance tracker.
* **Cleanup duplicates after review:** A reviewer marks a record as duplicate in an admin table, and your workflow deletes the old contact record.
## GET Companies
* **Auto-build a "top accounts" directory:** Pull companies into a Sheet/Notion database so the team can browse accounts with linked contacts/tags/lists/custom fields.
* **Company context in Slack:** When a teammate drops a company name in Slack (or selects it in a form), fetch the company and post the key context plus linked contacts.
## POST Companies
* **Enrichment-driven company creation:** When your enrichment tool detects a new domain/company, create a company in Rolodex first, then attach contacts to it.
* **"New vendor/partner" intake:** A procurement form submission creates a company record so it's searchable and usable across the workspace.
## PUT Companies
* **Keep company data fresh:** When HQ location, website, or social profiles change in another system, update the company in Rolodex.
* **Attach tags/lists/contacts to companies from external signals:** For example, if a company becomes "Partner" or "Target account", update the company's relationships accordingly (remember: replace-all behavior).
## DELETE Companies
* **Remove invalid or duplicate company records:** Triggered by an admin approval step in Airtable/Sheets/support tooling.
## GET Tags
* **Tag audit:** On a schedule, fetch tags and export a "tag health" sheet (unused tags, duplicates, inconsistent naming).
* **Show "everything connected to this tag":** In Slack/Notion/Retool, fetch a tag and include linked contacts/companies/tasks to quickly answer "who/what is in this segment?".
## POST Tags
* **Create tags from team workflows:** If a team starts a new initiative (e.g., "Nordics Expansion"), automatically create the tag when the initiative is created in Notion/Jira/Asana.
## PUT Tags
* **Rename or standardize tag names:** When someone updates taxonomy in your "tag dictionary" doc/sheet, rename tags in Rolodex to match.
* **Maintain tag membership from another system:** Sync tag relationships so the tag always reflects the final set of linked contacts/companies/tasks.
## DELETE Tags
* **Remove deprecated tags:** When a tag is marked "retired" in your taxonomy sheet, delete it in Rolodex.
## GET Notes
* **Daily/weekly "what happened" digest:** Fetch latest notes and post a summary to Slack (or email) with linked contacts included.
* **Export activity to knowledge tools:** Pull notes into Notion/Confluence as a lightweight relationship journal (optionally grouped by contact).
## POST Notes
* **After-meeting capture:** When a Zoom/Google Meet event ends, prompt the user (Slack modal/form) to write a short recap that becomes a note linked to the relevant contact(s).
* **Support-to-relationship context:** When a support ticket closes, create a note on the contact describing the outcome so future conversations have context.
## PUT Notes
* **Upgrade rough notes into "clean" notes:** If someone edits a recap in Notion/Docs, update the matching note in Rolodex (and maintain its linked contacts — replace-all behavior applies).
## DELETE Notes
* **Remove accidental notes:** If a note is flagged as incorrect in a review workflow, delete it.
## GET Lists
* **Publish "key lists" outside Rolodex:** Sync list membership into Sheets/Notion so teams can work from a shared, read-friendly view.
* **List-driven reporting:** Pull a list and generate weekly stats: new adds, removals, and who needs follow-up.
## POST Lists
* **Create lists from projects/initiatives:** When a new project is created (Notion/Jira), automatically create a matching contact or company list for the stakeholders.
## PUT Lists
* **Keep list membership in sync:** If list membership is maintained in another system (e.g., an Airtable "VIPs" table), push the final set of contact/company IDs to the Rolodex list (replace-all behavior).
## DELETE Lists
* **Retire lists when initiatives end:** When a project is marked "done", delete or archive the corresponding list via automation.
## GET Tasks
* **Personal daily agenda:** Each morning, fetch tasks (sorted by due date) and DM the user a "today's follow-ups" list.
* **Team queue dashboard:** Sync tasks into a shared board view in another tool (Notion/Airtable) to coordinate follow-ups.
## POST Tasks
* **Create follow-ups from signals:** When something happens in another app (new inbound, meeting booked, form submitted), create a task linked to the relevant contact with a due date.
* **"Keep-in-touch assistant" (external trigger):** If a weekly cadence says someone is due for outreach, create a task automatically for the owner.
## PUT Tasks
* **Auto-complete tasks when work is done elsewhere:** When a "sent email" or "meeting held" event happens in another system, mark the related task complete.
* **Tag tasks for routing:** Apply/update task tags to support triage (e.g., "Hiring", "Sales", "Partnerships") while keeping the final tag set consistent (replace-all behavior).
## DELETE Tasks
* **Clean up duplicates / canceled follow-ups:** If a task is superseded by a new plan, delete it from an admin workflow.
Think of these endpoints as managing the **schema** — the fields themselves — so your workspace can standardize how it categorizes contacts and companies. Custom fields have a `field_type` (text, select, date, numeric, etc.) and an `entity_type` (contact or company).
## GET Custom Fields
* **Generate dynamic forms:** Build a "Create/Update Contact" form in Retool that always mirrors the workspace's current custom field setup.
## POST Custom Fields
* **Create fields when a team launches a new workflow:** A recruiting team creates "Candidate stage" (single select) or a partnerships team creates "Partner tier" (single select) automatically from a setup wizard.
## PUT Custom Fields
* **Maintain select options centrally:** When your taxonomy changes (e.g., adding/removing options for a select field), update the field options. Note: select options are replaced by what you send.
## DELETE Custom Fields
* **Retire unused fields safely:** When a field is marked "deprecated" in an admin approval flow, delete it to keep the workspace clean.
# What is Rolodex? Relationship Intelligence FAQ
Source: https://guide.rolodexcrm.com/faq/About
Rolodex is a relationship intelligence platform for teams. Learn how it works, how it differs from a CRM, what integrations are supported, pricing, and privacy.
## What is Rolodex?
Rolodex is a relationship intelligence platform designed to help teams manage and understand their collective network. It centralizes contact data, tracks interactions, and provides insights to help strengthen professional relationships—before they ever enter a sales funnel.
Unlike traditional CRMs, Rolodex focuses on the network itself: who your team knows, how strong those relationships are, and how to stay meaningfully engaged over time.
## General
Rolodex offers a 7-day free trial. You can also explore features through a demo or by contacting the team to learn more about how Rolodex can benefit your organization.
Yes, Rolodex offers a 50% discount for non-profit organizations. Contact the team to learn more about how your organization can qualify.
Rolodex works by centralizing your team's contacts, interactions, and relationship data in one platform. It integrates with LinkedIn, Gmail, and Outlook to automatically capture and update contact information. Rolodex also deduplicates contacts, ensuring your team doesn't have overlapping or redundant entries. Teams can collaborate by tracking communications, setting reminders, and creating notes—so everyone stays informed and relationships are strengthened across the whole network.
Yes. Rolodex supports both light and dark themes. Pick the one you prefer, or set it to follow your system appearance, from your Rolodex settings.
Rolodex uses Stripe to securely handle payments and does not store credit card information. You can pay using Mastercard, Visa, Discover, and Amex. You can cancel your subscription at any time.
The information you store in Rolodex—including birthdays, notes, and relationship history—is personal and private. Rolodex is supported solely by subscriptions and never sells your data to third parties. For detailed information, review the [Privacy Policy](https://rolodexcrm.com/privacy).
***
## Common questions about using Rolodex
Rolodex is a relationship intelligence platform, not a sales CRM. While tools like Salesforce focus on managing pipelines and deals, Rolodex overlays your team's personal and professional networks into one place. It helps you uncover warm introductions, track meaningful relationships, and maintain key connections—well before they ever become sales opportunities.
Rolodex automatically syncs your connections and communication history from LinkedIn, Gmail, Outlook, and your calendar. It updates contact information, pulls in meeting activity and email interactions, and alerts you to job changes—keeping your network fresh without manual data entry.
No. With the Rolodex browser extension, you can add any public LinkedIn profile to your workspace with one click, even if you're not connected to that person.
Within a workspace, information is shared so your team can collaborate. Everyone invited to the same workspace can see contacts, companies, and interactions added by teammates. Private notes and custom fields can be set for sensitive information. Rolodex maintains transparency, security, and proper permission controls throughout.
Rolodex intelligently consolidates contacts and interaction histories. If multiple team members know the same person, Rolodex merges the relationship insights so everyone benefits from a unified view.
Keep-in-Touch lets you set interaction reminders for key contacts. Rolodex monitors your team's engagement history and notifies you when it's time to reach out. Once you interact with the contact, the reminder resets automatically—ensuring consistent engagement without manual tracking.
Yes. Rolodex offers a direct import integration with Dex, letting you bring over contacts, notes, and historical activity. You don't lose the work you've already put into managing your network. See [Dex Import](/Deximport) for step-by-step instructions.
Contact ownership depends on how your workspace is configured. If contacts are part of a team workspace, they typically remain with the workspace. If you need personal ownership of certain contacts, keep them in a separate personal Rolodex workspace outside your team's shared environment.
Yes, Rolodex is available on iOS and Android. You can access your network, add notes, and receive Keep-in-Touch reminders from your phone. See [Getting Started](/Getting-started) for download links.
# Chrome Extension FAQ
Source: https://guide.rolodexcrm.com/faq/faqextension
Common questions about the Rolodex Chrome extension: browser compatibility, importing contacts from LinkedIn and Gmail, supported platforms, and troubleshooting.
Currently, Chrome is the only browser supported. We are working on adding more support for Safari, Firefox, and more.
Yes. While viewing someone’s profile, click the **"Open in Rolodex"** button to add them to your workspace — Rolodex pulls in their name, title, company, and photo. If they already exist, it opens their profile instead. You can add both contacts and companies this way.
The Rolodex extension works on LinkedIn, Gmail, Microsoft Outlook (including Outlook on the web), Google Calendar, Instagram, X (Twitter), and Superhuman. An **"Open in Rolodex"** button appears on profiles across these platforms once the extension is installed.
The extension is for adding individual contacts and companies. To sync your full list of LinkedIn **connections**, connect LinkedIn from the Rolodex mobile app — see [LinkedIn Sync](/Linkedinsync).
A simple refresh (Ctrl+Shift+R for Windows or Command+Shift+R for Mac) should do the trick. If not, try reinstalling the extension.
A simple refresh (Ctrl+Shift+R for Windows or Command+Shift+R for Mac) should do the trick. If not, try reinstalling the extension.
# Google Sync FAQ
Source: https://guide.rolodexcrm.com/faq/faqgoogle
Common questions about connecting Google accounts to Rolodex: sync time, Google Contacts import, email metadata, multiple accounts, and troubleshooting.
It shouldn’t take more than 24 hours for the sync to complete. If you don’t see any progress after 24 hours, try reconnecting the sync on the [Connected Accounts](https://rolodexcrm.com/app/rolodex/settings/integrations) page.
Yes! All of your contacts in your Google account are synced into Rolodex.
The sync shows you metadata only (you will see the subject and date/time of the email).
Yes! In Rolodex you can have multiple Google accounts synced into a workspace. You can have different accounts synced into different workspaces.
Manage your synced accounts in a workspace on the [Connected Accounts](https://rolodexcrm.com/app/rolodex/settings/integrations) page.
Remember to check your integrations on all of your workspaces
For this sync to work, the contact’s email address has to be saved in Rolodex on the contact card.
If their email address is not in Rolodex, you can quickly add it manually on the contact card.
# LinkedIn Sync FAQ
Source: https://guide.rolodexcrm.com/faq/faqlinkedin
Common questions about Rolodex's LinkedIn sync: how long it takes, what to do if data isn't updating, profile enhancement, and troubleshooting steps.
LinkedIn Sync generally doesn’t take more than 24 hours (depends on the number of connections). The sync runs every 3-5 days so if you don’t see a new connection synced yet, it’ll be synced on the next run.
The sync normally gets stuck when there’s a change in your LinkedIn credentials. LinkedIn is connected from the **Rolodex mobile app** — open the app, go to **Settings → LinkedIn**, and reauthenticate (or disconnect and reconnect). If there’s no update after 24 hours, please let us know.
As long as the social link (LinkedIn URL) is saved in the card, the sync will eventually enhance your contact’s profile. If not, you can try manually enhancing the profile.
The enhance feature only works with profiles that aren’t on private.
# Microsoft Sync FAQ
Source: https://guide.rolodexcrm.com/faq/faqmicrosoft
Common questions about connecting Microsoft Outlook to Rolodex: sync time, contacts import, email metadata, multiple accounts, and troubleshooting.
It shouldn’t take more than 24 hours for the sync to complete. If you don’t see any progress after 24 hours, try reconnecting the sync on the [Connected Accounts](https://rolodexcrm.com/app/rolodex/settings/integrations) page.
Yes! All of your contacts in your Outlook account are synced into Rolodex.
The sync shows you metadata only (you will see the subject and date/time of the email).
Yes! In Rolodex you can have multiple Outlook accounts synced into a workspace. You can have different accounts synced into different workspaces.
Manage your synced accounts in a workspace on the [Connected Accounts](https://rolodexcrm.com/app/rolodex/settings/integrations) page.
Remember to check your integrations on all of your workspaces
For this sync to work, the contact’s email address has to be saved in Rolodex on the contact card.
If their email address is not in Rolodex, you can quickly add it manually on the contact card.
# How to Build a Sales Org Chart | Rolodex
Source: https://guide.rolodexcrm.com/howtousecases/buildorgchartssales
Map buying committees, track decision makers, and collaborate on enterprise accounts. Rolodex lets your sales team build and share org charts inside your workspace.
Most B2B deals don't stall because of the product. They stall because the sales team was talking to the wrong person.
A single champion isn't enough in complex deals. There's a buying committee, an economic buyer who controls budget, a champion who wants the change, an influencer with an opinion, a blocker in legal or IT, and sometimes a procurement contact who appears at the last minute. If your team doesn't have a sales org chart mapping all of them, you're flying blind.
Rolodex's Org Chart feature lets you build and share those maps inside your team's workspace, so everyone can see who's who, what the relationships look like, and where the risks are before a deal moves forward.
***
## What is a sales org chart?
A sales org chart is a visual map of the stakeholders involved in a buying decision at a target account. It goes beyond a standard company hierarchy to show:
* Who the economic buyer is and what they care about
* Who your champion is and how much influence they have
* Who the potential blockers are and what their objections might be
* How decision makers relate to each other — who reports to whom, who influences whom
* Where your team has existing relationships and where there are gaps
A well-built stakeholder map tells your team exactly where to focus outreach, which relationships need more work, and what obstacles to address before they become deal-killers.
***
## Why buying committees make single-threaded selling dangerous
The average B2B buying decision involves six to ten stakeholders. In enterprise deals, it's often more. When a sales team has a strong relationship with one person but hasn't mapped the rest of the committee, they're exposed.
The champion leaves. The economic buyer gets cold feet. Procurement introduces a new requirement. A blocker in IT raises a security concern your team never saw coming.
Single-threaded deals — where the entire relationship rests on one contact — are fragile. Account mapping forces your team to think about who else matters and to build relationships across the organization before a deal reaches the critical stage.
This is the problem a sales org chart is built to solve.
***
## How to build a sales org chart in Rolodex
### Step 1 — Create or open the company profile
Every org chart in Rolodex lives inside a company profile. If you're working a new account, start by creating a company profile for the target organization. If the company already exists in your workspace from a LinkedIn sync or previous work, open it directly.
### Step 2 — Add contacts and link them to the company
Add each stakeholder as a contact in Rolodex and link them to the company profile. If you've already synced LinkedIn connections, many of these contacts may already be in your workspace. For contacts you haven't met yet, you can create a placeholder with their name and title.
Use drag-and-drop to arrange contacts within the Org Chart view. Position them to reflect their place in the buying committee — economic buyer at the top, champions and influencers in the middle, day-to-day contacts below.
### Step 3 — Add context to each stakeholder
An org chart without context is just a diagram. For each contact, add:
* **Tags** to classify their role: economic buyer, champion, influencer, blocker, legal, procurement
* **Notes** on what you know about their priorities, concerns, and relationship with your team
* **Interaction history** so teammates can see the last touchpoint and what was discussed
This is where a shared workspace pays off. When a teammate adds a note after a call, everyone on the team can see it immediately. No more asking "wait, did anyone follow up with the VP?"
### Step 4 — Share the org chart with your team
Once the chart is built, every member of your Rolodex workspace can view it. There's no need to export a PDF or share a screenshot — the chart lives in the shared workspace and updates in real time as your team adds information.
This makes the org chart genuinely collaborative. A sales engineer can add context from a technical call. A customer success manager can note a relationship from a previous engagement. The account executive can see all of it in one place.
### Step 5 — Update the chart as the deal progresses
A stakeholder map is only useful if it stays current. As the deal moves forward:
* Update contact tags if roles shift (a champion gets promoted, a blocker is reassigned)
* Add new stakeholders as they surface — procurement contacts, legal reviewers, and executive sponsors often appear late in the process
* Note changes flagged by Rolodex, which monitors your contacts for title and company changes and sends a notification when it detects one
***
## A concrete example: mapping a mid-market deal
You're selling to a 300-person SaaS company. Here's what a realistic buying committee might look like:
* **CFO** — economic buyer, controls the budget, focused on cost and compliance
* **VP of Revenue Operations** — your champion, wants better visibility into the team's contacts and follow-up workflows
* **Head of IT Security** — potential blocker, needs to approve any new tool with external data access
* **Director of Sales Enablement** — influencer, would use the tool daily and has strong opinions about UI
Without an org chart, your team might spend three months building a relationship with the VP of RevOps, only to have IT security kill the deal in the final week.
With a stakeholder map in Rolodex, you'd know about the IT security requirement from the start. You'd schedule a technical call early, address the data privacy questions directly, and remove that blocker before it becomes a deal risk.
***
## Account mapping vs. org charts: what's the difference?
These terms are often used interchangeably, but there's a useful distinction.
**Account mapping** is the broader process of understanding a target account — who the stakeholders are, what relationships your team has, where the white space is, and how to approach the account strategically. It's a strategic exercise, often done at the beginning of a pursuit.
**An org chart** is the visual output of that process. It's a map that shows relationships and roles within a specific organization.
In Rolodex, the Org Chart feature supports both. The chart gives you the visual structure; the contact profiles, notes, and tags give you the strategic context. Together, they're an account map you can actually act on.
***
## Use cases beyond B2B sales
Sales teams are the most common users of the Org Chart feature, but the same approach applies anywhere you need to understand a complex organization:
**Recruiting** — Map the hiring team at a target company: the hiring manager, HR business partner, team lead who'll do the technical interview. Know who influences the decision before you submit a candidate.
**Partnerships** — Track who owns the partnership relationship, who the executive sponsor is, and who the day-to-day contact is. When stakeholders change, the map stays current.
**Investor relations** — For founders building investor relationships, org charts help you track who at a fund is covering your sector, who the partner is on the investment committee, and who your champion inside the firm is.
***
## Frequently asked questions
Yes. Start with the contacts you have and build out from there. You can create placeholder contacts with titles even before you have names. As you learn more about the organization, add details and fill in the gaps. Incomplete maps are still useful — they show you exactly where you need to do more discovery.
No. LinkedIn sync helps auto-populate contact profiles with titles and company information, but it's not required. You can add contacts manually and build a complete org chart without connecting LinkedIn at all.
All workspace members can view org charts. Edit permissions depend on your workspace settings. For most teams, the goal is shared visibility — everyone can see the map, and anyone actively working the account can add context.
Yes. The Org Chart feature works for any organization you're managing a relationship with — partners, investors, vendors, or key customers. Anywhere you need to understand who the stakeholders are and how they relate to each other.
Currently, the best way to share an org chart with someone outside your workspace is through a screenshot or by inviting them to the workspace directly. Export functionality is not available at this time.
***
## Start mapping your accounts
A buying committee you haven't mapped is a risk you haven't managed. The deals that stall late usually do so because someone inside the account — a blocker, a new stakeholder, a skeptical executive — wasn't on the team's radar.
Rolodex Org Charts give your team the shared visibility to see every stakeholder, track every relationship, and coordinate on every account without losing context between calls or team members.
[Create a free Rolodex account](https://rolodexcrm.com/auth/sign-up) to get started, or [book a demo](https://calendly.com/contact-rolodexcrm/rolodex-demo) if you'd like to see how enterprise teams use org charts to manage complex deals.
# How to find your team's LinkedIn connections you don't have
Source: https://guide.rolodexcrm.com/howtousecases/findteamconnections
Use the Connected with filter in Rolodex to find every contact a teammate knows but you don't. A two-filter workflow for sourcing warm introductions from your team's network.
Your workspace already holds every connection your team has synced. The hard part isn't the data — it's isolating the people *you* don't know yet, but someone next to you does.
Two filters do it. This guide shows the exact combination.
***
## The problem this solves
You're preparing outreach, sourcing candidates, or building a target list. You want warm paths, not cold ones. But scrolling the full contact database doesn't tell you anything useful: most of what you see is your own network, which you already know.
What you actually want is the gap — the part of a teammate's network that isn't in yours. That's where the intro requests live.
***
## The workflow
Open the [Contacts database](https://rolodexcrm.com/app/rolodex/contacts) and apply two filters on **Connected with**.
Add a filter for **Connected with**, set the condition to **contains**, and select the teammate whose network you want to look through.
You're now looking at every contact in the workspace that this person is connected to.
Add a second **Connected with** filter, set the condition to **does not contain**, and select yourself.
This strips out everyone you already know, leaving only your teammate's connections.
What's left is your teammate's network minus your own — people you have no relationship with, but your colleague does.
From here you can narrow further by company, title, location, or tag to get to the accounts you actually care about.
Save the result as a list once you've narrowed it down. That turns a one-time search into a working intro queue you can share and tag.
***
## Variations worth knowing
**Check one company at a time.** Add a company filter on top of the two **Connected with** filters. You'll see exactly who on your team has a relationship inside that account that you don't.
**Stack multiple teammates.** Filter on **Connected with** contains for two or three colleagues to find the connections concentrated in a specific part of the team — useful when a pod or region owns an account.
**Invert it.** Swap the names around: **Connected with** contains *your name*, **does not contain** a teammate's, and you'll see what you bring to the team that nobody else has. Useful for handovers and territory reviews.
***
## Who this is for
**Sales** — Before cold outreach, check whether a colleague already has a line into the account. A warm intro beats a cold sequence.
**Recruiting** — Pool the team's networks to surface passive candidates outside your own reach.
**Partnerships and fundraising** — Find the shortest path to a target company or investor instead of guessing who might know someone.
***
## Frequently asked questions
No. You're filtering the shared contact database in your workspace, not browsing anyone's LinkedIn. Contacts appear in Rolodex because your teammate synced their own account into the shared workspace.
Usually one of two things: the teammate hasn't connected their LinkedIn or email account yet, or you've filtered too narrowly. Remove the second filter first and confirm the teammate's connections show up at all.
Open the contact. The profile shows who on your team is connected and the interaction history behind that relationship, so you can judge how warm the intro actually is.
No. Filters are personal to your view. Applying them doesn't affect anyone else's workspace.
***
## Related guides
Get everyone's network into the shared workspace first.
See the full scope of your team's collective relationships.
# How to find and organize the contacts missing from your lists
Source: https://guide.rolodexcrm.com/howtousecases/organizecontactsinbulk
Use the List and Title filters in Rolodex to find people who belong on a list but aren't on it yet, then add tags, custom fields, or Keep-in-Touch reminders to all of them at once.
Lists go stale the moment you stop maintaining them. You build a list of every CEO you know, then six months of syncing adds a few hundred contacts — and none of the new CEOs are on it.
This workflow finds the gap and closes it in one pass.
***
## The idea
Instead of asking "who's on my list?", ask the inverse: **who matches the criteria but isn't on the list yet?**
Two filters express that. One excludes everyone already on the list; the other matches the people who belong on it. What survives both is your backlog.
***
## The workflow
The example below uses a CEO list, but the pattern works for any list you maintain — investors, alumni, a region, a job function.
In the [Contacts database](https://rolodexcrm.com/app/rolodex/contacts), add a filter on **List**, set the condition to **is not in**, and select your CEO list.
Everyone already on the list drops out of view.
Add a second filter on **Title**, set the condition to **contains**, and enter the variants people actually use — `CEO` and `Chief Executive Officer` both, since titles are written inconsistently across LinkedIn and email signatures.
Think about near-misses before you act on the result. "CEO" also matches "Deputy CEO" and "CEO Office", while a founder running the company might be titled "Founder" and never appear. Scan the list before bulk-applying anything.
What's left is every CEO in your network who isn't on your CEO list. Use the checkbox at the top of the table to select the entire filtered view at once.
With the contacts selected, the bulk action toolbar lets you:
* **Add to list** — put them all on the CEO list and close the gap
* **Add tag** — mark the segment for later, without committing them to a list
* **Edit field** — set a custom field value across the whole selection
* **Set a Keep-in-Touch reminder** — start a follow-up cadence for the group
One action, applied to the whole filtered set.
***
## Run it as a habit
The real value isn't the first cleanup — it's re-running the same two filters every few weeks. New contacts arrive through LinkedIn and email sync continuously, and this is how you catch the ones that should have been categorized on arrival.
If a list matters to you, check its gap on a schedule. The filters take seconds once you know the pattern.
***
## Other ways to use the same pattern
**Any list, any attribute.** Swap the Title filter for company, location, or a custom field. *Not in my "Investors" list, but company contains "Capital"* finds the investors you never filed.
**Catch untagged contacts.** Filter for contacts with no tag at all, then bulk-tag the ones worth keeping. Useful right after a big import.
**Clean up in the other direction.** Flip the first filter to **is in** your list and add a title filter for what *doesn't* belong. That surfaces people who were added to a list by mistake or have since changed roles.
***
## Frequently asked questions
Yes — selecting all grabs the entire filtered view, not just the rows visible on screen. That's what makes this pattern worth using on a network of thousands.
There's no single undo button for a bulk change. The safest approach is to review the filtered result before acting, and to prefer adding a tag or list over overwriting an existing field value.
They will be. Add several variants to the Title filter, and expect to catch stragglers manually. Once you've built the list, a tag is a durable way to keep the segment even if someone's title changes later.
No. Filters are personal to your view. The bulk actions you apply, however, do change the underlying contacts for everyone in the workspace.
***
## Related guides
Boards, bulk actions, tasks, and the rest of the contact toolkit.
The same filter thinking, applied to your team's network.
# How to Share LinkedIn Connections with Your Team | Rolodex
Source: https://guide.rolodexcrm.com/howtousecases/sharelinkedinconnections
Learn how to share LinkedIn connections across your team in Rolodex. Sync your network into a shared workspace so everyone can search, tag, and act on it together.
Most teams have a bigger network than any one person realizes. The problem is that those connections live in individual LinkedIn accounts, separate, unshared, and invisible to everyone else on the team.
Rolodex fixes that. It lets you share LinkedIn connections across your whole team, turning everyone's individual networks into one searchable, collaborative workspace. This guide explains how it works and how to set it up.
***
## Why LinkedIn connections stay siloed
LinkedIn wasn't built for team collaboration. Every account is personal. When a teammate has a relationship that matters to your team's work, the only way to share it is to manually send a message, copy a profile URL, or export a CSV and hand it off.
That breaks down fast. Introductions get missed. Teams duplicate outreach. Relationship context stays locked in someone's inbox.
The result: your team's collective network is one of its most valuable assets, and most of it goes unused.
***
## What Rolodex makes possible
When your team shares LinkedIn connections through Rolodex, you get:
* **A shared contact database** — every LinkedIn connection from every connected team member, visible in one place
* **Searchable profiles** — find anyone by name, company, title, or custom tags
* **Shared context** — notes, interaction history, and follow-up reminders that the whole team can see and add to
* **Visualization tools** — Board View and Org Charts for tracking relationships across companies and deal stages
This isn't a LinkedIn export. It's a live, collaborative layer on top of your team's combined network.
***
## How to share your LinkedIn connections in Rolodex
LinkedIn sync is set up in the Rolodex mobile app. Each team member connects their own LinkedIn account once, and from that point forward their connections sync into your shared workspace—searchable by the whole team.
Each person authorizes their own LinkedIn account independently. There's no shared login or account access involved.
For the full step-by-step setup, see the [LinkedIn Sync guide](/Linkedinsync).
***
## Add contacts instantly while browsing LinkedIn
Once the extension is installed, you can add contacts directly from LinkedIn without switching tabs. When you visit a LinkedIn profile, a Rolodex button appears on the page. One click adds that contact, including their company, to your shared workspace.
This is useful for outreach: find someone on LinkedIn, add them to Rolodex, leave a note about the context, and your team can see it immediately.
***
## Can you see your teammates' LinkedIn connections?
Not through LinkedIn itself. LinkedIn doesn't give you a way to browse a colleague's full connection list or see their network directly.
Rolodex is built to close that gap. When teammates connect their LinkedIn accounts to your shared workspace, their connections become visible to the whole team through Rolodex. You're not accessing their LinkedIn account — you're both contributing to a shared contact database that everyone on the team can search and use.
This is the key difference from manual sharing. Instead of asking a teammate "do you know anyone at \[company]?" and waiting for a response, you can search your team's full shared network directly.
***
## Who benefits most from sharing LinkedIn connections
**Sales teams** — See which teammates already have a relationship at a target account before cold outreach. Warm introductions convert at a significantly higher rate than cold contact.
**Recruiting teams** — Pool connections across the team to identify passive candidates. One person's college network combined with another's industry connections creates real sourcing depth.
**Business development and partnerships** — Track who knows who at potential partners or investors. When you're trying to get a meeting, knowing there's an existing connection changes the approach entirely.
**Founders and operators** — Get a full picture of your team's network from day one, without waiting for someone to remember a contact or dig through their own inbox.
***
## Frequently asked questions
Yes. You can organize shared connections using tags, filters, and lists after the sync. Not every connection needs to be visible to the whole team — you have control over how you structure and surface contacts within the workspace.
No. Rolodex imports your public profile data — name, title, company, and LinkedIn URL. It does not give team members access to your account, your messages, or your inbox. You can disconnect the integration or remove specific contacts at any time.
No. Rolodex doesn't send LinkedIn messages or grant access to your LinkedIn messaging. It surfaces contact information in a shared workspace. Any outreach still happens through LinkedIn directly, or through other channels you manage.
Rolodex monitors for title and company changes in your synced network and sends a notification when it detects one. This is useful for staying current on key relationships without manually checking LinkedIn.
No. The initial LinkedIn sync is set up in the Rolodex mobile app, not the extension. The Chrome extension is only needed if you want to add contacts while browsing LinkedIn (and other sites) with the "Open in Rolodex" button. Once contacts are in the shared workspace, all team members can view and interact with them through the Rolodex web app regardless of whether they have the extension installed.
***
## Setting up your team's shared LinkedIn network
The setup takes about ten minutes per team member. Once everyone has connected their LinkedIn accounts, your team's full shared network is live and searchable.
From there, the value compounds: notes build up, relationship context becomes shared, and the team stops working in isolation on relationships that should be collaborative.
[Create a free Rolodex account](https://rolodexcrm.com/auth/sign-up) to get started, or [book a demo](https://calendly.com/contact-rolodexcrm/rolodex-demo) if you'd like a walkthrough before connecting your team.
# Visualize your team's network
Source: https://guide.rolodexcrm.com/howtousecases/visualizeteamsnetwork
See your entire team's professional network in one place. Rolodex combines each teammate's LinkedIn and email connections into a shared workspace for smarter relationship-driven outreach.
One of the most powerful aspects of Rolodex is that it doesn’t just show *your* network — it shows your **team’s entire network** in one unified, collaborative workspace. When each team member connects their LinkedIn and email accounts, Rolodex reveals the full scope of your collective relationships.
This visibility makes it dramatically easier to identify warm intros, manage outreach, and eliminate silos across teams.
## Why Team Network Visibility Matters
In most organizations, valuable relationships are scattered across individuals — buried in inboxes, LinkedIn accounts, or personal notes. Without visibility, teams:
* Miss out on warm introductions that already exist
* Overlap on outreach or unknowingly duplicate efforts
* Lose key context when employees leave or change roles
By visualizing your team’s network in Rolodex, you can:
* **Coordinate relationship-driven outreach** more strategically
* **Assign relationship owners** to key contacts
* **Preserve institutional knowledge** even when team members change
## How Rolodex Helps You Visualize Your Team’s Network
### 1. **Shared Workspace = Shared Network**
Each time a team member connects LinkedIn or email, their contacts become visible to everyone in the workspace, and the whole team can add notes, tags, and context to them. This builds a collective network of valuable relationships.
### 2. **Contact Profiles with Interaction Context**
Each contact shows who on your team knows them, along with how many emails or meetings have taken place — helping you identify warmest paths to any person or company.
### 3. **Company-Level Views**
See all team relationships at a given company in one place. You’ll know who’s connected, who’s engaged, and who hasn’t been touched in a while — perfect for account planning and territory reviews.
### 4. **Ownership & Collaboration**
Assign contact owners and add shared notes so everyone stays aligned. No more duplicate intros or forgotten follow-ups.
## FAQ
No. Rolodex shows metadata like interaction counts and timestamps — *not* message content. Only you can see your full communication history.
Yes. Each contact shows a list of teammates who are connected, along with recent interactions. This helps you find the best person to make an intro.
Their connected contacts and history will remain visible, preserving relationship context even after departure.
# Visualize your network
Source: https://guide.rolodexcrm.com/howtousecases/visualizeyournetwork
Turn your scattered contacts into a single searchable database. Rolodex pulls in your LinkedIn, email, and calendar connections to give you a complete view of your professional network.
Your professional network is one of your most valuable assets — but for most people, it’s scattered across LinkedIn profiles, spreadsheets, inboxes, address books, calendars, and old notes. It lives in a fragmented, invisible state — hard to search, impossible to manage, and often forgotten.
**Rolodex changes that.**
With Rolodex, you can create a **single, living database** of everyone you’ve ever interacted with — from former colleagues and classmates to prospects, partners, investors, advisors, and beyond. It’s a modern reimagining of the classic Rolodex: not a sales tool, not a CRM, but a **repository of real professional relationships** — rich with context, easy to navigate, and fully yours.
***
## What Makes Rolodex Different
Traditional CRMs are built for managing customers through stages, automation, and pipeline logic. They’re great for sales teams — but too rigid and impersonal for true relationship-building.
Rolodex is something else entirely. It’s built around *people*, not processes. It gives you a place to store, search, and grow your network without reducing it to a funnel.
With Rolodex, you can track:
* Where someone works (or used to work)
* How you met and when you last connected
* Personal notes like shared interests, education history, number of kids, or important milestones
* Email and calendar interactions
* Common connections across your network
This is your **complete professional memory** — organized and always accessible.
***
## How to Visualize Your Network in Rolodex
### 1. **Create Your Workspace**
Sign up and create your own Rolodex workspace. This is your central hub — where all your contacts come together.
### 2. **Upload Your Network**
Connect your LinkedIn, email, and calendar to automatically pull in everyone you’ve ever interacted with. These become searchable, enriched contact cards — no manual entry required.
### 3. **Organize with Lists and Boards**
Group your contacts into custom lists (e.g. “Investors,” “Old Colleagues,” “People to Reconnect With”) or Kanban-style board views to keep your network visual and structured.
### 4. **See Which Companies You're Connected To**
Rolodex automatically maps your contacts to their organizations, allowing you to explore which companies you have a presence in — and how deep your connections go.
### 5. **Build Org Charts for Companies**
Use drag-and-drop org charts to visualize reporting structures and decision-maker hierarchies inside the companies you care about.
### 6. **Use the Map View for Geographic Insights**
Planning a business trip or conference? Use the map feature to see who in your network lives or works in a specific location — and reach out before you go.
### 7. **Set ‘Keep in Touch’ Reminders**
Stay top-of-mind and nurture relationships over time by setting custom reminders to follow up with key people in your network — before the connection fades.
Your network shouldn't be trapped across apps, inboxes, and tabs. With Rolodex, you bring everything together into one searchable, organized space — like a digital extension of your memory.
## FAQ
No. CRMs are built for managing leads and customers in a sales pipeline. Rolodex is built to help you manage *relationships* — not automate them. It’s your personal network hub.
As much as you want. Rolodex contact profiles can include job title, company, LinkedIn link, personal notes, mutual contacts, education, interaction history, tags, and more.
Yes. You can search by name, title, company, tags, notes, location — even keywords from past notes.
Rolodex shows interaction history pulled from your email and calendar, so you can see how recently you’ve connected with anyone in your network.
You can choose which integrations to connect and filter or delete any contacts you don’t want to keep in your Rolodex.
# Rolodex MCP server
Source: https://guide.rolodexcrm.com/mcp/guide
Connect AI assistants like Claude or ChatGPT directly to your Rolodex workspace.
The Rolodex MCP server lets AI assistants like Claude Desktop or ChatGPT talk directly to your Rolodex workspace. Instead of copy-pasting contact info or switching tabs, you can ask your assistant to look up contacts, create tasks, take notes, and more — all backed by your live Rolodex data.
## Connecting for the first time
| Field | Value |
| --------------------- | -------------------------------- |
| Name | Rolodex |
| Remote MCP server URL | `https://mcp.rolodexcrm.com/mcp` |
Claude will redirect you to Rolodex to sign in and pick a workspace.
| Field | Value |
| -------------- | -------------------------------- |
| Name | Rolodex |
| MCP Server URL | `https://mcp.rolodexcrm.com/mcp` |
ChatGPT will redirect you to Rolodex to sign in and pick a workspace.
For Claude Code and other MCP-compatible command line tools, run:
```bash theme={null}
npx add-mcp https://mcp.rolodexcrm.com/mcp
```
The CLI will open a browser window so you can sign in to Rolodex and pick the workspace this client should access.
Your credentials are stored securely as short-lived tokens (1-hour access, 30-day refresh). You won't need to log in again unless the refresh expires.
## What you can do
### Search across your workspace
Ask your assistant to find anything across your workspace in one shot:
* "Find anything related to Acme Corp"
* "Search for Sarah Chen"
* "Look up the note I wrote about the Series B meeting"
### Contacts
| What to ask | What happens |
| ------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------- |
| "Look up John Smith" | Fetches the contact with emails, phones, tags, companies, and lists |
| "Create a contact: Jane Doe, [jane@example.com](mailto:jane@example.com)" | Creates the contact |
| "Update Sarah's title to VP of Engineering" | Updates the field |
| "Add [jane@acme.com](mailto:jane@acme.com) as John Smith's primary email" | Adds the email to the contact, can mark it primary or replace existing ones |
| "Link Sarah Chen to Acme Corp" | Associates the contact with that company — finds it by name, or creates it if it doesn't exist |
| "Delete the duplicate contact for Bob" | Permanently deletes it |
| "List all contacts, sorted by most recently updated" | Returns a paginated list |
### Companies
| What to ask | What happens |
| ----------------------------------------- | ------------------------------------------------- |
| "Look up Acme Corp" | Fetches the company with linked contacts and tags |
| "Create a company called Initech" | Creates it |
| "Update Initech's website to initech.com" | Updates the field |
| "List all companies" | Returns a paginated list |
### Notes
| What to ask | What happens |
| ---------------------------------------------------------- | ------------------------------------- |
| "Add a note to Sarah Chen: discussed renewal, she's happy" | Creates a note linked to that contact |
| "Show me the last 5 notes for John Smith" | Lists notes, newest first |
| "Delete that note" | Permanently deletes it |
Notes support Markdown formatting, so your assistant can write structured notes with headers, bullet points, and more.
### Tasks
| What to ask | What happens |
| ---------------------------------------------- | ---------------------------------------------- |
| "Create a task: follow up with Acme by Friday" | Creates a task, optionally linked to a contact |
| "Show me my open tasks" | Lists your pending tasks |
| "Mark the Acme follow-up task as done" | Completes it |
### Lists and tags
Lists and tags are how Rolodex organizes contacts and companies into groups.
| What to ask | What happens |
| --------------------------------------------------- | ------------------------------------------- |
| "What lists do we have?" | Shows all lists in your workspace |
| "Add Sarah Chen to the 'Enterprise Prospects' list" | Adds her — safe to repeat, won't duplicate |
| "What tags exist?" | Shows all tags, optionally filtered by name |
| "Tag John Smith as 'investor'" | Adds the tag |
### Custom fields
Your assistant can manage both custom field **values** on records and the custom field **schema** itself.
| What to ask | What happens |
| ------------------------------------------------------------------------------------------------------- | ---------------------------------------------- |
| "Set Sarah Chen's 'Deal Stage' to Negotiation" | Sets the custom field value on the contact |
| "Clear the 'Priority' field on John Smith" | Removes the value |
| "Create a single-select custom field called 'Deal Stage' with options Prospecting, Negotiation, Closed" | Creates the field definition |
| "Archive the 'Old Pipeline' custom field" | Archives it so it no longer appears on records |
| "Remove the 'Test Field' custom field" | Deletes the field |
Because Boards are grouped by a single-select custom field, updating a contact's field value through your assistant will move its card on the board automatically.
### Workspace
| What to ask | What happens |
| --------------------------------- | ------------------------------------------ |
| "Who am I logged in as?" | Returns your user ID and workspace |
| "What workspaces do I belong to?" | Lists all workspaces and your role in each |
## Tips for getting the most out of it
* **Be specific with names.** The assistant searches your live data, so "Sarah" might match multiple contacts. Adding a last name or company helps it find the right one.
* **Chain requests naturally.** You can say "Find Acme Corp and add a note that we spoke today about the contract renewal" in one go.
* **Bulk workflows work.** You can ask things like "Create tasks to follow up with each contact in the 'Hot Leads' list by next Monday" and the assistant will handle the looping.
* **Search before creating.** If you're not sure whether a contact exists, ask the assistant to search first to avoid duplicates.
* **Linking creates companies automatically.** Asking to link a contact to a company that doesn't exist yet will create that company for you.
## What it can't do (yet)
* Upload files or attachments
* Send emails or create calendar events
* Manage API keys, billing, or workspace settings
## Privacy and security
The assistant only has access to the workspace you authenticated with. Every action runs as you, with the same permissions you have in the Rolodex web app.
Deletions are permanent — there's no undo. Confirm before asking the assistant to delete anything.
# Changelog
Source: https://guide.rolodexcrm.com/whatsnxt/Changelog
Every Rolodex release, month by month: new features, improvements, and fixes across the web app, mobile app, API, and MCP server.
## Delete a workspace yourself 🗑️
Starting a migration over, or cleaning up a workspace you no longer need, no longer means emailing us. Workspace deletion is now self-serve: you can wipe a workspace and its data on your own, whenever you want. Handy if an import didn't land the way you expected and you'd rather begin from a clean slate. Full walkthrough is in the [Rolodex Guide](/workspace/delete-workspace).
## See who added a contact 👤
Contacts you add manually now record who added them. If your team shares a workspace, that's the missing piece for routing a warm intro — open a contact and you can see straight away who on the team brought that relationship in, without maintaining a custom field by hand.
## Fixes 🛡️
* **Longer tasks no longer lose text.** Writing a long task used to wipe what you'd typed before it saved.
* **Microsoft 365 accounts stay connected.** A temporary hiccup on Microsoft's side no longer marks your account as broken.
* **More reliable company enrichment.** LinkedIn company data handles incomplete profiles and simultaneous updates without dropping tags.
* **Timelines load reliably for busy contacts.** Contacts with many email addresses attached no longer break the timeline.
## Keep in Touch, now on mobile 📱
Keep in Touch is now visible in the mobile app. See at a glance which contacts are overdue and which are coming up, so you can stay on top of your relationships from your phone — no need to switch to desktop. One of our most-requested mobile features.
## Faster LinkedIn lookup on contacts 🔗
Adding someone's LinkedIn is now much quicker. When a contact has no LinkedIn profile yet, just hit the search button next to the Add LinkedIn field and Rolodex opens a LinkedIn search for that person automatically — no typing, copying, or pasting. Pick the right profile, attach it, and Rolodex's automatic enrichment takes over from there.
## Fixes 🛡️
* **Phone country codes preserved on import.** Importing contacts no longer drops country codes or merges them into the local number, so your numbers stay dialable.
* **CSV export fixed for large workspaces.** "Select all → CSV export" now works on workspaces above \~32,000 contacts, for both contacts and companies.
## Boards, Leveled Up 📋
Boards got a major upgrade this month. You can now **filter a board by custom field** at the board level (not just within a list), show **more properties on each card** — including the contact's **latest note** — and **edit custom-field values inline** right from the card, no need to open the contact. You can **hide the "No property" column** to keep multi-board funnels tidy, cards respect your workspace's **custom-field order**, and you can bulk enable/disable which properties appear.
## Company Custom Field Type 🏢
We've added a new **Company** custom field type, so you can tag a contact — or another company — with a company pulled from your workspace's Companies list. It's the direct sibling of the Contacts-type field we shipped in April, making it easier to capture how people and organizations are connected and keep that context in one place.
## Claude Can Now Manage Your CRM 🤖
The Rolodex MCP server went from read-mostly to fully hands-on. Claude can now **update emails and company names**, **set and clear custom field values**, and even **create, archive, and remove custom fields** — managing your CRM schema through natural conversation. MCP responses now also return canonical links, so Claude can cite contacts and companies back to you as clickable links.
## Light Theme 🌗
Rolodex now supports a **light theme** — switch based on your preference or your system setting.
## Connect LinkedIn on Mobile 📱
You can now connect your LinkedIn account and run a full connections sync **directly from the mobile app** (Settings → LinkedIn → Connect) — no web app or Chrome extension required.
## Improvements ✨
* **Smarter CSV import.** Re-importing a CSV now updates existing contacts on a match (by email, LinkedIn, or name) instead of creating duplicates — and reads the `company_name` column to link companies automatically.
* **Bulk set company.** Select any number of contacts and apply a company (new or existing) to all of them at once.
* **Scoped duplicate merging.** The Merge & Fix page can now be filtered to a specific list, so cleanup only touches the contacts you mean.
* **Reorder custom-field options** by drag and drop — no more deleting and re-adding (which used to wipe your data).
* **Recent notes in the contact sidebar**, with the latest note expanded by default and an inline composer so you can add a note without leaving the page.
* **Shareable links to tasks and notes** — open a specific task in a modal or jump straight to a highlighted note.
* **Documentation & Blog** are now one click away from the in-app dropdown.
* **Clearer onboarding** — friendlier profile-step copy and context on what you'll miss if you skip connecting accounts.
* **More discoverable contact pages** — a + icon to add social links, a more prominent Keep in Touch reminder, and a clearer "connect your email" prompt where activity would appear.
## Fixes 🛡️
* Fixed valid email addresses being rejected when updating a contact — on both web and mobile.
* Fixed a bug where updating a board's custom field via Claude duplicated the contact across boards.
* Fixed invited users landing in the wrong workspace (and seeing the wrong onboarding steps).
* Fixed users unable to connect Google accounts, and connect-account prompts that lingered after an account was already connected.
* Removed the leftover "Install Chrome Extension" button from LinkedIn settings.
* Squashed several theme glitches — sign-in/Get Access modals, the MCP authorization screen, and the subscribe page.
* Improved backend reliability for email sync and large imports.
## Rolodex MCP Server 🤖
You can now connect Rolodex directly to Claude, ChatGPT, Claude Code, and other MCP-compatible AI tools. Search your network, read contact and company details, capture notes, manage lists and tasks, and create new records—all through natural-language conversations with your favorite AI assistant. Set it up from the new **Settings → AI & MCP Server** page, with step-by-step walkthroughs for each major client.
## Related Contacts as Custom Fields 👥
We've added a new way to organize relationships in Rolodex: you can now use contacts as values in custom fields. This means you can link one contact to another directly in Rolodex—create fields like **Related contacts**, **Partner**, **Lead source**, **Introduced by**, **Assistant**, or **Team members**, and add multiple contacts in the same field when needed.
This makes it easier to capture how people are connected and keep important relationship context in one place.
## Public REST API + Scoped API Keys 🔑
Rolodex now has a public REST API. We launched 48 documented routes covering contacts, companies, notes, lists, tasks, and more—fully described in auto-generated OpenAPI 3.1 docs. Generate scoped API keys (prefixed `rol_`) from your settings, and developers using the SDK can authenticate with the new `API.withApiKey()` factory.
## Improvements ✨
* **Bulk-create endpoints** for contacts, companies, and notes—create up to 100 records in a single call via the API or MCP.
* **Manage lists from your AI assistant**—create, update, delete, and remove members from lists via the new MCP list tools.
* **Faster MCP responses.** We trimmed unnecessary data from search and read results, and LinkedIn details are now only included when explicitly requested.
* **New AI & MCP Server settings page** with step-by-step setup walkthroughs for Claude, ChatGPT, and Claude Code / CLI.
* **New MCP & AI agents landing page** on rolodexcrm.com for builders evaluating the integration.
* **Smarter business card scanner.** Improved iOS portrait capture cropping, and the scanner no longer uploads photos to storage until you actually save the contact.
* **Updated in-app documentation links** to point at the new `/mcp/guide` URL.
## Fixes 🛡️
* Fixed an issue where the **MCP server would crash on startup** in certain configurations.
* Fixed a **payload size issue with MCP search** that returned far more LinkedIn data than needed.
* Fixed an issue where **contact custom field creation** would fail when no field ID was passed.
* Resolved six additional MCP tool bugs surfaced during a tool-by-tool audit.
## Improvements ✨
**Improved workspace routing for users in multiple workspaces**
Users with access to more than one workspace will now always be directed to a workspace with an active paid subscription. This prevents cases where paid users could mistakenly land on a workspace with an expired trial and see a trial-ended page.
**Improved Dex import for edge cases**
We made updates to the Dex import flow to better handle a few edge cases that were causing issues for a small number of users during import.
**Fixes and improvements to company enrichment**
We fixed an issue where some company logos were not loading properly, and also made broader improvements to company enhancement from LinkedIn.
**Mobile app update for business card scanner**
We updated the mobile app to fix an issue with the business card scanner that was affecting some users.
## Improvements ✨
**Better performance across the app**
We upgraded core parts of Rolodex to improve responsiveness and reduce slowdowns, especially in heavier workflows.
**More reliable forms and saving behavior**
We’ve improved how Rolodex handles form validation and submissions, reducing the chance of hitting errors when creating or updating information.
**Increased overall stability**
We made backend and monitoring improvements that help us catch issues faster and prevent disruptions, resulting in a steadier experience for you and your team.
## Improvements ✨
**Tasks → easier contact context**
* **Links to associated contacts added to tasks.** You can now open the linked contact profile directly from a task (not just view who it’s associated with).
**Timeline → faster, less waiting**
* **Improved Timeline UX with faster loading.** We optimized data loading, added manual event loading, and set default date ranges to avoid slow queries.
**Network Feed → more useful, more scrollable**
* **Enhanced Network Feed with LinkedIn connection context** and a refreshed homepage layout.
* **Infinite pagination added** to the Network Feed so you can keep scrolling into older updates.
**Overall platform performance**
* We ran a broad optimization pass across queries and loading states for multiple pages, including: **Contacts & Companies lists, Boards, Merge & Fix, Contact Profile, Map View, Keep in Touch**, and more.
* **Geo-pagination added to Map View** for a much faster experience as you explore locations.
* Added a **friendly message on Map View** when you’re fully zoomed out (so it doesn’t feel like the map has “gone quiet”).
**Behind-the-scenes scaling work**
* Introduced **batch processing for email interactions** to improve performance and prevent database congestion (with new functions + tests for large datasets).
* Added **batch processing for contact and company interaction updates**, plus database indexes and test coverage for the new batch functions.
* **Optimized LinkedIn title update logic** with a 24-hour threshold to prevent frequent updates, and improved handling of edge cases (null titles, unchanged titles, mixed chunk sizes).
## Fixes 🛡️
* Fixed an issue where **duplicate title update emails** could be sent.
* Fixed an issue where **duplicate overdue task emails** could be sent.
* Fixed an issue that could cause an **error when deleting or archiving large batches** of companies or contacts.
## Team Timeline View 🧑🤝🧑
The Timeline now supports a team view, making it easier to understand relationship activity across your workspace. You can choose to include your teammates’ interactions alongside your own and get a shared overview of notes, meetings, and touchpoints happening across the team. Select which team members to include and set a date range to focus on the period that matters.\
\
To make this even easier to review, you can also filter by time frequency (for example Last week or Last month) and see a note count per teammate for that timeframe. Once you’ve selected a teammate and a period, you’ll see the full timeline of activity for both the chosen team member and yourself within the same timeframe.
![The team view on the Rolodex Timeline, showing teammates' interactions alongside your own]()
## Improvements ✨
* **Rolodex Extension now supports Outlook (Web):** You’ll now see the Rolodex button in Outlook on the web, making it easy to open or add contacts directly into your team’s Rolodex.
* **Add Task in the Action Bar:** You can now create tasks directly from a list or the contact database. You can also multi-select contacts and apply the same task to all of them at once, without opening each profile.
* **Edit Field added to the Action Bar (in Lists):** The edit field action is now available when working inside a list, improving consistency across the platform.
* **CSV Import supports multiple emails and phone numbers:** You can now import fields like “Email 1, Email 2…” and “Phone number 1, Phone number 2…” to add multiple emails and numbers per contact directly through CSV import.
* **Mobile app: Add tags to contacts:** Tagging on mobile is now supported, making it easier to organize and categorize contacts on the go.
## Fixes 🛡️
* Resolved an issue where mentions in note where not sending emails to the team member mentioned.
## Multi-select: Add Tags & Custom Fields 🧩
You can now apply tags and custom fields to multiple contacts or companies at once. Use the action bar to select records from anywhere in Rolodex (lists, search, company/contacts tables) and bulk-apply the context you need. This makes it much faster to categorize, segment, and organize your database at scale.
![Applying tags and custom fields to several selected contacts at once]()
## Improvements ✨
* **Browser extension update:** LinkedIn and Superhuman handlers now use improved selectors for more reliable element detection, plus enhanced logging for better Rolodex button management.
## Fixes 🛡️
* Resolved minor issues affecting **multi-select tag and custom field** actions.
* Fixed an error when setting **KIT (Keep-in-Touch) reminders** on certain contacts.
* Fixed a **CSV import** issue that caused the page to reload instead of importing the file.
## Tag Management 🏷️
We’ve introduced new controls to help you keep tags clean and intentional. Admins can now **bulk delete all tags** in a workspace to start fresh—this removes both manually created and automatically generated tags. Prefer a lighter reset? **Multi-select and delete** just the tags you don’t want.
You can also **turn off automatic tag creation** granularly for contacts, companies, or both, ensuring tags are only created manually by your team when you choose.
![Bulk deleting tags and turning off automatic tag creation in workspace settings]()
## Improvements ✨
* **CSV export now includes emails and phone numbers** for contacts (previously omitted).
* **Teams settings pagination** added and expanded for clearer visibility across larger workspaces.
* **Reconnect banner** added on Home to quickly resolve data connection issues.
* **Descriptions added to CSV export**: export the description field stored on contacts and companies.
## Fixes 🛡️
* Improved **scroll handling for large lists** in the mobile app.
* Set a **consistent minimum width for the main container** across components to stabilize layouts and improve UX.
## Lists in the Mobile App 📱
Your lists are now available right at your fingertips. With this update, the mobile app includes full list management functionality. You can create, edit, and delete lists directly from your phone, as well as associate them with both companies and contacts. It’s also easier than ever to add contacts to lists on the go, ensuring you can stay organized and keep workflows moving no matter where you are.
![Managing lists from the Rolodex mobile app]()
## Microsoft Sync Enhancements 📈
* **Progress tracking is now reliable.** The sync progress modal will show correctly, and the initial sync process is much more stable. Users will no longer see an infinite “sync in progress” status during the first sync.
* **Better contact pulling from Outlook.** An issue was identified where certain emails were mistakenly flagged as bounce, no-reply, or automated addresses. This filtering rule has now been corrected, ensuring that all valid contacts from your Outlook inbox and calendar are pulled into Rolodex as expected.
## Additional Improvements ✨
* Reduced the number of social links shown by default on contacts. Users can still add more social link fields in settings if needed.
* Added an **import modal** when importing contacts from Hubspot, along with enhanced import button functionality for clarity.
* Refined error messages for emails and calendar events to make them clearer and more actionable.
* Updated the handling of missing company logos to avoid unnecessary 404 errors.
## Fixes 🛡️
* Fixed an error that occurred when deleting notes.
## Note Attachments📎
You can now store files directly inside a note on any contact in Rolodex. Whether you’re saving a presentation deck from a client pitch, attaching a PDF contract, uploading meeting notes, or adding photos from an event—everything stays organized in one place, right where you need it.
No more digging through inboxes or shared drives: open the contact, check the note, and your files are there.
![A file attached to a note on a Rolodex contact]()
## Improvements 📈
* LinkedIn extension reliability: Sync performance and stability enhancements.
* Logging & error handling: Clearer logs across the codebase for faster troubleshooting.
* Billing grace period: If a payment fails, your workspace won’t be auto-canceled immediately. You keep access and don’t need to reconnect accounts while you resolve billing issues.
## Fixes 🛡️
* Fixed a scrolling issue in the Request access modal.
* Corrected positioning of Add to list/tag dropdowns.
* Fixed an incorrect LinkedIn synced contacts count in Sync Progress.
* Resolved an issue where the Start LinkedIn sync button didn’t work.
* Fixed a bug where the LinkedIn sync modal wouldn’t close after starting sync from Settings.
* Fixed an issue preventing manual updates to company LinkedIn data.
* Corrected a bug where LinkedIn appeared as connected for all workspace users regardless of their actual status.
## Sync Progress Modal 🌀
Admins can now access a brand-new **Sync Progress Modal** from the Teams tab in Settings. This gives you clear insight into the sync status of all your teammates connected to the workspace:
* See the **last time** each user connected their account.
* If syncing is active, the status will show **"Sync ongoing"**, meaning the connection has been continuously maintained.
* You’ll also see how many **contacts, emails, and calendar events** each account is contributing to the shared workspace.
![The Sync Progress modal showing sync status for each teammate]()
## Improvements 🛠
* Added YouTube to available social link options – you can now store YouTube channel links for contacts.
![A YouTube channel link stored on a Rolodex contact]()
* Improved company tracking for contacts: you can now **remove companies** or mark them as past companies. You will also be able to change past companies back to current company.
![Removing a company from a contact or marking it as a past company]()
* Enhanced contact interaction syncing with better deduplication, more accurate email/calendar event counts, and improved integration performance.
## Fixes 🪲
* Fixed a bug where **multi-select custom fields** would occasionally appear blank after being filled.
* Resolved an issue when updating a **contact’s website link** that caused an error message.
## API Keys Are Here 🔑
You can now generate and manage your own API keys directly from your Rolodex account, giving you secure and flexible programmatic access to your data. Use these keys to fetch, create, update, or delete contacts, companies, notes, tasks, tags, custom fields, lists, and users — perfect for building internal tools, syncing with external systems, or automating your workflows.
![Generating an API key from Rolodex settings]()
## Import Contacts from Your Phone 📞
You can now import contacts directly from your phonebook into your Rolodex workspace—complete with all saved details like phone numbers, emails, photos, job titles, company names, birthdays, social media links, websites, and physical addresses. Even better? These contacts become available to your whole team in a shared Rolodex workspace.
![Importing contacts from your phonebook into Rolodex]()
## New Description Field + UI Polish 📝
We’ve made some visual and structural updates to the contact and company pages:
* The "Activity" tab is now called Overview.
* A new Description Field has been added at the top of each contact or company, giving you space to add high-level context or notes.
* The activity feed is now displayed below this description.
![The renamed Overview tab with the new description field above the activity feed]()
## Improvements 🛠
* Removed the workspace selection screen when accessing Rolodex. Users are now redirected to their last-used workspace.
* Added multi-select functionality on the search page for both companies and contacts, enabling bulk actions like merge, archive, add to list, export to CSV, and delete.
* Added the ability to merge and fix contacts directly from global search.
* Added the ability to add contacts to lists from global search.
* Enhanced contact creation on the mobile app, with more options available when adding contacts on the go.
* Updated the company update button on contact pages:
* Renamed from "Update Company" to "Update Current Company"
* Enhanced search to pull from all companies in the database, not just associated ones.
## Fixes🪲
* Fixed a bug where the "Go to Rolodex" button on the landing page wasn’t redirecting correctly.
* Fixed an issue where some archived contacts were appearing in the Merge and Fix modal.
* Resolved a bug that prevented the mobile app from getting camera permissions for business card scanning.
* Fixed an issue with invitation links not working for some users.
* Fixed a bug with Dex imports not fetching all contact groups.
## Discover Everything with Global Search 🔍
We've significantly enhanced the search functionality within Rolodex. Now, you can easily search across contacts, companies, lists, tags, notes, and tasks, all from a persistent search bar conveniently located at the top of every page. Quickly access your recent searches and contacts directly from the search bar, and effortlessly add new contacts or companies if no matching results are found. The upgraded UI and backend improvements ensure a faster, more intuitive search experience.
![The Rolodex global search bar returning contacts, companies, lists, and notes]()
## Stay Updated with the New Timeline ⏰
Rolodex now introduces a powerful timeline feature to seamlessly track user activities across your workspace. This timeline consolidates calendar events and notes from all your contacts. Easily filter events and notes by specific date ranges, or quickly find exactly what you're looking for using the built-in search feature within the timeline.
![The Rolodex Timeline consolidating calendar events and notes across contacts]()
## Improvements 🛠
* Enabled storage of phone numbers in international format, formatted with country codes.
* Added functionality to skip workspace selection when only one workspace is available.
* Updated toolbar designs for contacts and companies.
* Added location field during the new contact creation flow.
* Enhanced flow and loading states when merging contacts on the merge and fix page.
* Improved handling of large duplicate contact groups in merge operations.
* Enhanced social link handling, UI interactions, LinkedIn search functionality, and improved tooltip/popover interactions.
* Added direct remove buttons to tags and lists on the contact page.
* Enhanced event modal navigation; users returning from a contact will now be redirected back to the event, improving navigation flow.
* Introduced a new modal prompting users to archive contacts instead of deletion.
* Included delete action directly on the boards page.
* Added "Add to list" action on company and contact detail pages.
* Updated icons and text for clarity when opening events in the calendar.
## Fixes🪲
* Fixed an issue causing real names to be overwritten by email addresses.
* Resolved syncing issues where not all LinkedIn connections were correctly synced initially.
* Corrected URL issues for company and contact websites.
* Addressed duplicate events and emails in the timeline through improved deduplication logic.
* Eliminated lag experienced on the contact page.
* Fixed Stripe-related issue preventing users from adding seats to existing workspaces, enhancing error messaging.
* Resolved issue with images not importing immediately from the extension.
* Removed an undefined text string appearing in some email notifications.
## Import Your Network from Dex 🔄
One of the most requested features is here—Rolodex now supports importing your contacts, notes, and interaction history from Dex. Whether you're transitioning from Dex to Rolodex or want to bring your personal CRM into a collaborative workspace, the import flow makes it seamless. All your data—including notes and communication records—can now be transferred, giving you a familiar foundation inside Rolodex while unlocking powerful team collaboration.
## Customize Social Links on Profiles 💬
You can now personalize which social media links appear on contact and company profiles. Whether it’s LinkedIn, Twitter, Instagram, WhatsApp, Telegram, Messenger, or personal websites, you choose what’s shown—bringing even more context to each relationship.
![Choosing which social links appear on contact and company profiles]()
## A Smarter Way to Add Contacts 🧠
The manual “Add Contact” modal has been significantly upgraded. You can now add custom fields, lists, and tags right from the modal. It’s easier than ever to enrich contact profiles with key information at the moment of entry—beyond just names and emails.
![The upgraded Add Contact modal with custom fields, lists, and tags]()
## Lists Now Have Their Own Page 🧾
To make navigation more intuitive, we’ve moved lists into their own dedicated page. Lists for both contacts and companies are now accessible directly from the sidebar, making it easier to find, manage, and organize key groups within your network—without having to filter through individual database views.
![The dedicated Lists page in the Rolodex sidebar]()
## Rolodex Extension Now Supports Instagram, X, and Google Calendar ☺️
The Rolodex browser extension has expanded! You can now open contacts directly from Instagram, Twitter, and Google Calendar. See a familiar name pop up in your feed or calendar invite? Click the Rolodex button and immediately pull up their profile—no manual searching required.
![The Rolodex extension button shown on Instagram, X, and Google Calendar]()
## Improvements 🛠
* Cleaner imports from email and calendar: Less junk data thanks to improved filtering of bounces and automated messages.
* CloudPonge import: Now supports importing from multiple address books.
* Map filters are now separated: Filters applied in contacts/companies won’t carry over to the map view, allowing you to choose filters independently in each section.
* Added the ability to sort contacts by name or last name.
* New location filter added to the contacts view.
* Filter contacts by the lists they belong to.
* Enhanced filtering options in the companies database—search by tags, team connections, country, HQ location, size, and more.
* Loading state added to the Merge and Fix page to provide visual feedback during data processing.
* Rolodex mobile app now includes a new and improved business card scanner for easier contact capture on the go.
* General performance optimizations to improve loading speed and usability on the home page.
* You can now merge contacts and companies directly from their profile pages.
## Fixes🪲
* Fixed a loop issue when syncing with HubSpot.
* Fixed an issue where invited users where left in a loop when trying to access the workspace they were invited to.
* Fixed a bug where duplicate title updates were sent for the same contact over multiple days.
* Fixed a delay in profile image loading when adding a contact via the Chrome extension.
* Fixed inconsistency in how the Rolodex extension appeared inside Gmail.
## Keep in Touch: Stay Top of Mind 🕒
Managing follow-ups manually is difficult—especially when you're juggling hundreds of conversations across your team. **Keep in Touch** ensures no important relationship gets neglected.
Set personalized reminders for yourself or the entire team to reach out at regular intervals. Rolodex then monitors communication history across emails, meetings, and calls. If no interaction occurs within the chosen timeframe, a reminder is sent automatically. The moment someone from the team reaches out, the clock resets.
This makes it easy to maintain momentum with key accounts, prevent relationships from slipping through the cracks, and ensure your team stays consistently engaged—without the need for manual tracking or guesswork.
## Org Charts: Visualize Company Hierarchies 🏢
Breaking into large enterprises can feel like navigating a maze. **Org Charts** in Rolodex give you a visual map of your team’s connections inside each company.
Drag-and-drop contacts to build the hierarchy, draw reporting lines, and label key champions within accounts. You’ll instantly see who you’re connected to and—more importantly—who your team already knows higher up the ladder.
This allows for more strategic targeting, coordinated outreach, and deeper multi-threaded engagement across stakeholder groups.
## Fixes & Improvements 🛠
* Added ability to sort contacts by last name.
* Resolved a bug causing “workspace not found” errors when changing a workspace slug in the URL.
* Improved onboarding flow for invited users—skipping workspace creation and going straight into team setup.
* Enhanced LinkedIn data syncing to ensure the most recent company roles appear correctly for contacts.
* Fixed an occasional bug where the homepage would crash on initial load.
* Improved load speeds on the Companies, Contacts, and Map pages.
## Board View 📊
This month, we launched Board View in Rolodex, giving you a powerful new way to organize and track your contacts and companies. Whether you're managing deals, job applications, client engagement, or outreach efforts, Board View allows you to create fully customizable workflows tailored to your specific needs.
With Board View, you can:
✔ Move contacts and companies through structured stages using a drag-and-drop interface.
✔ Create multiple boards for your lists to manage different processes in separate views.
✔ Ensure real-time visibility for your entire team, making collaboration seamless.
This highly customizable feature adapts to your workflow, ensuring you stay organized and on top of your most important relationships.
## Fixes & Improvements 🛠
* Profile Picture Upload: Added a 2MB file size limit for profile pictures with improved error messaging for oversized uploads.
* Tag Management: Introduced a search bar on the Tags settings page, making it easier to find and manage tags.
* Last Team Interaction Date: Fixed an issue where the last interaction date was displayed incorrectly for certain contacts.
* React-Scan Tool Removal: Removed an unintended React-scan tool that appeared after our latest release.
* Error Page Enhancement: Added a "Try Again" button to error pages, allowing users to quickly reload the page when issues occur.
* Filter Modal Fix: Resolved an issue where users couldn’t scroll to view all available filters.
* Workspace Navigation Fix: Clicking on a workspace now correctly redirects users to the intended workspace page.
* Trial Expiration Bug: Fixed an issue where some new workspaces were incorrectly flagged as "trial expired" due to missing start and due dates.
## Smarter Notifications 🔔
Previously, users were receiving duplicate email and push notifications whenever there was a title change within their network. This redundancy caused unnecessary clutter and confusion, especially in larger workspaces with frequent updates. We’ve now refined the notification system to ensure that title change alerts are only sent once per workspace. This improvement means teams can stay informed without being overwhelmed by excessive notifications.
## CSV Enhancements 📂
We identified and resolved an issue with the CSV import feature where users attempting to add contacts saw a success message, but no contacts were actually added. Since there was no error message to indicate a problem, this led to frustration and confusion. With this fix, contacts now import correctly, and users will receive clear feedback if any issues arise during the process.
Beyond fixing the issue, we’ve made broader improvements to the CSV import functionality. Users can now import both contacts and companies, making it easier to consolidate and manage large datasets. Additionally, we’ve introduced support for custom fields within CSV imports, allowing for greater flexibility in structuring contact and company data. Finally, we’ve enhanced data validation and sanitization, ensuring that imported information is clean, accurate, and formatted correctly—minimizing the need for manual adjustments after import.
## Bug Fixes & Performance Improvements 🐛
* Fixed an issue where some users could update the number of seats in their subscription without a valid payment method. This is now properly enforced.
* Resolved an issue where the workspace image was not displaying correctly within Rolodex.
* Fixed a bug that caused new users to encounter an error modal when requesting access to Rolodex for the first time.
December was all about refining Rolodex, improving performance, and minimizing errors. These updates ensure a smoother experience, setting the stage for exciting new features in the new year.
We’ve fixed an issue where activity counts in Team Connections previously displayed incorrect data. Now, users can accurately see the number of email interactions, events, and notes for each contact. Contact interaction sync has also been improved, with refined logging, fixes for empty email lists, and better data fetching. Additionally, LinkedIn connection visibility has been added, allowing users to quickly see who in their workspace is connected to a given contact.
Navigation has also been improved to reduce error pages like “Contact not found” or “Company not found.” Users should now experience fewer disruptions, with significantly smoother loading between contacts and company databases.
Several task management updates have been made, ensuring tasks appear instantly when created on a contact or company. An issue causing task creation failures for some users has also been resolved.
## Other Fixes and Improvements🪲
* Improved error handling across API controllers for more consistent responses.
* Fixed Companies page not loading when "Contact count" was selected.
* Removed an incorrect "Trial Expired" modal for new users.
* Sorting companies by contact count now displays accurate numbers.
* Fixed flickering UI elements on the landing page.
* Resolved scrolling issues in large calendar event modals.
* Standardized color coding for events and email interactions across pages.
## Private Notes🔐📒
Leaving notes on contacts is the best way to capture and remember key insights about them. Collaborating with team members on these notes can be highly beneficial. However, there are times when you may want to keep certain notes private.
To address this, we've introduced a new feature that allows users to create private notes on a contact. While writing a note, you can choose to mark it as private, making it visible only to you on the contact's profile.
## Merge Lists🔗
Users can now seamlessly merge existing lists in Rolodex, making it easier to organize and manage your data. For example, if you have separate lists such as *Investors in Mountain View*, *Investors in San Francisco*, and *Investors in Palo Alto*, you can now merge them into a single list, like *Investors Bay Area*.
When merging, all contacts or companies from the selected lists will be consolidated into the new list, ensuring no data is lost and creating a streamlined view of your relevant information. This feature supports merging both contact and company lists.
## Merge Companies🔃
Sometimes, Rolodex may pull duplicate records for a company. You can now easily merge duplicate companies directly from the Companies page, streamlining your data and keeping it organized.
## Fixes and Improvements🪲
* **Search Bar Performance:** Resolved lag issues to enable faster and more responsive typing in the search bar.
* **Billing Access:** Introduced access to the Stripe Customer Portal in the "Plans and Billing" section, allowing users to retrieve invoices directly from Rolodex.
* **Performance Enhancements:** Addressed performance issues in both the contacts and archived contacts sections, ensuring smoother operation.
* **Email Visibility Notifications:** Admin changes to email visibility now trigger notifications for non-admin users in the workspace.
* **Sidebar Enhancements:** Added a "Merge and Fix Contacts" link to the sidebar for quicker access.
* **Onboarding Flow:** Polished the onboarding experience to provide a smoother start for new users.
* **Tag Ordering:** Tags are now consistently ordered by name and ID, making navigation and organization more intuitive.
* **Error Pages and Messaging:** Updated error pages and enhanced global error messaging for clearer communication.
* **Notes Styling:** Updated the note body style for a cleaner, more consistent appearance.
* **Sidebar UI Update:** Improved the tags and lists interface in the sidebar with better navigation, hover effects, and links that open in new tabs.
## Sort on who are connected 📶
We've added a new filter function in Rolodex that allows users to filter contacts based on which contributors they are connected to within the workspace. This feature enables users to focus on their own network, filtering out teammates' contacts, while also providing an easy way to get a quick overview of a teammate's contributions to the team's network.
## Email visibility settings 👁️
Admins of the workspace can now choose whether email interactions display either "Metadata" or "Subject and Metadata." Previously, all email interactions only showed metadata, except for a user's own interactions. If the admin chooses to add the subject, all users in the workspace will be able to see both the metadata and the subject of an email interaction with a contact. This provides better context for everyone in the workspace regarding interactions with a contact.
## Archive contacts 🗑️
Users are now able to soft delete contacts in the workspace. If Rolodex pulls contacts from LinkedIn or emails that are not relevant to the workspace, users can easily archive them, removing them from the main database of the team's Rolodex. Archived contacts can be accessed again through the Archive setting if needed.
## Data Export 👉
Granular data export to CSV is now available for contacts and companies lists. Organize your contacts within Rolodex and export the data as needed to take action outside of Rolodex.
## Rolodex Mobile App 📱
The Rolodex Mobile app was launched at the beginning of the month. Bring Rolodex on the road and add contacts, notes, and tasks on the go. Capture key details from meetings and events.
[iOS Download](https://apps.apple.com/us/app/rolodex-crm-for-teams/id6670325206) [Android Download](https://play.google.com/store/apps/details?id=com.danahq.rolodex)
## Fixes and Improvements 🐛
### For the Rolodex Extension:
* Clicking on “Open in Rolodex” button in an email will send the user directly to the workspace.
* Improved the import times from LinkedIn
* The browser extension button was redirecting to the wrong Rolodex page, it now redirects correctly to the workspace selection page.
### For the web app:
* The Rolodex Webpage is now self serve, so new users don't need to request access anymore, they can just sign up to try us directly!
* Fixed an issue where users with a lot of tags created encountered a freeze on the create task modal
* Users now have the ability to cancel their subscription directly from their billing billing section in settings
* Users now have the ability to update their billing details directly from Stripe's Customer Portal, accesible from their billing section in settings
* Sometimes the coupon codes weren't being applied correctly in the checkout page, this has been solved
* On the seats management modal, it's clearer now what are the user paying for, and if has credits, how they will be applied
* General improvements on loading times, specially on the first load of the webapp.
* Users creating long notes were facing some difficulties due to disabled scrollbars in the new note modal. This has been fixed.
* Sometimes we showed incorrectly the "trial expired" banner due to a miscalculation of dates. This has been fixed.
* Resolved issue with long task descriptions overflowing on the home, tasks, and search screens, ensuring cleaner display and readability.
# What’s Next?
Source: https://guide.rolodexcrm.com/whatsnxt/roadmap
See what is upcoming in the Rolodex roadmap.
Rolodex is shaped by its users. The features with the most upvotes get prioritized — so your feedback directly influences what gets built next.
Have a specific need or an urgent request? Reach out directly at [contact@rolodexcrm.com](mailto:contact@rolodexcrm.com) and the team will get back to you.
Check current requests, leave a comment and upvote here!
Submit a feature request here!
# Consolidate your contacts
Source: https://guide.rolodexcrm.com/workflows/conscont
Import contacts into Rolodex from LinkedIn, Gmail, Outlook, Yahoo, iCloud, your phone, a CSV file, Dex, or business card scan. Step-by-step guide for every import method.
Discover how Rolodex can help you consolidate your contacts from multiple platforms with this helpful guide. Say goodbye to scattered contacts and hello to unified organization!
Begin by choosing the platforms from which you’d like to import your contacts.
Rolodex integrates directly with LinkedIn. Once your account is connected,
your connections flow into Rolodex and stay up to date on their own—Rolodex
refreshes your contacts’ titles, profile pictures, and more, so nothing goes
stale.
You’ll also receive notifications whenever a connection updates their
title—a useful signal for when to reach out.
LinkedIn sync is set up from the Rolodex mobile app, and only needs to be
done once.
Step-by-step setup, with screenshots from the mobile app.
After setup, the following data syncs every 3–5 days:
* Title
* Bio
* Work experience
* Education history
* Location
* Company
Looking to import a contact you’ve recently exchanged emails with? You can import your contacts from Gmail and Outlook!
Rolodex’s integration with your email accounts allows you to view relevant email threads, update the last interaction, and provide a complete picture of your communications with every contact.
[How to connect your Gmail account?](/Gmailsync)
[How to connect your Outlook account?](/Microsoftsync)
Want to bring contacts in from an email account without connecting it for ongoing sync — or import from a provider Rolodex doesn't sync with, like Yahoo, iCloud, or AOL? Rolodex can pull a one-time copy of your address book from more than 25 providers.
**How this differs from connecting Gmail or Outlook.** Connecting an account under [**Settings → Connected Accounts**](https://rolodexcrm.com/app/rolodex/settings/integrations) keeps working in the background: it pulls calendar events and email history on an ongoing basis to build interaction timelines on your contacts. An address book import is a one-time snapshot — it brings the contacts across and stops there.
Pick the address book import if you only want the contacts, or if your email provider isn't Google or Microsoft.
In Rolodex, go to settings and open the [Import page](https://rolodexcrm.com/app/rolodex/settings/import).
Scroll down to the **Other sources** section and start an address book import. A window opens listing every provider you can import from.
Pick the address book you want to import from:
* **Google** — Sign in with Google
* **Microsoft** — Outlook.com, Microsoft 365, Outlook
* **Apple** — iCloud, Mac Contacts
* **Other major providers** — Yahoo, AOL, Mail.com, GMX, Yandex, Mail.ru, QQ mail, Naver
* **Regional providers** — UOL, BOL, Terra, Rediff, SAPO, Web.de, O2.pl, QIP.ru, 126.com, 163.com, Yeah.net
* **Generic CSV** — upload a contacts export from any other tool
Importing a CSV? The **CSV File** tab above covers Rolodex's own CSV importer, which lets you map columns to specific Rolodex fields and import companies as well as contacts. Use that one if you want control over how your data lands.
Sign in to the provider you chose and approve access to your contacts. Rolodex then adds them to your workspace.
Which details come across depends on the provider — most supply names, email addresses, and phone numbers, and many also include company, job title, and physical address.
**Re-importing won't create duplicates.** Address book imports follow the same matching rules as CSV import: if a contact matches one you already have (by email, then LinkedIn, then exact name), Rolodex updates it instead of creating a second copy.
Rolodex uses [CloudSponge](https://www.cloudsponge.com/) to handle address book imports, so you'll see their name on the provider's permission screen when you sign in.
You can quickly add contacts to your Rolodex workspace by importing them directly from your phonebook using the mobile app. When you start the import, you’ll have the option to bring in all your contacts or handpick the ones you’d like to include.
## How to Import Phone Contacts
Importing contacts from your phonebook is only available through the Rolodex mobile app. Make sure you have the app installed to access this feature.
![The menu button in the bottom right corner of the Rolodex mobile app]()
![The Import Contacts option in the Rolodex mobile app menu]()
Give Rolodex access to either all of your contacts or select which contacts it should have access to.
If you want to change which contacts Rolodex has access to at a later stage, you have to permit those accesses in your phone settings.
All relevant data stored on your phone contact should be imported:
* Email addresses
* Phone numbers
* Name
* Job title
* Company
* Birthday
* Contact image/photo
* Social media profiles
* Website URLs
* Physical addresses
Whether you’re bringing contacts from Dex, Notion, Airtable, or another CRM, you can also import contacts as a .CSV file.
The button can be found under "Add to Rolodex" in the top left corner of the home page.
Let Rolodex know if you are uploading more contacts or companies.
Upload from your device or drop the file directly.
Map a **Company Name** column and Rolodex will automatically link each contact to that company, creating the company if it doesn't already exist.
Rolodex will then add your contacts or companies to your workspace.
**Re-importing won't create duplicates.** If a row matches an existing contact (by email, then LinkedIn, then exact name), Rolodex updates that contact instead of creating a new one — filling in missing fields and adding any new emails or phone numbers without duplicating existing ones.
Whether from a networking event or your decades-old rolodex, business cards still are a common way to exchange contact information. Rolodex makes it seamless to work with (and digitize) business cards.
The Rolodex Mobile App allows you to scan cards and add their information automatically to your team's workspace.
Moving over from Dex? You can import your contacts—and all their associated
data, including notes, timelines, and relationship history—directly into your
Rolodex workspace using your Dex API key.
Full walkthrough, with a video and step-by-step screenshots.
Rolodex has an ‘Enhance’ feature that will automatically update your contacts by pulling the following information from their LinkedIn profile:
* LinkedIn Bio
* Experience
* Education
* Location
* Profile Photo
* Title
This feature doesn't work if your contact's LinkedIn profile is set to private.
This feature activates after saving the URL of the contact's LinkedIn profile. With the LinkedIn extension, you can easily add a contact directly from LinkedIn. All current contacts will be automatically imported, and new LinkedIn connections will be added to Rolodex automatically.
## Cleaning up duplicates with Merge & Fix
However you bring contacts in, the **Merge & Fix** page finds duplicate contacts and lets you combine them. You can merge every duplicate at once with **Merge all**, or review and merge duplicate groups one at a time.
Use the **list filter** at the top of the Merge & Fix → Contacts page (default **All lists**) to scope duplicate detection to a single list. Select a list and **Merge all** will only act on duplicates within that list — handy for cleaning up a specific list without touching the rest of your database.
# Manage your Contacts
Source: https://guide.rolodexcrm.com/workflows/manage-your-contacts
Manage Rolodex contacts with Map View, Board View, Tasks, Org Charts, and direct email sending. A complete guide to Rolodex's contact management tools.
Rolodex has features to help you manage your contacts’ details, contact information, and more!
With Rolodex, you can easily visualize and comprehend the geographical distribution of your network. Simply import your contacts or sync from LinkedIn, and Rolodex will map them based on their specified locations or addresses.
**How it works:**
Moving around the map will change the list of contacts to the map. The map view is only available on the web/desktop app, and will also populate on LinkedIn location values. A few other notes:
* **See Nearby Contacts**: From a contact screen: click on a contact’s location to view them in map view.
* **Contacts by Location**: Write in a Location in the map and see all of your contacts in that location. Perfect when out traveling!
* **Map View Refresh**: when locations are edited from the map view, you may need to refresh the map view to see changes updated appropriately.
Within Rolodex, you can organize and manage your contacts in customizable stages. Move contacts and companies through a tailored workflow that fits your needs—whether it’s tracking deals, job applications, client engagement, or outreach efforts. The board view enables you to create and arrange stages, drag and drop cards to update statuses, and maintain real-time visibility for your entire team.
### Setting Up a Board View
Boards are created based on a list. You can either create a board view for an existing list or create a new one. Contacts can be added or removed from the list and board at any time.
The assigned property within the custom field determines a contact's position in the board view. You can use an existing custom field in your workspace or create a new one. Add stages to the custom field under "Options."
The custom field must be single-select to be used in a board.
Assign properties to contacts and watch them automatically move into different stages. You can also drag and drop contacts to their designated stages. Any updates made in the board view will automatically update the custom field value for that contact across the entire workspace.
### Customizing your board
Tailor how each board looks and what it shows:
* **Filter the board by custom field.** Apply a filter at the board level (not just within a single list) to focus on the cards that matter. Filters are personal to you—applying one changes only your view, not your teammates'.
* **Choose which properties appear on cards.** Show extra context directly on each card—including the contact's **latest note**—and bulk enable or disable properties so every card displays the same fields. Cards respect your workspace's custom-field order.
* **Edit custom-field values inline.** Update a card's custom-field values right from the board, without opening the contact.
* **Hide the "No property" column** to keep multi-board funnels tidy when some contacts don't yet have a value set.
Use the **Company** custom-field type to tag a contact—or another company—with a company from your workspace's Companies list. It's a quick way to capture how people and organizations are related and keep that context on the card.
## Examples
### 1) Engagement Pipeline (relationship warmth + next action)
**Use this board when:** you want a lightweight system to track where each relationship stands right now and what “next” looks like.
* **Custom field (single-select):** `Engagement Stage`
* **Stage options:**
* `New / Not Engaged Yet`
* `Light Touch (Liked/Commented)`
* `Warm Conversation Started`
* `Meeting Booked`
* `Follow-up Needed`
* `Active Relationship`
* `Paused / Not a Priority`
**What it’s for:** a clear engagement snapshot across your list, so you can quickly spot who needs a nudge, who’s active, and who’s parked for later.
### 2) Deal Stage (simple pipeline, no CRM headache)
**Use this board when:** you want a visual sales pipeline for a shortlist of opportunities (contacts or companies), without turning your day into “CRM chores.”
* **Custom field (single-select):** `Deal Stage`
* **Stage options:**
* `Prospecting`
* `Qualified`
* `Discovery Completed`
* `Proposal Sent`
* `Negotiation`
* `Closed Won`
* `Closed Lost`
**What it’s for:** a quick, high-signal overview of where each opportunity sits, with easy drag-and-drop updates as conversations progress.
### 3) Sorting by Expertise (find the right brain fast)
**Use this board when:** you have a lot of contacts and need to instantly find “the right person” when a question pops up.
* **Custom field (single-select):** `Expertise`
* **Stage options:**
* `Product`
* `Engineering`
* `Design`
* `Sales / GTM`
* `Marketing`
* `Finance`
* `Legal`
* `Operations`
* `Other`
**What it’s for:** a living “who knows what” map. Great for internal teams, advisor networks, mentors, or anyone you regularly tap for input.
### 4) Event Follow-up Board (turn business cards into momentum)
**Use this board when:** you meet people at a conference/event and want a tight follow-up flow so no promising connection evaporates into the ether.
* **Custom field (single-select):** `Event Follow-up Status`
* **Stage options:**
* `Met at Event`
* `Added on LinkedIn`
* `First Message Sent`
* `Reply Received`
* `Meeting Booked`
* `Follow-up Needed`
* `Connected (Done)`
* **What it’s for:** a repeatable post-event workflow. Everyone you meet starts at “Met at Event,” then you move them forward as you connect, message, and book meetings.
Easily create tasks related to either a contact or a company within Rolodex. Assign these tasks to yourself or any team member and set due dates. With Rolodex being a collaborative space, this ensures smooth management of your team's relationships by clearly tracking responsibilities and deadlines, keeping everyone aligned.
On a contact you can click on "Action" and from there click on "Add Task"
Write the content of your task, set a due date, add tags and add related contacts.
You can assign a task either to yourself or any of your team members collaborating in the workspace with you.
View all tasks from the home page or within the [task manager.](https://rolodexcrm.com/app/rolodex/tasks) Here, you can not only track your own tasks but also gain a complete overview of your team's tasks, allowing for effective coordination and seamless collaboration.
Every task has a shareable link. Send it to a teammate and it opens that exact task in a modal—handy for handing off a follow-up in Slack or email.
An org chart in Rolodex maps the internal structure of a target account — who sits where, what role each person plays in the buying decision, and which team members already have relationships at each level.
Instead of reaching out blind, your team can see the full picture before the first call: who approves budgets, who can block a deal, and where your warmest existing connections already sit.
## Key Stakeholder Roles
When building an org chart, tag each contact by their role in the buying process:
Approves budgets and signs contracts. This is the person who ultimately says yes or no to a purchase.
Assesses whether your product is the right fit. They can block a deal even if leadership is on board.
An advocate inside the account who supports your deal and helps move it forward internally.
Controls access to other stakeholders. Building trust here often determines whether you get the right meetings.
## How to Build an Org Chart
Navigate to the Companies section in Rolodex and open the target account. If it doesn't exist yet, create a new company profile with the basic details.
Import contacts from Gmail, Outlook, or LinkedIn — or add them manually. Record each person's role, department, and seniority level.
Drag contacts into their hierarchical positions within the org chart view. Tag each person with their buying role so the chart reflects both structure and influence.
## Using Org Charts in Your Sales Workflow
**Before outreach** — Check relationship coverage to identify warm connections your team already has inside the account. Prioritize those entry points before reaching out cold.
**During deal reviews** — Use the org chart to run structured conversations about stakeholder coverage. Are you multi-threaded? Is there a champion? Who controls the budget sign-off?
**Before every call** — Review the chart to refresh context on who you're talking to, what role they play, and what interactions your team has already had with others in the account.
## Keeping Your Org Charts Up to Date
An org chart is only as useful as it is current. Make it a habit to:
* Add newly discovered contacts as they surface in conversations or email
* Update roles and titles when people change positions
* Log interaction history after each touchpoint
* Flag relationship gaps — accounts where you're only single-threaded are at risk
Rolodex allows you to send emails directly from within the platform—so you can stay in touch with key contacts without switching tabs. Whether you're following up after a meeting, reconnecting with an old contact, or reaching out to multiple stakeholders, Rolodex brings communication into the same place where you manage your relationships.
To send an email from Rolodex, the contact must have an email address stored in their profile. Make sure the email field is filled out before composing your message.
## How to send an email from Rolodex
You need to send an email from the contacts profile page.
![CleanShot 2025-04-17 at 15.08.41@2x.png]()
Make sure that you have that contact’s email stored under "Emails" on the profile.
![CleanShot 2025-04-17 at 15.12.14@2x.png]()
![CleanShot 2025-04-17 at 15.17.19@2x.png]()
If you’ve connected multiple email accounts to Rolodex, you can choose which one to send from when composing your message. Just select the preferred sender address from the dropdown in the email composer.
Select multiple contacts using the checkboxes in your contact list to act on them all at once. A toolbar appears with bulk actions including **Add to list**, **Add tag**, **Edit field**, and **Set company**.
### Set company on multiple contacts
Use **Set company** to assign the same company to every selected contact in one step—no need to edit them one at a time.
Tick the checkboxes for the contacts you want to update (or use **Select all** to grab an entire filtered view).
Search for an existing company or create a new one by name.
The chosen company becomes the active company on every selected contact. Any previously assigned company is kept in their history, not deleted.
This is especially handy after a LinkedIn sync or import: bring contacts in, then fix the company across hundreds of them at once instead of editing each contact individually.
# Organize your Contacts
Source: https://guide.rolodexcrm.com/workflows/orgcontacts
Organize contacts in Rolodex using Lists, Custom Fields, Tags, and Merge & Fix for duplicates. Learn how to archive or delete contacts you no longer need.
Rolodex has a lot of various tools to assist you in organizing your contacts efficiently. Click on each tab to find out more about the different features!
### Create Contact Lists
You can view and manage your contacts by grouping them into lists in Rolodex. ![Contact lists in the Rolodex sidebar]()
### Create Companies Lists
You can view and manage your connected companies by grouping them into lists in Rolodex.
Can't find the specific field you're looking for? Don't worry! Rolodex allows you to create custom fields tailored to your needs.
You can add 9 types of custom fields:
* **Text**: Any text field you want (e.g., hometown, company, school, spouse)
* **Date**: Remember important dates (e.g., anniversaries, graduations, religious celebrations)
* **Selection**: Choose from your own predefined list of options, perfect for fields like "Relationship Status" or "Lead Source"
* **Multi-select**: Select multiple options from a list, great for tagging contacts with different attributes or interests
* **Number**: Track numerical values, like the number of deals closed or years of experience
* **Checkbox**: Add a simple yes/no or true/false field, useful for things like marking if a contact has signed an NDA or attended an event
* **User**: Assign specific roles or responsibilities within your team for a contact—ideal for designating a primary contact point or indicating which team member is responsible for managing this relationship
* **Contacts**: Link one or more other contacts to this record—great for fields like "Related contacts", "Partner", "Introduced by", or "Assistant"
* **Company**: Tag a contact or company with a company from your workspace's Companies list, capturing how people and organizations are connected
## **Adding a Custom Field**
You can create Custom Fields either through a Contact’s card or through the Custom Field Page.
Access the [tags page under settings.](https://rolodexcrm.com/app/rolodex/settings/tags) Here you can view all of the current tags within the workspace. You can add new or remove tags.
## Remove tags
You can remove all tags that currently are in the workspace. Click on "Select All" and then move over to the three dots and select "Delete tags". This will remove all the selected tags from the workspace.
![Deleting selected tags from the Tags page in Rolodex settings]()
## Set Tag Preferences
You can choose between two options on how tags are to be created in your workspace. By default Rolodex will automatically create tags for you based on LinkedIn and email data from your pulled contacts. To turn this off, you go to the [settings page](https://rolodexcrm.com/app/rolodex/settings/tags) and select "Manage Tag Creation". Here you can turn off the automatic tag creations for both companies and contacts.
![The Manage Tag Creation settings for automatic contact and company tags]()
Dealing with a lot of duplicates after importing your contacts from different sources? A simple ‘Merge and Fix’ should do the trick.
### Merge & Fix
From the Merge & Fix page, view all the possible duplicates that Rolodex can find. We currently search duplicates based on:
* Full name
* Email
In addition, we ensure that each set of duplicates does not have different Linkedin, Facebook, and Twitter profiles (or they’d belong to different people). We also ensure that for each duplicate, at least one contact is not an archived contact.
You can filter Merge & Fix to a specific list, so cleanup only touches the contacts in that list instead of your whole workspace.
### Merge on the contacts page
You can merge more than one duplicate at a time while on the Contacts page.
Tick the boxes for all the contacts you want to merge and click ‘Merge’.
Archived contacts help you organize your contacts by allowing you to exclude them from sync while retaining the ability to restore them anytime.
### How to Archive Contacts
You have the option to archive in several ways:
* Select all or multiple contacts on the Contacts page.
* Select all or multiple contacts in a List.
* Archive while on a contact card through the ‘Actions’ menu.
### Where can I find my archived contacts?
You can find your archived contacts on the Archive page. To navigate to the page, click on the drop-down menu at the top-left corner and select ‘Archive’
### Important notes
* Archived Contacts are excluded from the LinkedIn Sync. This is a good way to prevent contacts from being re-imported by a sync.
* You can still export your archived contacts.
* These contacts will remain archived forever and will not get deleted.
Deleting a contact in Rolodex removes the contact from your workspace, including all associated information such as notes, tasks, and interaction history. However, keep in mind that deleted contacts can be re-added to Rolodex under certain conditions:
* **Email Interactions**: If the deleted contact sends you or your team an email, they will automatically be added back to your Rolodex workspace.
* **LinkedIn Connections**: If the deleted contact is connected to you or any of your team members on LinkedIn, they may also be synced back into Rolodex.
### Archiving vs. Deleting Contacts
If you no longer want a contact to be shown in Rolodex but don’t want to risk them being re-added, consider Archiving the contact instead. Archiving removes the contact from your active view but keeps them stored in your workspace, preventing them from being synced back.
# Stay Informed
Source: https://guide.rolodexcrm.com/workflows/stay-informed
Stay on top of your network with LinkedIn job change notifications, shared contact notes, and Keep-in-Touch reminders. Set follow-up cadences so you never lose touch with key contacts.
Stay in the loop! With LinkedIn sync active, Rolodex notifies you of both title changes and new connections, keeping your network current.
## Title Changes
After setting up LinkedIn, you’ll spot title changes conveniently displayed on the Home page, like so: ![LinkedIn title changes shown in the Network feed on the Rolodex home page]()
* By default, you’ll receive emails about title changes, which you can turn off with [notification settings](https://rolodexcrm.com/app/rolodex/settings/notifications)
* Title changes are shown in the ‘Network’ feed from most recent to least recent. You can view both your network and all networks, including title updates to your team members connections.
* If contact is archived, you generally won’t get title change notifications for them.
## New Connections
Rolodex also notifies you of any new connections synced to your account: ![Rolodex email notification listing newly synced LinkedIn connections]()
Keep your team informed and aligned by adding notes to contacts. Share important details, meeting updates, or next steps collaboratively, or mark notes as private to manage sensitive information. Notes ensure everyone stays in the loop! ![A shared note on a Rolodex contact profile]()
Notes have shareable links too. Send one to a teammate and it jumps straight to that note, highlighted on the contact's page.
Stay connected effortlessly with Rolodex personalized keep-in-touch reminders, ensuring you never miss a beat in reaching out to key relationships!
## Setting up Keep-in-Touch
There are several ways to set up a frequency for Keep-in-touch:
### [Keep-in-Touch Page](https://rolodexcrm.com/app/rolodex/keep-in-touch)
We recommend using the Keep-in-Touch page if you’re setting up frequencies for a bunch of contacts.
Choose if the Keep-in-touch reminder is to be set for just you (Personal) or for the whole team (Team). You can view the different reminders on the Keep-in-touch page.
![images/1742403720712_Keepintouch1_01JPQNNNTQPB1CHYC6KNG7KVVE.png]()
### Contact card
From the contact’s profile, you can also set, snooze, or update the Keep-in-touch frequency for that contact.
## FAQ
Rolodex will send you an email reminder or push notification (on mobile) when it is time to reach out. You will receive a notification based on the timing of the last interaction.
For example, if you have a 3-month keep-in-touch for Cameron and your last interaction was in June 20th, you will receive a notification from Rolodex to reach out on the morning of September 20th.
Rolodex will notify you via email by default on the morning of your keep-in-touch date. If you have downloaded the mobile app, you will also receive a push notification. You can customize these notifications in your [**notification settings**](https://rolodexcrm.com/app/rolodex/settings/notifications).
Great! If you logged your last interaction in Rolodex, the keep-in-touch will automatically be pushed to be based on your most recent interaction. From the above example, let’s say you interacted with Cameron on July 5th. You will now be notified on October 5th.
Even if you don’t update your last interaction with a contact, Rolodex will still notify you when it is the next time to keep-in-touch. For example, if you set a keep-in-touch for a 3-month frequency and ignored the last notification, Rolodex will send you a notification again in 3 months.
In short, no. Rolodex will automatically space out your keep-in-touch notifications so you won’t receive more than 5 per day.
# Delete a Workspace
Source: https://guide.rolodexcrm.com/workspace/delete-workspace
Permanently delete a Rolodex workspace and all of its data from workspace settings. A step-by-step guide to the self-serve deletion flow, who can run it, and what gets removed.
Workspace admins can delete a Rolodex workspace themselves, straight from workspace settings—no need to contact support.
Deleting a workspace is permanent and immediate. Every contact, company, note, task, and setting in the workspace is removed for **all members**, not just for you. There is no trash, no recovery window, and no way to undo it.
## Before you delete
* **Only admins can do this.** The Danger zone is hidden for members who aren't workspace admins. If you don't see it, ask an admin to run the deletion.
* **Export anything you want to keep.** Head to **Settings → Export** first and pull down your contacts and companies. Once the workspace is gone, so is the data.
* **Billing doesn't block deletion.** An active subscription or trial won't stop you—you can delete the workspace at any time.
## How to delete a workspace
Click your workspace name at the top of the left sidebar, then select **Settings**.
![Opening Settings from the Rolodex workspace switcher]()
Settings opens on your personal **Profile** page. In the settings sidebar, find the **Workspace** section and click **General**.
At the bottom of the General page, below the workspace name and URL, you'll find the **Danger zone** and a red **Delete workspace** button.
![The Danger zone section on the Rolodex workspace General settings page]()
A confirmation dialog opens listing exactly what will be deleted. To prevent accidental clicks, the **Delete workspace** button stays disabled until you type the workspace name exactly as it appears.
![The Delete workspace confirmation dialog with the confirm button disabled]()
Once the name matches, the button turns red and becomes clickable.
![The Delete workspace confirmation dialog with the workspace name typed and the confirm button enabled]()
Changed your mind? Click **Cancel** or the **X** to close the dialog. Nothing is deleted until you click **Delete workspace**.
Click **Delete workspace**. The button shows a loading state while the workspace is removed, then Rolodex reloads and drops you into another workspace you belong to.
The deleted workspace no longer appears in your workspace switcher.
## What gets deleted
Everything that lived in the workspace, for every member:
* Contacts and companies
* Notes and tasks
* Lists, boards, and tags
* Custom fields and workspace settings
* The workspace URL
Want to step away from a workspace without wiping it for everyone else? Leave the workspace or have an admin remove you from **Settings → Team** instead of deleting it.