Documentation Index
Fetch the complete documentation index at: https://guide.rolodexcrm.com/llms.txt
Use this file to discover all available pages before exploring further.
Rolodex has features to help you manage your contacts’ details, contact information, and more!
Map View 🌍
Boards📊
Tasks✅
Org Chart 🧵
Send Email 📧
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 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
Prepare a List of Contacts or Companies
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.
Select a Custom Field
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.
Your Board View is Now Live
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.
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.
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Custom field (single-select):
Engagement Stage
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Stage options:
New / Not Engaged YetLight Touch (Liked/Commented)Warm Conversation StartedMeeting BookedFollow-up NeededActive RelationshipPaused / 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.”
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Custom field (single-select):
Deal Stage
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Stage options:
ProspectingQualifiedDiscovery CompletedProposal SentNegotiationClosed WonClosed 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.
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Custom field (single-select):
Expertise
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Stage options:
ProductEngineeringDesignSales / GTMMarketingFinanceLegalOperationsOther
What it’s for: a living “who knows what” map. Great for internal teams, advisor networks, mentors, or anyone you regularly tap for input.
5) 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 EventAdded on LinkedInFirst Message SentReply ReceivedMeeting BookedFollow-up NeededConnected (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.Add tasks on a contact
On a contact you can click on “Action” and from there click on “Add Task”
Write your task
Write the content of your task, set a due date, add tags and add related contacts.
Assign the task
You can assign a task either to yoursef or any of your team members collaborating in the workspace with you.
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
Navigate to the contact you want to email
You need to send an email from the contacts profile page.
Make sure that you have that contacts email stored under “Emails” on the profile.
Enter the "Action bar" and click "Compose email"
Write your email
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.
