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Contacts and Leads are two views of one person. Leads is the pipeline: people who raised a hand on your site. Contacts is the full list — everyone on file, with their mailing status at a glance. The moment a contact fills out a form, they show up in Leads too; nothing to convert, nothing to copy between the two.

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The Contacts table

Open Leads & CRM → Leads and choose the All contacts tab to see everyone: name, mailing status, phone, and when they were added. Use the filter chips above the table to narrow the list — Everyone, ✉ Mailing list, Not opted in, and (once you have any) Bounced, Suppressed, and Opted out. Each chip shows a live count.

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What the mailing status means

Every contact carries one of five statuses:
  • On your list ✓ (subscribed) — they’ve opted in and receive your campaigns and newsletters.
  • Not opted in (no consent) — on file, but they haven’t checked the consent box on one of your forms, so REALsite won’t email them.
  • Opted out — they were subscribed and chose to stop. To rejoin, they check the email-updates box on your site again and confirm the link sent to their inbox — you can’t switch this back on for them from the admin.
  • Email bounced — their address hard-bounced, so REALsite stopped sending to it automatically.
  • Email suppressed — the email provider suppressed the address (for example, after a spam complaint), so REALsite stopped sending to it automatically.
Bounces and complaints are detected and applied without you doing anything — that’s what keeps the rest of your list landing in inboxes.

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Why REALsite won’t email everyone

Consent is captured at the form, not assumed. When someone checks the consent box on one of your public forms, REALsite records that moment — the wording they saw, the form, and your sender details — so you have proof of opt-in if you ever need it. Leaving the box unticked doesn’t stop a lead from reaching your CRM; it just means that address doesn’t join your mailing list. If someone previously opted out, a later form left unticked never undoes that, and REALsite requires a confirmation click before adding them back — this is the double opt-in that protects both you and them.

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Import and Export

Choose Import to bring your book of business in as a CSV (an email column is required; name and phone come along if present). You can import contacts as Past clients or Working leads. Imported contacts get follow-ups, notes, and calls right away — but no one is emailed until they opt in on your site themselves. Rows that are missing an email, or that already exist, are skipped and reported back to you. Choose Export CSV any time to download everyone on file. It’s your data.

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A contact’s detail page

Open any contact to see their full timeline: every inquiry they’ve submitted, alongside notes you’ve added. From here you can:
  • Edit details — name and phone numbers.
  • Add a note to log a call or preference.
  • Set a Follow-up reminder — tomorrow, in 3 days, next week, or a date you choose. Reminders that come due are rolled into your daily digest email.
  • Change their status as they move through your pipeline.
  • Choose Stop emailing to take someone off your mailing list yourself, with a confirmation before it happens.

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Finish your one-time email setup

Before your site can collect subscribers or send campaigns, add your office mailing address once in Settings. Until you do, you’ll see a Finish your one-time email setup banner at the top of Contacts. REALsite uses that address to handle the consent wording, sender details, and unsubscribe link on your behalf — there’s nothing else to configure.