Overview
Contact Status Categories allow you to group your existing contact statuses into organized categories. Once created, each category appears as its own column in the contact list view, giving you a clear, at-a-glance view of where every contact stands across multiple dimensions.
For example, you might create categories such as "Lead Stage," "Property Interest," or "Qualification Level," and then assign the appropriate statuses to each category. This makes filtering, sorting, and managing contacts faster and more intuitive.
Key Benefits:
- Organize statuses into logical groups for better clarity.
- Each category becomes a dedicated column in the contact list table.
- Show or hide category columns to customize your view using the Columns button.
- Each dropdown only displays the statuses that belong to that specific category.
- Quickview panels also display category-specific dropdowns for quick edits.
Status Categories do not replace your existing statuses. They simply provide a way to group and organize them. Your existing statuses will continue to work exactly as before.
Accessing Contact Status Settings
To access the Contact Statuses settings page where you will manage both statuses and categories:
- Click "Settings" in the top navigation bar.
- Click "CRM" in the left sidebar menu.
- The Contact Statuses page will load. This is the main page where you manage both your individual statuses and your status categories.
The Contact Statuses page is divided into two main sections:
- Status Categories (top section): Where you create and manage categories that group statuses together. This section includes a table showing all existing categories with their name, number of statuses, creation/update dates, creator, and action buttons (Edit and Delete).
- My Company's Statuses (bottom section): Where you manage individual statuses, including adding new ones, editing existing ones, and filtering by category. Each status is displayed as a colored bar with Edit and Delete buttons.
Figure 1: The Contact Statuses settings page with both sections visible.
Creating a New Status Category
Follow these steps to create a new status category:
Step 1: Open the Category Form
Click the "Add a new status category" button. This purple button is located in the top-right corner of the Status Categories section. A form will appear above the categories table with two fields: Category Name and Statuses.
Figure 2: The blank category creation form after clicking "Add a new status category."
Step 2: Enter a Category Name
Click into the Category Name field and type the name for your new category. Choose a clear, descriptive name that explains what this group of statuses represents (e.g., "Lead Stage," "Property Type," "Qualification Level").
Step 3: Add Statuses to the Category
Click the "+ Add Tags" button inside the Statuses area. A "Select Status Tags" modal window will appear, showing all available statuses from your company.
Figure 3: The "Select Status Tags" modal. Check the boxes next to the statuses you want to include in this category.
Inside the Select Status Tags modal:
- All your company's statuses are listed under "My Company Tags."
- Each status shows its name and color indicator on the right side.
- Use the search bar at the top to quickly find a specific status by name.
- Check the box next to each status you want to add to this category. You can select multiple statuses.
- When you are done selecting, click the purple "Add Selected Tags" button at the bottom of the modal.
- To close without adding, click "Cancel."
After clicking "Add Selected Tags" the selected statuses will appear as colored tags inside the Statuses area of the form. Each tag has an "×" button you can click to remove it if needed.
Figure 4: Selected statuses now appear as colored tags in the Statuses field. Click "×" on any tag to remove it.
Step 4: Save the Category
Click the red "Save" button to create the category. Your new category will appear in the Status Categories table. Click "Cancel" if you want to discard your changes without saving.
Each status can only belong to one category at a time. If a status is already assigned to another category, it will not appear in the Select Status Tags modal. You must first remove it from its current category before reassigning it.
Editing an Existing Status Category
To modify an existing status category:
- Find the category you want to edit in the Status Categories table.
- Click "Edit" in the Actions column on the right side of that category's row.
- The category form will open above the table, pre-populated with the current category name and its assigned statuses (shown as colored tags).
- Make your changes: You can rename the category by editing the Category Name field, add new statuses by clicking "+ Add Tags" and selecting from the modal, or remove statuses by clicking the "×" icon on any status tag.
- Click "Save" to apply your changes, or "Cancel" to discard them.
Figure 5: Editing an existing category. The name and assigned statuses are pre-filled and ready to modify.
Deleting a Status Category
To delete a status category:
- Find the category in the Status Categories table.
- Click "Delete" The Delete button (shown in red text) is in the Actions column, next to the Edit button.
- Confirm the deletion when prompted.
Deleting a category does NOT delete the statuses inside it. The statuses will remain available in the "My Company's Statuses" section and can be reassigned to a different category. However, the column associated with this category will be removed from the contact list table view.
How Categories Appear in the Contact List
Once you create a status category, it automatically becomes available as a new column in the contact list table. Below is a complete walk through of how to show, hide, and reorder category columns.
Step 1: Open Column Settings
Navigate to the contact list (click "Contacts" in the top navigation bar). In the top-right corner of the contact list, locate the "Columns" button (it has a grid icon next to it). Click it to open the Column Settings panel.
Figure 6: The "Columns" button is in the top-right area of the contact list, next to the "New" button.
Step 2: Toggle Category Columns On or Off
The Column Settings modal will appear, listing all available columns. Your status categories will appear in this list (e.g., "New Category" in the example below). Each column has an eye icon on the left side:
- Colored eye icon (visible) The column is currently shown in the contact list.
- Gray eye icon (hidden) The column is currently hidden from the contact list.
Click the eye icon next to any column name to toggle its visibility. To reorder columns, select a column by clicking on it, then use the Move up/down arrows on the right side of the modal to change its position.
Figure 7: The Column Settings modal. Click the eye icon to show or hide columns. Use the arrows to reorder them.
When you are satisfied with your selections, click the purple "Select" button to apply. Click "Cancel" to discard changes.
Step 3: View the Category Column in the Contact List
After enabling a category column, it will appear in the contact list table. Each contact will show their assigned status for that category. If a contact does not have a status assigned for that category, the cell will be empty or show "No action".
Figure 8: The contact list with the "New Category" column visible. The first contact shows a status tag assigned under this category.
Key details about category columns in the contact list:
- Each category column displays the status assigned to that contact within that specific category.
- Clicking on a status in any category column opens a drop down that only shows statuses belonging to that particular category.
- You can change a contact's status directly from the contact list by clicking on the status tag in the category column and selecting a new one.
Using Categories in Quickview
When you open a contact's Quickview panel (by clicking on a contact's name in the contact list), each status category appears as its own section near the bottom of the panel.
In the Quickview panel, each category section shows:
- "+/- Tags" button Click this to add or remove status tags for this category.
- The currently assigned status tag is displayed next to the button (e.g., the orange "Hot" tag). Click the "X" on a tag to remove it.
Figure 9: The Quickview panel showing the "New Category" section with an assigned status tag and the "+/- Tags" button.
Each category section in Quickview only shows statuses that belong to that specific category, so you will never accidentally assign a status from the wrong group. If you have multiple categories, you will see a separate section for each one.
Frequently Asked Questions
Can I assign the same status to multiple categories?
No. Each status can only belong to one category at a time. If you need a similar status to appear in multiple categories, you will need to create separate statuses with distinct names for each category.
What happens to statuses when I delete a category?
The statuses within the deleted category are not removed. They return to an unassigned state and remain in the "My Company's Statuses" list. You can reassign them to a new category at any time. The corresponding column in the contact list will be removed.
Will existing contacts lose their status if I reorganize categories?
No. Contacts retain their assigned statuses. If you move a status from one category to another, contacts with that status will now show it under the new category's column instead.
Is there a limit to how many categories I can create?
There is no hard limit on the number of categories. However, keep in mind that each category adds a column to the contact list table, so creating too many may make the table view wide. Use the Columns button to hide categories you do not need at the moment.
How do I reorder category columns in the contact list?
Click the "Columns" button in the top-right of the contact list. In the Column Settings modal, click on a column to select it, then use the Move up/down arrows to change its position. Click "Select" to apply.
Who can create and manage status categories?
Status category management is available to users with admin or settings-level access. If you do not see the option to add or edit categories, contact your account administrator to request the appropriate permissions.
Can I see which category a status belongs to from the status list?
Yes. On the Contact Statuses settings page, use the "Select Status Category" dropdown filter in the "My Company's Statuses" section. Selecting a category will filter the list to only show statuses that belong to that category.
Why is a status not showing in the Select Status Tags modal?
If a status does not appear when you click "+ Add Tags," it is most likely already assigned to another category. Each status can only belong to one category. To reassign it, first remove it from its current category by editing that category and clicking the "×" on the status tag, then add it to your new category.
Quick Reference Summary
| Task | How To |
|---|---|
| Create a category | Settings → CRM → Contact Statuses → "Add a new status category" → Enter name → Click "+ Add Tags" → Select statuses in modal → "Add Selected Tags" → Save |
| Edit a category | Status Categories table → Click "Edit" → Modify name or statuses → Save |
| Delete a category | Status Categories table → Click "Delete" → Confirm |
| Show/hide columns | Contact list → Click "Columns" button (top-right) → Click eye icon to toggle → "Select" |
| Reorder columns | Contact list → "Columns" → Select a column → Use Move arrows → "Select" |
| Change status in table | Click the status tag in the category column → Select from dropdown |
| Change status in Quickview | Open Quickview → Find category section → Click "+/- Tags" → Select status |
| Filter statuses by category | Contact Statuses settings → "Select Status Category" dropdown |