Contacts (under Business) is your list of buyers, waitlist families, applicants and co-owners. A contact is created for you when someone applies, and you can add one yourself with Add Contact or while placing an animal. Contacts are available on all plans.

The contacts list

What each contact shows

On a computer or tablet each contact is a card. On a phone it is a row. Click anywhere on a card or row to open the contact.

Each one shows:

Name and badges:
- Buyer: has at least one of your animals placed with them now. An animal you marked as owned again (it came back) no longer counts, but stays on their timeline.
- Applicant: has applied or is on a waitlist, but hasn't taken an animal home yet.
- Contacts with neither have no badge.
- Flagged or Backed out when their timeline has a flag or backed-out entry (see The timeline below).
Email and phone, with a copy button beside each. Email and Call at the bottom of the card open your email app or phone.
What's going on with them, most important first:
- the newest flag or backed-out reason from their timeline
- money still owed on sent or overdue invoices, and how many invoices are open
- contracts sent but not yet signed
- the animals they took home
- their place on a waitlist, and the program
- their application and its status

Flags, backed-out reasons, money owed and unsigned contracts are highlighted so you can see who needs a follow-up.

The type is worked out from the contact's records, so you never need to set it. Declined applications and waitlist entries you removed don't count.

Above the list:

Search by name, email or phone number. Phone numbers match on the digits, so 555 0100 finds (555) 010-0100.
Type: Buyers, Applicants or Other contacts.
Program: people linked to one breeding program, through an animal from one of its litters, a waitlist entry or an application.
Relationship: has placed animals, on a waitlist, has applied, has open invoices, has a contract awaiting signature, Flagged or Backed out. To see who still owes you money, choose Has open invoices.
Sort: Name A–Z, Recently added, or Last activity. Last activity uses the newest timeline entry you logged, placement, application, waitlist entry, contract or invoice.

Each active filter appears as a chip under the filter bar. Click the × on a chip to remove that filter, or Clear all to remove them all. The filters are saved in the page address, so you can bookmark or share a filtered list, and the browser's back button takes you back to the same view.

When you have a lot of contacts, the list is split into pages of 24, with page buttons at the bottom.

Quick actions

Each contact has a ⋮ menu with:

Email, Copy email and Copy phone
Create contract: opens a new contract with this contact already filled in (see Contracts)
Create invoice: opens a new invoice with this contact already filled in (see Invoicing)
Invite to portal: opens the contact and asks you to confirm the invite (see Client portal). This only appears for contacts who have an email address and aren't linked to the portal yet.

The contact page

Open a contact to see everything about that person in one place:

About this buyer -- a short summary pinned at the top: what they're looking for, their home, anything you want to remember at a glance. Use Edit (or Add summary) to change it. It's private and never shown to the buyer.
Contact information -- email, phone and address.
Timeline -- the history with this person, newest first (see below).
Placed animals, Applications, Waitlist, Contracts and Invoices -- the records linked to them, each linking to the full record.

The timeline

The timeline mixes two kinds of entry:

Entries you log -- add one with the form at the top of the timeline. Pick a type, the date it happened (defaults to today) and write what happened:
- Note -- something you learned about them
- Call, Email, Visit -- a conversation or a visit to your cattery or kennel
- Backed out -- they pulled out of a deal
- Flag -- a concern to keep in mind (late payments, a red flag in the home)
What happened in BreederPro -- added automatically: applications submitted and decided, waitlist changes (joined, offered, removed), animals they took home and animals returned (marked as owned again), contracts drafted, sent, signed or voided, invoices drafted, sent, paid or voided, and portal invites. Click one to open the record.

Backed out and Flag entries need a short reason (up to 200 characters); the other types don't take one. An entry's date can't be in the future. While such an entry exists, the contact shows a Backed out or Flagged badge with the newest reason, on the contact page and in the contact list.

Editing and deleting entries

Use the pencil on an entry you logged to change its type, date, text or reason, and the bin to delete it (you'll be asked to confirm). System entries can't be edited here -- change the application, contract or invoice itself.

To clear a badge but keep the history -- say a buyer who backed out comes back -- edit the Backed out entry and change its type to Note. Deleting it removes the entry and the badge.

Notes you had before the timeline

If a contact already had notes, they were copied into a first timeline entry dated the day the contact was created, and the same text stays in About this buyer. Edit either one freely; they're separate from now on.

With Claude

If you've connected Claude, you can say things like "log a call with Jane Doe today -- she wants a blue female in spring" or "what's the history with the Smiths?". Claude can also search and filter your contacts the same way as the list -- for example "who still owes me money?" or "list the applicants for my Maine Coon program". It adds dated entries to the timeline and reads it back; it only marks someone backed out or flagged when you tell it to, and it asks before deleting an entry.

Contacts and the buyer timeline