Contact Management
Keep your customer database organized with lifecycle tracking, lead scoring, and smart segmentation.
Creating Contacts
There are several ways to add contacts to Rally, depending on your workflow:
- Manual creation — click the "New Contact" button from the Contacts page and fill in the details
- CSV import — bulk upload contacts from a spreadsheet via Settings → Import Data
- API — create contacts programmatically using the Contacts API
- Email sync auto-creation — when you connect Gmail or Outlook, contacts are automatically created from email conversations
Pro Tip
Enable email sync early. Rally will automatically create contact records for anyone you email, so your database grows organically without manual data entry.
Contact Fields
Every contact in Rally has a set of built-in fields. The email address is the required unique identifier used to match and deduplicate records.
| Field | Description |
|---|---|
| First Name / Last Name | Contact's full name |
| Email (required) | Unique identifier used for matching and deduplication |
| Phone / Mobile | Primary phone and mobile numbers |
| Title / Department | Job title and department within their company |
| LinkedIn / Twitter | Social profile URLs |
| Address | Street, city, state, postal code, country |
| Company | Association to a company record in Rally |
| Custom Fields | Add your own text, number, date, boolean, or select fields |
Lifecycle Stages
Every contact moves through a lifecycle that represents where they are in your customer journey. Rally tracks five stages:
Lifecycle stages can be updated manually or automatically via workflows. For example, you can set up a workflow to move a contact from "Lead" to "Qualified" when their lead score crosses a threshold.
Pro Tip
Use workflows to auto-transition lifecycle stages based on engagement. A contact who opens 3 emails and books a meeting is probably qualified — let Rally do the updating for you.
Lead Scoring
Every contact has a lead score from 0 to 100 that represents how likely they are to convert. Use lead scores to prioritize your outreach and focus on the contacts most likely to close.
Lead scores can be set manually or automated based on engagement signals such as email opens, link clicks, meeting attendance, and form submissions.
Score ranges: 0–25 (cold), 26–50 (warm), 51–75 (hot), 76–100 (sales-ready). Sort your contact list by lead score to see your most engaged prospects at the top.
Tags & Segmentation
Add comma-separated tags to any contact to organize and segment your database. Tags are free-form text, so you can use whatever labeling system works for your team.
Use the filter bar on the Contacts page to segment contacts by tags, lifecycle stage, lead source, lead score, owner, or any custom field. Combine multiple filters to build precise segments.
Pro Tip
Create a tagging convention early and document it for your team. Consistent tags like "inbound", "referral", and "event-attendee" make segmentation and reporting much more powerful.
Import & Export
Rally supports CSV and Excel export for all contacts directly from the UI. Click the export button on the Contacts page to download your current view, including any active filters.
For imports, navigate to Settings → Import Data. Download the CSV template first to see the expected column format. Rally's flexible column mapping lets you match your file's headers to Rally fields during upload.
You can also import and export via the API for automated data pipelines. See the Import / Export API docs for details.
Contact Activity Timeline
Every interaction with a contact is logged on their activity timeline. Open any contact record to see a chronological feed of all touchpoints:
- Emails sent and received
- Calls logged (with direction, outcome, and duration)
- Meetings scheduled and completed
- Notes added by team members
- Deal stage changes
- Lifecycle stage transitions
- Field updates and tag changes
The timeline gives your team full context before every call or meeting — no more asking "what did we last discuss?"