Features / Contacts & Key Facts
Remember everything your best clients assume you remember.
The birthday, the closing anniversary, the twins, the last conversation, whether they have been opening your emails. Levitate keeps what you know about every client in one place, and puts it to work in every message you send.
What you know about your clients is scattered across your head, your inbox, and a sticky note.
Your management system has the policy number. Your inbox has the last conversation. Your memory has the part that actually matters: the daughter who just started college, the house they closed on in March, the fact that they hate phone calls. None of it is in one place, so none of it makes it into the message you send.
Levitate gives that knowledge a home, right next to everything else you know about the person.
The details that make an email sound like you remembered. Because now you do.
A key fact is anything worth knowing about a client. Some are just notes to yourself: has twin girls, prefers text to calls, coached his son's Little League team. Others come with a date, and those are the ones that do real work. Birthdays, wedding anniversaries, the anniversary of a closing, a financial review, a construction date. Add one once and Levitate can remind you, pull it into a message, or start an automation around it every year after.
The whole relationship, on one screen.
Every contact carries a single history of everything that has passed between you: emails, texts, notes, logged calls, handwritten cards, survey answers, event registrations, donations. Filter it down when you are looking for one thing, or scroll it before a meeting to see the whole story.
A Files tab gathers every document that has moved in either direction, and a Data Boards tab shows their policies, donations, or opportunities without leaving the profile.
Write to the family, not to half of it.
Connect spouses and partners into a household, and a card or an email can go to both of them together instead of to one person, or to each of them separately. Automations can target households too, so an anniversary card arrives addressed to the couple. Households come across from Wealthbox and Redtail automatically, or can be set up through import.
Tag people the way your business actually thinks about them.
Tags group contacts by whatever matters to you: line of business, renewal month, referral source, service type, the neighborhood they live in. Combine them with and, or, and not, add filters like job title, location, creation date, or last contact, and any list you can describe is a list you can build and send to. Save it as a Smart View and the count stays live as contacts come and go.
For contacts you have never gotten around to sorting, the Tagging Game walks you through them one at a time. And if your business tracks something no standard field covers, your Success Specialist can add a custom field for it.
Everything you record here makes every other feature smarter.
Emails. Pull any key fact into a message, or click AI Email on a contact and get a note that already mentions the closing anniversary coming up next month.
Automations. Date-based key facts trigger sequences on their own, every year, without anyone remembering.
Keep in Touch. Every contact shows how recently you connected, color-coded, and the Keep in Touch Agent reads the whole record to decide who needs you most.
Meeting Prep. The brief you get before a meeting is built from this record: the relationship summary, the key facts, the tags, the open opportunities.
Lev. Ask for the clients you have not talked to since spring, or everyone with a birthday this month who holds two policies, and get the list.
Works with the system you already run on. Built for the whole team.
If your contacts live in a management system or CRM, they sync into Levitate and stay current there, so nobody types anything twice and your existing system stays the source of truth. Levitate adds everything that system was never built to hold.
Every contact has an owner and connections, so the right people see the right relationships. Mark a contact private and only its owner and connections can see it. Duplicates are caught by email address and merged in a couple of clicks. Choose which columns show on your contact list, and see exactly the fields you care about.
Where you already are
On your phone, calls you make through the Levitate app log themselves, so your Keep in Touch clock stays accurate without extra work. In Gmail or Outlook, the Levitate add-on shows you who you are writing to and lets you add a note or set a reminder without switching tabs.
Contacts & Key Facts pair well with:
The best thing you know about a client should make it into the next thing you send them.
Book a demo and we will show you what your contacts look like in Levitate.“Levitate helps fill in the gaps where we don’t have time to reach out. That’s what keeps referrals coming, even 20 years later.”
Jill Clark, Coordinator & Onboarding Specialist, Egerton Law
Contacts & Key Facts FAQs
Do I have to replace my CRM or management system?
No. Levitate connects to it and keeps contacts in sync, with your existing system staying the source of truth for core details. Levitate adds the key facts, history, and engagement that system does not track.
My contacts are a mess. Do I need to clean them up first?
No. Import what you have, merge duplicates as they surface, and use the Tagging Game to sort the rest over time. Your Success Specialist helps with setup.
Can I keep some contacts private?
Yes. Any contact can be visible to the whole team or only to its owner and connections, and you can change it for one contact or many at once.
Can I track something specific to my business?
Yes. Beyond the standard key facts and tags, your Success Specialist can set up custom fields for anything your business needs to record.
How does it know whether someone is engaged?
Every email sent through Levitate is tracked, and a color-coded status on each contact shows how recently you connected.