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3 min read

4 ways to use contact management automation

By Krystina Martinez · February 22, 2021
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As a kid, I used my mother's old physical address book, wrote fake contact information, and pretended I was an important person. (I was a weird kid.) Back when phone numbers and addresses were stored in physical address books and Rolodexes, all you had to do was not lose them and write clearly. 

With digital address books, it's more complicated. The ease of digital communication means there's more contact information to store than ever and more options on where you can keep it. You can save info in a phone app, spreadsheets, Customer Relationship Management (CRM) solutions, or just hope it comes up in an email search. Contact management automation would make things much more manageable.

If your contact management is a mess, you can use Zapier to help make sense of it. Our automatic app connections, which we call Zaps, can send contact information where you want it. 

Click on a Zap below to begin automating your contact management and we'll guide you through the set-up process. You can read more about setting up Zaps here.

You'll need a Zapier account to use the workflows in this piece. If you don't have an account yet, it's free to get started.

Automatically save contacts

When I need to email someone, I often search through my inbox hoping their contact information is there. If you're frequently interacting with someone at work or plan to establish a long-term business relationship, you'll want to make sure their information is at your fingertips. 

These Zaps will save information from your email as a new contact. 

Add new HubSpot contacts to Google Contacts

Add new HubSpot contacts to Google Contacts
  • HubSpot logo
  • Google Contacts logo
HubSpot + Google Contacts

Create Google Contacts from new Salesforce leads

Create Google Contacts from new Salesforce leads
  • Salesforce logo
  • Google Contacts logo
Salesforce + Google Contacts

Create or update HubSpot contacts with new labeled emails in Gmail [Business Gmail Accounts Only]

Create or update HubSpot contacts with new labeled emails in Gmail [Business Gmail Accounts Only]
  • Gmail logo
  • HubSpot logo
Gmail + HubSpot

Tend to take more calls? These workflows will create contacts from new appointments made in a booking app. 

Create Google Contacts for new Acuity Scheduling appointments

Create Google Contacts for new Acuity Scheduling appointments
  • Acuity Scheduling logo
  • Google Contacts logo
Acuity Scheduling + Google Contacts

Go paperless with your business cards

I have a tin of business cards I've received from people I've met at conferences in the before-times. I am fairly sure their information isn't saved anywhere.

You can digitize your business cards with a card scanner app. If you need that contact information in more than one place, these workflows will automatically copy new scanned business cards into your app of choice.

Add new Sansan business cards to Google contacts

Add new Sansan business cards to Google contacts
  • Sansan logo
  • Google Contacts logo
Sansan + Google Contacts

Add new Contacts+ business cards to Office365 as contacts

Add new Contacts+ business cards to Office365 as contacts
  • Contacts+ logo
  • Microsoft Office 365 logo
Contacts+ + Microsoft Office 365

Add new Sansan business cards to Office 365 as contacts

Add new Sansan business cards to Office 365 as contacts
  • Sansan logo
  • Microsoft Office 365 logo
Sansan + Microsoft Office 365

Add new Contacts+ business cards to Google Contacts

Add new Contacts+ business cards to Google Contacts
  • Contacts+ logo
  • Google Contacts logo
Contacts+ + Google Contacts

Want to convert those business cards into leads in your CRM instead? These Zaps will do it for you.

Add HubSpot contacts to Microsoft Office 365

Add HubSpot contacts to Microsoft Office 365
  • HubSpot logo
  • Microsoft Office 365 logo
HubSpot + Microsoft Office 365

Add new Sansan business cards to Salesforce as leads

Add new Sansan business cards to Salesforce as leads
  • Sansan logo
  • Salesforce logo
Sansan + Salesforce

Create or update HubSpot contacts from new Contacts+ business cards

Create or update HubSpot contacts from new Contacts+ business cards
  • Contacts+ logo
  • HubSpot logo
Contacts+ + HubSpot

If you have contacts who aren't ready to have a full sales conversation but could use a little nudge, add them to a mailing list with these workflows: 

Add new Sansan business cards to Mailchimp as subscribers

Add new Sansan business cards to Mailchimp as subscribers
  • Sansan logo
  • Mailchimp logo
Sansan + Mailchimp

Add ActiveCampaign contacts from new Contacts+ business cards

Add ActiveCampaign contacts from new Contacts+ business cards
  • Contacts+ logo
  • ActiveCampaign logo
Contacts+ + ActiveCampaign

Send New Contacts+ Contacts to Mailchimp lists

Send New Contacts+ Contacts to Mailchimp lists
  • Contacts+ logo
  • Mailchimp logo
Contacts+ + Mailchimp

Add your contacts to a spreadsheet

With so many options to store your contacts, sometimes the simplicity of a spreadsheet is all you need. You can cut down on the manual data entry by using Zapier to add new scanned business cards to your spreadsheet automatically. 

Add new Contacts+ business card details as rows in Google Sheets spreadsheets

Add new Contacts+ business card details as rows in Google Sheets spreadsheets
  • Contacts+ logo
  • Google Sheets logo
Contacts+ + Google Sheets

Add Excel rows with new business cards scanned by Contacts+

Add Excel rows with new business cards scanned by Contacts+
  • Contacts+ logo
  • Microsoft Excel logo
Contacts+ + Microsoft Excel

Need to verify information in your spreadsheet of leads? Use a Zap with a contact verification tool to double-check your list of email addresses when new rows are added.

Verify email addresses added to new Google Sheets rows with Hunter

Verify email addresses added to new Google Sheets rows with Hunter
  • Google Sheets logo
  • Hunter logo
  • Google Sheets logo
Google Sheets + Hunter

Enrich company data from Clearbit with new or updated rows in Google Sheets

Enrich company data from Clearbit with new or updated rows in Google Sheets
  • Google Sheets logo
  • Clearbit logo
  • Google Sheets logo
Google Sheets + Clearbit

Most contact management apps can bulk import contacts from CSV files. If you'd prefer to upload contacts as they come in, these workflows will automatically add new spreadsheet row information to your contact app. 

Create Google Contacts for new records in view in Airtable

Create Google Contacts for new records in view in Airtable
  • Airtable logo
  • Google Contacts logo
Airtable + Google Contacts

Create Google Contacts from new Google Sheets rows

Create Google Contacts from new Google Sheets rows
  • Google Sheets logo
  • Google Contacts logo
Google Sheets + Google Contacts

Send follow-ups automatically

We're not done with those business cards. It can feel awkward to make the first overture after you've exchanged contact information. You can get past it using a Zap that will automatically draft an email once you upload a card to a business card scanner or contacts app. 

Greet new Google Contacts with an email from Gmail

Greet new Google Contacts with an email from Gmail
  • Google Contacts logo
  • Gmail logo
Google Contacts + Gmail

Prepare draft emails in Gmail when new Contacts+ business cards are added

Prepare draft emails in Gmail when new Contacts+ business cards are added
  • Contacts+ logo
  • Gmail logo
Contacts+ + Gmail

If you work with apps or software not included in this article, don't worry—Zapier works with thousands of apps. Head to our App Directory and search for the one you use, or browse to find the right solution for your needs. Plus, here are 5 things you can do in Zapier's App Directory.

Let automation keep you organized

Whether you're trying to capitalize on leads or organize your digital address book, automation can save you time on manual data entry so you can focus on making connections. 

The best part about using workflows like these is that you'll never have to wonder again where to find a contact's information. It'll be exactly where you need it, so you can easily find it and keep your work on track.

New to Zapier? It's workflow automation software that lets you focus on what matters. Combine user interfaces, data tables, and logic with thousands of apps to build and automate anything you can imagine. Sign up for free to use this app, and thousands more, with Zapier.

Related reading:

  • How to consolidate all your contacts into one list

  • The 8 best business card scanner apps of 2021 

  • 3 ways to automatically keep track of your leads

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A Zap with the trigger 'When I get a new lead from Facebook,' and the action 'Notify my team in Slack'