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Contacts

Video walkthrough: Watch on Loom (link coming soon)

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Contacts is your address book inside BreederBuddy — every customer, prospective buyer, guardian family, fellow breeder, business (like your vet), and anyone else connected to your program lives here.

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What You Can Do Here

• Add and manage contact profiles for customers, prospective buyers, guardian families, and more
• Search and filter contacts by type, owner status, payments, date added, or tags
• See everything about a buyer in one place: their dogs, waitlists, invoices, contracts, files, and original application
• Open any buyer’s Buyer Portal to see exactly what they see
• View a map showing where your contacts are located
• Import contacts in bulk or export your contact list
• Archive contacts you’re no longer actively working with, and restore deleted ones
• Switch between table view and card view

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How It Works

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Adding a Contact

1. Go to Contacts in the left menu (under Customers).
2. Click Add Contact at the top right.
3. Enter their First Name, Last Name, and Email (all required), plus Phone, address, and Contact Type if you have them. Contact Type starts on Prospective Buyer, so change it for a guardian family, breeder, or business.
4. Optionally add a Secondary Email and Secondary Phone, for example a spouse or co-owner. The secondary email gets a copy of the invoices, receipts, contract emails, and waitlist confirmations BreederBuddy sends this contact.
5. Click Save. The new contact appears in your list.

Contacts are also created for you automatically when you approve an application with Convert into Contact.

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Finding a Contact

Use the Search box in the Contact Finder at the top to find a contact by name, email, or phone number. You can also filter by:

• Contact type — Customer, Prospective Buyer, Business, Breeder, Guardian Family, or General Contact
• Owners — only contacts who own one of your dogs, or only those who don’t
• Payments — Payment Recorded, Payment Requested (Unpaid), or No Payments Yet
• Date added — this month, this quarter, this year, the last 12 months, or a custom range
• Tags — any tags you’ve added to contacts

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What’s on a Contact’s Profile

Open any contact to see their full record. The At a Glance band under their name says, in one chip, where they stand with your program: Reserved Bella · goes home Dec 1 (a puppy is theirs and go-home day is ahead), Brought Bella home (go-home day has passed or the puppy is marked Went home), Guardian home for Bella, Deposit paid · spot held (a waitlist deposit, no puppy picked yet), Waiting (on a waitlist), or Applicant. Chips beside it count their contracts, invoices, messages and files; click any of them to jump to that tab. The side menu groups the record into:

• Contact Profile — Details (name, email, phone, address, type) and Connections (a one-page summary of their dogs, waitlist spots, invoices, and contracts)
• Dogs — Owned Dogs, every dog where they’re set as the owner
• Financial & Contracts — Invoices and Contract Requests
• Documents & Intake — Attachments and, if they came in through an application, their Original Submission

Notes for the contact appear below the tabs. Click Open Buyer Portal at the top to see their portal exactly as they do. Files you add under Attachments can be shown in the buyer’s portal using the Buyer Portal toggle in the file table.

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Contact Map

Scroll to the bottom of the Contacts page to see a map of where your contacts are located. Useful for understanding your buyer reach.

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Importing Contacts

If you have an existing contact list in a spreadsheet, you can import it directly into BreederBuddy:

1. On the Contacts page, click the cloud icon (Import/Export Contacts) at the top right.
2. Choose Import Contacts.
3. Click Download Template to get a spreadsheet with the right column headers. Your file needs at least First Name and Email, saved as a CSV (up to 5MB).
4. Drop your CSV file into the upload box. Your contacts appear in the list when the import finishes.

To export, open the same cloud icon and choose Export Contacts to download your list as a CSV.

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Archiving a Contact

When you’re no longer actively working with someone, archive them instead of deleting — they keep all their history but stop cluttering your list.

1. Open the contact’s profile from the Contacts list.
2. Click Edit Details.
3. Change Contact Type to Archived.
4. Click Save.

The contact is now hidden from your default contact list, but nothing is deleted — all their linked dogs, invoices, contracts, and applications stay intact.

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Viewing or Restoring Archived Contacts

To see your archived contacts, click the archive box icon next to the filters at the top of the Contacts page (it says “Show Archived Contacts” when you hover over it). Click it again to switch back to your active contacts. To bring a contact back:

1. Click the archive box icon to show archived contacts.
2. Open the contact you want to restore.
3. Click Edit Details and change Contact Type back to the role that fits (Customer, Prospective Buyer, etc.).
4. Click Save. They’re back in your active list.

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Deleting and Restoring a Contact

Deleting a contact hides it everywhere (your list, applications, and waitlists). Right after you delete, click Undo on the message that pops up. To restore one later, click the Recently Deleted (restore) icon next to the filters on the Contacts page and restore it from the list. Its notes, payments, and application link come back intact.

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Key Terms

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Tips & Common Questions

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Still Have Questions?

We’re here to help. If something isn’t working the way you expect, or you’d like to have a discussion around a certain topic, please reach out to us anytime through the chat in the bottom right corner of your screen. Thank you.