Contacts & Search

One of the most used pages in Levitate is the Contacts People page. When you navigate from the Dashboard to the Contact's button in the navigation menu, you'll first get taken to People. There, all contacts will show. These contacts can be sorted and filtered, and actions such as emailing, merging, texting, starting automations, and more can be initiated.

What you'll see on the People page

From the People page, you can choose Table Settings from the right-hand navigation bar. From there, you'll be able to choose which fields will display in up to eight columns on the People page— Name is always required, and you can also choose to see Tags, Contact, Info, Creation Date, Job Title, Birthday, Anniversary, Age, Contact Owner, and Last Communication. Once you choose up to eight of these fields, your People page will always show those choices, but you can change them and update them as often as you'd like.

Here's the selected menu for columns:

View of the People page with multiple columns selected:

In Levitate, users can search by tag groups, name, email address, company, and multiple statuses, key facts, and dates.

Filtering Contacts

To get more granular in your search, such as by a renewal date or a review date, choose "Filter Contacts" on the right-hand side of the Contact page.

From there, you'll see a multitude of options when searching:

Filter by Key Fact

You're also able to search by a status, or by multiple intersecting statuses, like contacts without an email address or contacts that have an alert due for outreach!

You are able to filter contacts by ownership— users can choose to see All contacts (all Shared contacts), the contacts that they own, contacts owned by a specific other user, or contacts that they have a connection with.

Filter by Tags

Upon choosing 'advanced search' users are able to search by a tag or by multiple, intersecting, tag groups. Tags can also be excluded! What this looks like:

Searching a specific age range or by upcoming birthdays

As of July 2024, users are able to search by a specific age range (data pulled from contact birthday key facts) and by upcoming birthdates. This feature can be used for a number of reasons, like searching for clients that are eligible for Medicare or retirement information based on age.

Filtering by Creation Date

Levitate makes the date that the contact was created (added to) in Levitate* on the Contact page. You are able to sort from the main contact view, and sort by creation dates in Advanced Search.

*To reiterate— the Creation Date is the date that the contact was added to Levitate— not the date they were created in or added to another source system.

Saved Searches

If you're interested in saving a search query that you created, you'll see the option in the banner above the listed contacts, to 'Save Search.' Upon choosing, you'll be prompted to name the search and save! All saved searches will show in the lefthand menu on the Contacts page.

Searching by Age vs. Searching by Birthdate

In the Advanced Search feature, users are able to search both by Age (as in 'Turning XX Years') and Birthdate (which ignores year and focuses on Month/Date.)

Last Communication Filter

Users are able to filter and search by 'Last Communication.' The criteria is just based on the most recent to least recent point of contact with a specific contact.

Filter by City, State, or Zip

Users are able to filter and search by a contact's listed City, State, or Zip Code.

Filter by Company Tag

This allows Company Tags to be searched for in reference to Contacts within a Company, using a new Advanced Filter option in Contacts and Campaigns. This filter will look at the contacts associated with a company.

Duplicate Contacts

Method 1: Search by Email Address

The most reliable way to find duplicates is searching by shared email

Go to Contacts page
Enter email address to Search bar to check for duplicates.
View all contacts with that email address.
Manually Merge contacts if duplicates are found.

Finding Common Email Duplicates

Search your domain email (@company.com)
Check personal emails (gmail.com, yahoo.com)
Look for common patterns (info@, admin@, contact@)

Method 2: Search by Last Name

Find potential duplicates with same last name

Go to Contacts page
Use search bar at top
Enter Last Name
Sort results alphabetically
Visually scan for duplicate first names
Check email addresses to confirm

Method 3: Export and Analyze in Spreadsheet

For systematic duplicate detection

Contacts page > Select All > Export to CSV
Open in Excel/Google Sheets
Sort by Email Address column
Look for consecutive rows with same email
Sort by Last Name + First Name
Identify duplicates manually
Return to Levitate to merge identified duplicates

Method 4: Filter by Import Date

After CSV import, check for duplicates created

Advanced Search > Date Added
Select import date range
Review new contacts
Cross-reference with existing contacts by email
Merge duplicates found

Reactive Duplicate Detection

Levitate shows "See Duplicates" button when:

Manually creating contact with email that already exists
Click button to see all contacts with that email
Choose which record to keep and merge

Best Practices for Preventing Duplicates

During Import

Levitate matches on email address to prevent duplicates
Clean data before import (remove obvious duplicates in CSV)
Use Additional ID field for contacts sharing emails to intentionally create duplicates (household members)

During Manual Entry

Always enter email address (triggers duplicate detection)
Watch for "See Duplicates" button
Review before creating new contact

Ongoing Maintenance to prevent overlap

Monthly duplicate audits using Method 1 or 3
Standardize data entry (name formats, email formats)
Train team on duplicate prevention

Merging Duplicates

Once duplicates identified:

Select contact to keep (most complete record)
Open duplicate contact
Click [...] menu > Merge Contact
Select master contact to merge into
Data from both records combined
Duplicate record removed

Limitations

Current duplicate detection:

Manual search methods required
No automatic bulk duplicate finder
Must know email address or name to search
Visual inspection needed for name-based duplicates

Companies

Companies under the 'Company' tab on the Contacts page are populated by domains associated with contacts. Users with common company domains will be grouped under the umbrella of a company.

Don't want to see companies? Reach out to Support or your Success specialist and visibility for the company tab can be turned of in Settings > Administrative.