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.

Searching by age range

Searching by a range of birthdates

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.

Filter by Custom Field

Contact advanced search now supports filtering by custom field values. In the filter panel, choose Custom Field to see a searchable dropdown of your account's custom fields. Select a field, then enter the value you want to match. This filter is available on the Contacts page and in the audience selection flow for email, text, and handwritten card campaigns.

Duplicate Contacts

Levitate does not have an automatic bulk duplicate scanner, so finding duplicates is a manual process. Use one of the search methods below to surface potential duplicates, then merge the records you identify. For step-by-step merge instructions see Merging Contacts by ID instead of email address.

Method 1: Search by Email Address

The most reliable way to find duplicates is to search by a shared email address.

1. Go to Contacts page
2. Enter email address to Search bar to check for duplicates.
3. View all contacts with that email address.
4. 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 that share the same last name.

1. Go to Contacts page
2. Use search bar at top
3. Enter Last Name
4. Sort results alphabetically
5. Visually scan for duplicate first names
6. Check email addresses to confirm

Method 3: Export and Analyze in Spreadsheet

For a more systematic duplicate scan, export your contacts and analyze them outside Levitate.

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

Method 4: Filter by Import Date

After a CSV import, check whether any duplicates were created.

1. Advanced Search > Date Added
2. Select import date range
3. Review new contacts
4. Cross-reference with existing contacts by email
5. Merge duplicates found

Reactive Duplicate Detection

When you manually create a contact whose email address already belongs to an existing contact, Levitate shows a See Duplicates button. Click it to view all contacts sharing that email, then 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 you have identified duplicates, merge them directly from the Contacts (People) page:

1. On the People page, select the checkboxes next to two or more duplicate contacts.
2. In the actions bar that appears, click Merge.
3. In the merge wizard, select the contact record you want to keep as the primary record.
4. Click Merge to confirm. Data from both records is combined and the duplicate is removed.

Note: For contacts that share the same email address but need to remain separate (for example, household members), use an Additional ID to keep them from merging. See Merging Contacts by ID instead of email address for details.

Limitations

Levitate does not provide an automated bulk duplicate scanner. Duplicate detection is manual — you need to search by email address or name to identify potential duplicates, then merge them one group at a time. The export-and-spreadsheet method (Method 3 above) is the most efficient approach when auditing a large contact list.

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 off in Settings > Administrative.

FAQs

Q: How do I do a bulk scan for duplicate contacts and then merge them?

A: Levitate does not have an automatic bulk duplicate finder. The most thorough approach is to export your contact list to a CSV (Contacts page > select contacts > Export), then sort the spreadsheet by email address or by last name and first name to find matching rows. Once you have identified a set of duplicates, return to Levitate, select the duplicate contacts on the People page, and click Merge in the actions bar. For full merge instructions, including how to handle contacts that share an email address on purpose, see Merging Contacts by ID instead of email address.

Q: Why am I able to see contacts when they are set to private?

A: If you're able to view a contact that is marked as private, it's likely because you are listed as a connection on that contact. Connections can still access contacts they're associated with, even if those contacts are set to private and owned by another user.