Glossary
CRM Basics

Contact Record

By: Alec Hollingsworth
Updated:  
July 2, 2025

Definition:

A contact record is a centralized profile in a CRM that stores all key information and interactions with an individual or organization.
A contact record is a digital profile that stores all relevant information about an individual or organization within a nonprofit’s CRM system. This record typically includes contact details, communication history, giving history, event participation, volunteer involvement, and any notes or custom fields pertinent to the relationship. By centralizing this information, a contact record enables nonprofits to track engagement, personalize outreach, and manage relationships more effectively. It serves as the foundational element for a CRM, ensuring that every interaction and update is easily accessible for the whole team, supporting informed decisions and targeted communication.

Key Takeaways

  • Centralizes supporter information in one place
  • Tracks giving, volunteering, and communication history
  • Enables personalized outreach and better relationship management
  • Essential for accurate reporting and segmentation

Why It Matters

Contact records help nonprofits build, track, and strengthen relationships with supporters over time.

Real World Example

Imagine a nonprofit receives a donation from Jane Smith. Her contact record in the CRM is updated to reflect her latest gift, her email address, past donations, event attendance, and any notes from staff interactions. Later, when the organization plans a targeted campaign for recurring donors, they easily identify Jane through her contact record and send her a personalized message. By keeping all this information in one place, the nonprofit builds a stronger relationship with Jane and increases the likelihood of her future involvement.

How Keela Helps

In Keela, every supporter, donor, volunteer, or organization you interact with is represented as a contact record. Keela’s CRM allows you to store comprehensive contact information, track interactions, and segment contacts for targeted communications, providing a centralized hub for managing all your nonprofit’s relationships.

Frequently Asked Questions

What information is included in a contact record?

A contact record typically contains names, contact details, giving history, volunteer activity, communication logs, and custom notes.

Why are contact records important for nonprofits?

They centralize supporter information, enabling better segmentation, targeted outreach, and relationship management.

Can I track multiple relationships or roles in one contact record?

Yes, modern CRMs like Keela allow you to track different roles, interactions, and relationships within a single contact profile.

How does Keela help manage contact records?

Keela provides a user-friendly interface to create, update, and segment contact records, supporting efficient communication and reporting.

Are contact records secure in Keela?

Yes, Keela employs robust security measures to ensure the safety and privacy of your contact data.

Related Terms

A/B Test
Accessibility Compliance
Acknowledgement Letter
Address Verification
Affiliation
Archiving Historical Donor Data

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