Adding contacts

Contacts are everyone you might work with on an event. Caterers, photographers, DJs, AV technicians, day-of coordinators, the venue contact, your senior staff. Inside 1pm, a contact becomes "crew" the moment they're assigned to an event's run of show; the page where you manage the underlying records is just Contacts.

Contact records do three things:

They power the Client and Organizer fields on every event.

They sit in the Responsible dropdown on every timeline item, so you can assign items to specific people.

They are the records that receive a shareable live link to the run sheet on event day.

You add a contact once and reuse them across every event you work on.

Opening the Contacts page

Click Contacts in the top navigation. The page lists every contact you have added, with a search box and a New contact button.

Type a name, email address, or phone number in the search box to filter the list as you type. If you've tagged your contacts, you can click any tag chip above the list to narrow it further. Combine tags to find, for example, every Preferred Photographer in one click.

Adding a contact

Click New contact. An inline form opens at the top of the list.

The fields:

First name. Required. The person's first name. This is the only required field; everything else is optional context.

Last name. Optional. Pairs with First name.

Business or group. Optional. The most identifiable business name for this contact, when they have one. "Sue's Catering", "Aurora Lights", or "The Riverside Inn". For a friend-of-the-couple helping out at a wedding, leave it blank.

Email. Optional. If filled in, this becomes the default address when you email them their run sheet share link. You can override the address at send time.

Mobile. Optional. Their phone number. Stored for your reference. 1pm does not send SMS, so the number is there for you to reach them, not for the app to send messages.

Website. Optional. A URL for their site or portfolio. You can paste a bare domain like "workzerk.com.au" and 1pm will treat it as a URL.

Rating. Optional. A 0 to 5 star rating, for your own reference. Helps when you are picking who to call back for the next event. Click a star to set it, click Clear to remove it.

Tags. Optional. Up to 20 short labels that describe this contact. "Photographer", "VIP", "Stage tech", "Backup DJ". Tags help you filter and group later. Type a tag and press Enter (or comma) to add it. Click the X on a chip to remove it.

Internal notes. Optional. Up to 3000 characters of private notes. Only you see these. Use the field for performance notes, pricing, things to remember, or anything that does not fit in the other fields. Internal notes are never sent to crew and never shown on the run sheet.

Click Save. The contact appears in the list and is immediately available everywhere a contact picker exists.

Importing contacts from a spreadsheet

If you already have a contact list, you can import it instead of typing each entry. Click Import CSV on the Contacts page. The full walk-through lives in Importing contacts from a CSV.

Editing and deleting contacts

Click a row in the Contacts list to open the edit form. Change what you need and click Save.

The edit form has two tabs: Details (the form fields above) and Events. The Events tab shows every event this contact has appeared on, newest first, with their role on each one. Useful for "have we worked with them recently?" or "when did Aurora Lights last do a gala for us?"

To delete a contact, open the edit form and click Delete. If the contact is currently assigned to timeline items, deleting them clears those assignments. The items themselves stay; the Responsible field on each affected item reverts to Unassigned.

Limits

You can have up to 1000 contacts per account. For context, even a busy planner with hundreds of repeat suppliers rarely needs more than a few hundred. If you do hit the cap, deleting inactive contacts is the cleanest way to make room.