Overview
Contact Profiles
Every contact builds a history. See their event attendance, communication records, and custom fields in one place. Your relationship intelligence grows with every interaction.
Your CRM tracks deals. Who tracks the dinner where you met them?
Event history ends up split across spreadsheets, inboxes, and whatever someone wrote down that night. The relationship context you need is rarely where you look for it.
Complete History
Every event, email, and RSVP in one profile, accessible from anywhere.
Custom Fields
Track what doesn’t belong in a deal system: dietary restrictions, seating notes, guest preferences. The details that change how a room feels.
Viewing Contact Profiles
Section titled “Viewing Contact Profiles”You invited someone to dinner last quarter. Did they come? Your CRM tracks deals, not dinners. Your inbox has fifty threads with their name and no attendance record. The old spreadsheet has a column for everything except who actually showed.
The relationship history lives in fragments across five systems.
Gatsby puts it all in one place. Click any guest name anywhere in the platform and a drawer slides out from the right: contact details at the top, activity tabs below. Every interaction with this person, accessible from any event.
Opening a Contact Profile
Click any guest name on a guest list, in search results, or within any event view. The profile drawer opens from the right side of your screen.
The drawer shows:
- Profile picture and basic info at the top
- Context notes displayed prominently below the picture
- Activity tabs for detailed history
- Edit button to update any field
Activity Tabs
Six tabs organize everything you know about a contact. Each shows history across all events, not just the current one.
Campaigns
Every email sent to this contact across all events. See which campaigns reached them. Check if someone already followed up about a survey issue. Useful when multiple team members work the same relationship.
Events
Complete RSVP and attendance history. Filter by upcoming, past, or your events specifically.
Patterns emerge here: the person who always accepts but never shows, the one who consistently declines but still expects an invitation. That’s worth knowing before you send another invite.
Lists
Which contact lists include this person. View their status on each list. Remove them from lists directly from this panel.
Files
Attach documents to contacts: guest briefings, headshots, or reference materials your team needs before meetings.
Notes
Context notes about the person. Interactions at events. Relationship background. The details that matter for high-touch relationships but do not belong in a CRM.
CRM
Sync status for Salesforce and Affinity integrations.
Contact Information Fields
Standard fields Gatsby provides out of the box. Click Edit to reveal all available fields.
Basic Details
- Name: First and last name
- Email: Primary email address
- Phone: Contact number
- Profile picture: Upload or let guests add their own via survey
- Company: Organization name
- Position: Job title or role
Context Notes
A dedicated field that displays prominently below guest’s name. Ideal for team context that should be visible at a glance.
Additional Details
- Nickname: How they prefer to be addressed
- Birthday: For personalized outreach
- Address fields: Street, city, state, country, postal code
- Dietary restrictions: Allergies and preferences that carry across events
Links and Profiles
- Personal website: Blog or portfolio
- Company website: Organization homepage
- LinkedIn: Professional profile URL
Tags
Persistent labels for grouping contacts. Searchable and filterable across events.
Other Emails (Deduplication)
Add alternate email addresses to prevent duplicates: old work emails, personal addresses. Gatsby dedupes against these but does not send to them.
When someone registers with a different email, Gatsby matches them to the existing profile instead of creating a duplicate.
Unsubscribe
Manually unsubscribe contacts from all Gatsby communications. Useful when someone replies asking to be removed. Their contact profile remains in your database but they will not receive future campaigns.
Contact Method Groups
Section titled “Contact Method Groups”Fund communications need the wealth manager CCd. Holiday party invites don’t. Some contacts want correspondence at their personal email, not their work address. There’s no single rule that works for every send.
Contact Method Groups let you create named groups with different To and CC combinations. Select which group to use when sending campaigns.
Creating a Contact Method Group
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Open the contact profile.
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Find the Contact Method Group section.
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Click Add Another Group.
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Name it descriptively: “Work Only,” “Personal + Spouse,” “Executive + Wealth Manager.”
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Add the email addresses for To and CC fields.
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Click Save.
Using Contact Method Groups in Campaigns
When viewing campaign recipients, a dropdown appears next to each contact name. Select which group to use for that send.
Leave it on the default to use their primary email. Select a named group to use that combination instead.
Setting a Default Group
Mark any group as the default. Gatsby uses that group instead of the primary email unless you manually select a different option.
Useful when you almost always want to use a specific combination but occasionally need to override it.
Importing Contact Method Groups
Include contact method groups in your CSV import. Map columns for group name, To addresses, and CC addresses. Bulk setup for your entire contact database.
Contact Method Groups do NOT carry through to confirmation emails. Use Associated Contacts when someone should always be CCd, including on automatic confirmations.
Associated Contacts
Section titled “Associated Contacts”Associate an EA or assistant with an executive and every email to that executive automatically includes the associated contact. Confirmation emails after RSVP do the same. Configure it once and it applies to every future send.
How to Add an Associated Contact
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Open the contact profile by clicking their name.
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Click Edit in the top right corner.
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Find the Associated Contact to CC field.
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Search for and select the person to auto-CC.
Note: the person to be CC’d must exist as a contact in Gatsby
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Click Save.
Every email to this contact now includes the associated person automatically.
You can import to this field using the CSV import option on a guest list.
Associated Contacts work for confirmation emails too. When the executive RSVPs, their EA gets the confirmation with calendar invite automatically.
Custom Field Types
Section titled “Custom Field Types”Three field types serve different purposes.
Text Fields
Free-form text entry. Good for biographies, notes, or unique strings that do not need categorization.
Not filterable. Use when you need to store information but do not need to segment by it.
Multi-Select Fields
Dropdown with predefined options. Filterable and sortable on guest lists.
Use for guest tier, investment focus, relationship owner, event attendance tracking, or anything you want to segment by. Add options as you need them.
Number Fields
Numeric values that roll up in guest list totals. Use for allocation amounts, ticket counts, or anything you want to sum across guests.
Managing Custom Fields
Section titled “Managing Custom Fields”Custom fields are created in the Contacts tool. Once created, they appear on all contact profiles.
Creating Custom Fields
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Go to the Contacts tool in the main navigation.
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Click the Custom Fields tab.
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Click Add Field.
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Choose the field type: Text, Multi-select, or Number.
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Name the field descriptively.
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For multi-select, add the options you need.
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Click Create Field.
The field now appears on all contact profiles and as an available column on guest lists.
Editing and Archiving Fields
Return to the Custom Fields tab in the Contacts tool. Click any field to rename it or update options.
Archive fields you no longer need. Archived fields hide from profiles but data is preserved.
Creating Fields During Import
You can also create custom fields during CSV import. Map a column to “Create new field” and Gatsby creates it automatically with values from your spreadsheet.
Contacts Tool Overview
Section titled “Contacts Tool Overview”The Contacts tool lists everyone in your database regardless of which events they attended. Search by name to find anyone instantly.
Views and Filtering
Create views with filters, columns, and sections. Same functionality as guest lists but limited to contact-level data. Event-specific data like RSVP status lives on guest lists.
Filter by custom fields to find segments. “Show me all contacts tagged VIP with Investment Focus containing Growth Equity.”
Import History
See all CSV imports your team has performed. View what was imported, to which event, and when. Download original files if you need to reference them.
Deleting Contacts
The Contacts tool is the only place to permanently delete contacts from Gatsby.
Removing someone from a guest list only removes them from that event. Their contact profile remains in your database. To delete entirely, use the Contacts tool.
Common Questions
Section titled “Common Questions” How is this different from using a CRM for event contacts?
CRMs track deals and company relationships. Gatsby tracks event relationships: who attended which dinners, who RSVPs yes but never shows, who needs vegetarian options.
The two work together. Gatsby syncs with Salesforce and Affinity so attendance data flows to your CRM. But the event-specific intelligence lives in Gatsby where you can act on it.
Can I import existing contacts with custom fields?
Yes. Create your custom fields first, then import a CSV with columns mapped to those fields. Or create fields during import by mapping columns to “Create new field.”
Can I add multiple associated contacts to auto-CC?
Currently, each contact supports one associated contact for auto-CC. For more complex scenarios, use Contact Method Groups where you can include multiple CC addresses per group.
What happens to contact data when I delete someone from an event?
Removing someone from a guest list removes them from that event only. Their contact profile stays in your database with all history intact. They remain on other events and lists.
To delete the contact entirely, use the Contacts tool.
How do I add custom field data to existing contacts?
Three options: edit profiles individually, import a CSV with email addresses and the custom field values, or use survey questions that save responses directly to contact profiles so guests fill in their own data.