Managing your contacts

Contacts holds one record for each person your organisation has dealt with, across every event. Open it from Contacts in the main menu.

You don’t have to add people here yourself. A contact is created or updated automatically whenever someone:

registers for one of your events,
is added to a guest list, one at a time or by import.

This only happens on live events. While an event is a draft, it’s in test mode: its registrations and guests aren’t added to Contacts and don’t change existing contacts. See Publishing an event.

How contacts stay up to date

Mint recognises a person by their email address. Each email belongs to one contact, so the same person registering for three events has one contact with three events on it.

The newest details win. When someone registers again, or you import them again, any detail that’s filled in replaces the one stored. Empty answers never erase what’s already there, so a short form doesn’t wipe out the job title you collected last year. Only you can clear a detail, by editing the contact.

When a contact’s name, company, job title or phone changes, the change is also copied to their place on any of your events that haven’t ended yet. Your upcoming emails and check-in then use the new details. Past events keep the details as they were.

Finding contacts

The list shows each contact’s name and email, Company, Tags, how many Events they’ve been on (and how many they attended), and their Last activity. It shows 50 contacts at a time; use Previous and Next to move through the pages.

Search: type in Search name, email or company. The search also finds people by any extra email address merged into their contact.
Sort: choose Recently active, Name or Newest.
Filters: select Filters to narrow the list:

Filter	What it finds
Tag	Contacts with that tag
Field and Field value	Contacts whose chosen field contains the value you type. Leave Field value empty to find everyone who has that field filled in
Event	Contacts on that event’s guest list
Registration	Registered (attending) finds contacts with a place at an event; Checked in finds contacts who attended. Combine it with Event to look at one event

The Filters button shows how many filters are on. Select Clear filters to remove them all.

A contact’s page

Select a contact to open their page.

Labels at the top

Unsubscribed from emails: this person has unsubscribed, or their address is on your organisation’s suppression list. They won’t receive event emails from any event. See Organisation settings.
Added: when the contact was created, and how (for example Registration, Import or Manual entry).
Last activity: when they last registered, were checked in or had their details changed.

Their details

Profile: their name, salutation, preferred name, pronouns, CC email, company, job title, phones, preferred language and date of birth. The email identifies the contact, so it can’t be changed.
Address: three address lines, city, state / region, postal code and country.
Social profiles: links to their Facebook, X (Twitter) and LinkedIn pages.
Contact fields: any extra fields your organisation has set up. See Custom contact fields.
Tags & notes: tags, and Internal notes that only your team can see.

To change anything, edit it and select Save changes. Select Discard to undo your edits.

Events and history

Events lists every event this person has been on, with their status: Checked in if they attended, or No-show if they had a place at a past event but weren’t checked in. Select an event to open its guest list. You only see events you have access to.
History records every change to their details: what changed, from what to what, where the change came from, and who made it.

Related people lists the plus-ones this person has brought to your events. Each person appears once, even if they came to several events: Mint matches them by name and date of birth. For each one you’ll see:

their age, with a Minor label if they’re under 18 today, and their email if they gave one,
the events they came to as this person’s guest, with their status,
their answers at their latest event.

Related people aren’t contacts of their own. Nothing is sent to HubSpot about them.

When a related person registers for an event themselves, they get their own contact, and Mint links the two:

By email: if they gave an email as a plus-one and register with it, they’re linked automatically, with Now a contact and a link to their contact.
By name and date of birth: if a contact has the same name and date of birth, Mint suggests it. Select Same person to link them, or Not them to stop suggesting that contact. You can undo a link you made with Unlink.

Extra email addresses

If two contacts have been merged, the duplicate’s email is listed under Also registers as. Future registrations with that address update this contact.

To stop that, select the cross next to the address. Future registrations with it then create a separate contact again.

Adding a contact

Select Add contact

On the Contacts page, select Add contact.
Enter their details

Only the Email is required. Fill in anything else you know, including your contact fields and Tags.
Select Add contact

Their page opens.

If someone with that email already exists, you’ll see A contact with this email already exists.

Adding a contact doesn’t put them on any event. To invite them, see Adding contacts to an event.

Importing contacts

Prepare your file

You need a CSV file with a header row and an email column. Standard columns such as first name, last name, company, job title, phone, country and tags are recognised automatically, as on guest imports, and so is every other standard field, using the column names from a contacts export (for example Mobile phone, City or LinkedIn). Columns named after one of your contact fields are picked up too.

Write dates of birth as year-month-day, such as 1990-05-21. A date in another format, or a CC email that isn’t a valid address, is skipped and the rest of the row is still imported.
Open the import

On the Contacts page, select Import.
Choose your file

Drop your CSV file onto the box, or select it to choose a file. Mint shows how many Valid emails it found and which Custom fields matched.
Tag everyone (optional)

Add any tags you want on every imported contact in Tag everyone.
Import

Select Import … contacts. You’ll see how many were new, how many were updated, and how many duplicate rows were skipped.

Existing contacts are updated with the filled-in values in your file. Empty cells don’t erase anything. You can import up to 5,000 contacts at a time.

Importing from HubSpot

If your organisation has connected HubSpot, open the More actions menu next to Add contact and select Import from HubSpot list. Enter the HubSpot list ID and select Import members. Up to 500 list members are added or updated, with every field your HubSpot connection brings across. To connect HubSpot, see Integrations.

Changing many contacts at once

Tick the box next to each contact, or tick the box in the heading row to select the whole page. To include every contact that matches your search and filters, not just this page, select Select all … matching.

In the bar above the list:

Action	What it does
Tag	Adds tags to everyone selected
Remove tag	Removes the tags you choose from everyone selected
Add to event	Puts everyone selected on an event’s guest list
Clear	Clears your selection

Adding contacts to an event

Select Add to event, choose the Event, optionally type a list name in Add to list, and select Add to guest list. Everyone is added as Invited, and nobody is emailed. People already on that event’s guest list are left as they are.

Only events that haven’t ended, and aren’t archived, are listed. See also Importing guests.

Exporting contacts

Filter the list to the contacts you want, open the More actions menu and select Export CSV (filtered). The file has a column for each standard field, tags, each of your contact fields, the number of events and events attended, notes, and when each contact was created and last active.

Merging duplicates

Sometimes one person ends up with two contacts, for example when they registered once with a work email and once with a personal one.

Open the contact you want to keep

Go to the contact whose email should stay the main one.
Select Merge duplicate

Search for the other contact by name, email or company, and select it.
Choose which details to keep

Where the two contacts hold different values, choose one under Where the two differ, keep…. Anything empty on the contact you’re keeping is filled from the duplicate.
Select Merge contacts

After the merge:

The duplicate’s events, history and related people move to the contact you kept, and the duplicate is removed. Someone listed as a related person on both is joined into one.
Tags from both are combined, and notes from both are kept.
The duplicate’s email is listed under Also registers as, so future registrations with it land on the same person.
Their places on events that haven’t ended yet get the merged details.

Erasing a person

If someone asks you to delete their data, you can erase them from your whole organisation.

Open their contact

Find them in Contacts and open their page.
Select Erase person

Read the message, then select Erase permanently.

Removed	Kept
Their contact record, its history and any extra email addresses	How many people registered, attended and were emailed
The related people they brought, and the entries other contacts have for them as a related person	The plus-ones’ own places on each event
Their name, email, company, job title, phone, date of birth, answers and notes on every event they were on	Check-ins and statuses, so attendance figures stay right
Their name and email on orders and email records	Email open and click figures

On each event, they’re shown as “Anonymised”.

If their email address is on your suppression list, it stays there, so they’re never emailed by mistake again.

For erasing whole events’ guest data, or doing it automatically, see Data retention and privacy.

Who can do what

Task	Roles that can do it by default
See contacts	Every role except On-Site Specialist and Viewer
Add, import, edit, tag and merge contacts	Admin, Group Manager, Event Organiser
Add contacts to an event	Admin, Group Manager, Event Organiser
Create and edit custom contact fields	Admin
Export contacts	Admin, Group Manager, Event Organiser, Integrations Specialist
Erase a person	Admin