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Overview

The Multi Email and Multi Account Models allow contacts to have multiple email addresses and be associated with multiple accounts simultaneously. This replaces the previous one-to-one relationship model where a contact could only have one primary email and be associated with a single account.

Example: A sales professional can now be tracked with both their work email (john@acme.com) and personal email (john@gmail.com) while being associated with multiple companies they may consult for.

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Basic concepts & terminology

The Multi Email/Account model introduces several key relationships that define how contacts, emails, accounts and opportunities interact:

  • Contact and Email: one contact can have multiple emails, but each email is linked to only one contact.
  • Contact and Account: one contact can belong to multiple accounts, and each account can have multiple contacts.
  • Email and Account: one contact’s email can be associated with specific accounts, and vice versa.
  • Account and Opportunity: one account can have multiple opportunities, and each opportunity must belong to exactly one account.
  • Contact and Opportunity: one contact can have multiple opportunities, and vice versa.

Example: Contact John Doe can have emails john@work.com and john@personal.com, be associated with both Acme Corp and XYZ Inc., with john@work.com designated as preferred for Acme Corp communications.

  • Primary email: The main email address for a contact at the contact level. Each contact can have only one primary email.
  • Preferred email: The primary email to use for a contact in the context of a specific account. A contact can have different preferred emails for different accounts. You can set only one preferred email per account.

Example: John’s primary email might be john@gmail.com (used when viewing his contact directly), but his preferred email for Acme Corp might be john@acme.com (used when viewing him in Acme Corp context).

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How it works

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How do I add multiple emails to a contact?

From the Contact List page:

  1. Select the contact row

  2. Click on the email field

  3. Select “+” option

  4. Enter the email address and label, then save

From the Contact Detail page:

  1. Click on the email dropdown in the sider

  2. Select “+” option

  3. Enter the new email address

  4. Save

Best Practice: Always label emails appropriately as work or personal to help with organization and context.

From the Contact Detail page:

  1. Navigate to the Accounts tab
  2. Click “Link Account” button
  3. Search for and select the account you want to associate, add Title and Department if have.
  4. The contact will now be linked to the account
  5. Add another account by repeating the same steps
  6. Update the contact’s primary account as needed

From the Account Detail page:

  1. Navigate to the Contacts tab

  2. Click “Link Contact” button

  3. Search for and select the contact you want to associate

  4. The contact will now be linked to this account

    Example: After linking Sarah to both Acme Corp and Globex Inc., you’ll see both accounts listed in her Account tab, allowing you to track her involvement with both companies.

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How do I designate a primary email for a contact?

To set the primary email:

  1. Go to the contact’s detail page
  2. In the email dropdown, click on the email you want to make primary
  3. Click the “Set as primary” option
  4. The selected email will now have a “Primary” indicator

Example: If John has three emails but you most frequently reach him at john@personal.com, setting this as primary ensures it appears prominently throughout the UI.

Best Practice: Choose the email address that is most reliable and frequently used as the primary email.

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How do I set a preferred email for a contact-account association?

To set a preferred email for a specific account context:

  1. Go to the Account detail page
  2. Find the contact in the Contacts tab
  3. Click on the email dropdown for that contact
  4. Select the email you want to set as preferred for this account
  5. Click “Set as preferred”

Example: For John at Acme Corp, you might select john@acme.com as preferred, while for John at Globex Inc, you might select john@globex.com as preferred.

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Managing Opportunity Contacts and Contact Roles

When a contact is associated with an opportunity, they can be assigned specific roles that define their influence and decision-making power in the deal. These roles help track the buying committee and decision-making process:

  • Champion: The internal advocate who supports your solution
  • Economic Buyer: The person with final budget approval authority
  • Decision Maker: Has authority to make the final decision

Example: In an opportunity with Acme Corp, John Doe might be the Champion (john@acme.com), while Sarah Smith is the Economic Buyer (sarah@acme.com).

To assign a role to a contact in an opportunity:

  1. Navigate to the opportunity detail page
  2. Go to the Contacts tab
  3. Select an existing contact
  4. Choose the appropriate role from the dropdown, and fill in Tittle and Department fields if applicable
  5. To assign roles to additional contacts, add them to the Opportunity and repeat the steps above.
  6. Change the primary contact of an Opportunity as needed

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FAQs

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Email Usage

Can I use the same email for multiple contacts?

No. Each email address can only be associated with one contact in Reevo. This ensures that emails and activities are accurately attributed to the correct person.

Note: Reevo does not allow duplicate email usage across different contacts.

Can I use the same email for a contact across multiple accounts?

Yes. A single contact can have the same email address linked to multiple accounts.

Example: A consultant with consultant@consultfirm.com can be associated with several client accounts.

Can a contact have different roles in different opportunities?

Yes. Contacts can have distinct roles in different opportunities—even within the same account—to reflect varying responsibilities or levels of influence.

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Custom Views, Sorters, and Filters

How does the Multi Email/Account model affect custom views?

This model changes how emails and associations are stored, requiring filter logic updates. Existing views are auto-migrated in the background, but here are the new paths you can use:

  • Contact List Page Filters:
    1. Contact Emails > Is Contact Primary + Contact Emails > Email
    2. Contact Emails > Email — searches across all emails
    3. Contact Emails > Contact Account Emails > Email
    4. Contact Account Fields > Is Primary Account
    5. Contact Account Fields > Account Fields
  • Account List Page Filters:
    1. Contacts Account Fields > Contact
    2. Contacts Account Fields > Contact Fields > Contact Name

Note: These may not cover every use case—explore filters for more options.

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Data Integrity and Maintenance

What happens if I change a relationship with existing correspondence?

You’ll be prompted to use Reevo’s Data Integrity Tools, which:

  1. Analyze the impact (emails, meetings, tasks)
  2. Offer resolution options
  3. Walk you through the process
  4. Apply changes safely

These tools handle:

  • Email reassignment between contacts
  • Contact/account unlinking
  • Merging duplicates
  • Archiving records

Example 1: Removing sarah@acme.com will prompt you with affected data and options.

Example 2: If john@acme.com is linked to the wrong John, the system will help reassign the email correctly.

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Email & Account Resolution

How are emails handled when messaging or meeting a contact?

  1. You select the contact’s email to use
  2. Reevo identifies the account context linked to that email
  3. Activity is attributed accordingly in the CRM

Example: Messaging John at john@acme.com vs john@personal.com will attribute the action to the correct account.

How does Reevo determine account attribution from incoming emails or meetings?

Reevo follows this sequence:

  1. Email-Account Association: Uses the most recently linked account
  2. Primary Account Fallback: If none, defaults to the contact’s primary account
  3. No Attribution: If no associations exist, the activity is left unassigned

Example: If maria@consultancy.com is linked to both Acme and TechGiant, the email is attributed to the most recently linked account.

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Advanced Scenarios

What’s the best way to manage consultants working across accounts?

  1. Create one contact record
  2. Associate with all relevant client accounts
  3. Link email(s) to each account
  4. Set preferred email per context
  5. Select the correct email when communicating

Example: A McKinsey consultant working with both Acme and Globex should be a single contact associated with both accounts.

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Troubleshooting

Why can’t I see all emails for my contact in an account view?

  • Emails must be explicitly linked to an account to appear there
  • Go to the contact’s Account tab and check the email-account associations

How do I fix inconsistencies after migrating to the multi email/account model?

  • Use Data Integrity Tools to reassign incorrect emails
  • Verify and adjust account-contact relationships
  • Recreate outdated custom filters using the updated field structure

If the issue persists, please contact Reevo Support.