Decide what the date is evidence of
“Last activity” and “last contacted” answer different questions. A teammate can update a phone number, add an internal note, or save a draft without speaking to the customer. Putting those actions in the same date field obscures which relationships need attention.
An attempted call also differs from a completed call. Record the outcome separately so a busy timeline does not imply a conversation occurred. A manually logged completed email is a user’s record of outreach; it is not a provider-confirmed delivery receipt.
Record when it happened, not just when it was entered
People sometimes write up a call later in the day or enter yesterday’s notes the next morning. Keep the occurrence time separate from the entry time. Otherwise, late data entry makes outreach look more recent than it was.
Relavoy’s last-contacted aggregate uses eligible completed outreach and received replies, with their occurrence times and the viewer’s permissions. It is calculated across the history rather than only the most recent activity-feed entries. That avoids losing the date when the visible timeline is shortened. Private mailbox content does not become visible just because someone can view the contact.
Use the date as a prompt, not a verdict
An older date is a reason to review context, not proof that a lead was neglected. Some customers are waiting on a budget decision; others asked for a later check-in. Pair the date with notes, the opportunity stage, and any planned task.
“No recorded contact” means the system has no qualifying record. It does not prove that nobody spoke with the person outside the CRM. Review and fill the gap rather than inventing a date.
- Start with records that have no date or an older date.
- Read the context before reaching out.
- Schedule the next action with an owner and a due date.
- Log the outcome without changing qualification automatically.
Keep reporting honest
Use consistent inclusion rules when comparing teams or periods. If one person logs attempted calls as completed and another does not, the comparison is no longer meaningful.
Relavoy’s directory can sort by oldest contact and filter records with no date or a date at least seven days old. Provider-confirmed email and SMS metrics remain unavailable until live integrations supply that evidence.