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Swan keeps its own database of companies and contacts, separate from any CRM you connect. This is the working set the agent researches, enriches, tags, and reaches out to — think of it as Swan’s own prospect database, related to but not the same as your CRM’s records. See Swan vs. your CRM for how the two stay in sync.

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Companies

A company record in Swan is keyed by domain. Each company is unique per [organization, domain] — if you (or the agent, or a trigger) add a company whose domain already exists, Swan updates the existing record instead of creating a second one. Renaming a company or re-uploading the same domain in a CSV never produces a duplicate. Where: your company list lives at agent.getswan.com/companies, as a kanban board grouped by funnel stage or a table (toggle in the view switcher; ?view=table or ?view=board). The Upload button there opens a CSV import wizard (up to 1,000 companies per file); asking the agent in chat to “find new accounts” matching your ICP does the same thing without a file. Each company tracks:
  • Source — how it entered Swan: a CSV upload, the agent (e.g., found while prospecting), or a trigger (e.g., a webhook or business-event source added it). Asking the agent in chat to filter by source or by when records were added or updated works — “companies imported from CSV in the last 48 hours” — even though the Accounts page’s own filter bar doesn’t expose a source or date-added filter directly.
  • Owner — an email address, if one has been assigned. Editable inline from the company’s page.
  • Tags — free-form labels; see Tags, lists, and exclusions.
  • ICP segment and fit reason — which segment the company matches (if any), plus a short explanation the agent writes when it classifies the company. See ICP, personas, and the funnel.
  • Funnel stage — where the company sits in your pipeline, with a history of transitions (who or what moved it, and when). Change it yourself from the company’s page (https://agent.getswan.com/companies/{companyId}) or by dragging its card between columns on the Accounts board view.
Deleting a company is a soft delete — it’s hidden from view but not permanently erased, and it doesn’t cascade to delete its contacts or any sequences those contacts are enrolled in.

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Contacts

A contact belongs to a company and carries the usual fields — name, title, work email, phone, LinkedIn URL, location — plus a source that’s more granular than a company’s: CSV upload, the agent, a CRM, a website visitor, or one of Swan’s data providers. Contacts can also have an owner, a persona, and a persona fit reason (the agent’s explanation of why this person matches a given persona). Where: Swan doesn’t have a standalone contacts list — you see a company’s contacts on that company’s own page (https://agent.getswan.com/companies/{companyId}), in the Contacts card alongside their outreach status. When a contact is added or enriched, Swan checks for an existing match in this priority order before creating a new record:
  1. A matching CRM ID
  2. A matching LinkedIn URL
  3. A matching work email
If any of those match an existing contact in your org, Swan updates that record rather than creating a duplicate — this is how contacts that arrive from different places (a CSV, an integration, the agent enriching someone independently) end up merged into one record instead of scattered across several.

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One contact, one slot per sequence

A given contact can only be enrolled in a specific sequence once — Swan enforces this at the database level, so asking the agent to “add this contact to the sequence” twice is a no-op the second time, not a duplicate enrollment. A contact can, however, be active in multiple different sequences at once.

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Common questions

If I upload the same company twice, does it create a duplicate? No. Companies are unique per domain within your org — re-adding a domain updates the existing record’s fields rather than creating a new one. Can a contact end up duplicated if they come in from a CSV and later from the CRM? No, as long as they share a work email, LinkedIn URL, or CRM ID with the existing record — Swan matches on any of those before creating a new contact. What happens to a contact’s outreach history if I delete their company? Deleting a company doesn’t delete its contacts or their sequence history — it’s a soft delete that just removes the company from view. Can I add the same contact to a sequence twice to send them an extra round of messages? No — a contact can only hold one slot in a given sequence. To reach them again, use a different sequence or a new step on the existing one. Does Swan know a contact already exists in my CRM before creating a new one there? Yes — see Swan vs. your CRM for how contact creation in your CRM is timed and matched.