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Managing Contacts

The Contacts page provides a centralized view of all your leads and customers who have interacted with your AI agents.

Accessing Contacts​

Click Contacts in the sidebar to open the contacts list.

Contact List​

List View​

The contact list shows:

ColumnDescription
NameContact's full name
EmailEmail address
PhonePhone number
TagsAssociated labels
CreatedWhen contact was added
Last ActivityMost recent interaction

Sorting and Filtering​

Sort by:

  • Name (A-Z or Z-A)
  • Created date (newest/oldest)
  • Last activity (most recent)

Filter by:

  • Tags
  • Verification status
  • Date range
  • Source channel

Use the search bar to find contacts by:

  • Name
  • Email
  • Phone number

Creating Contacts​

Add Contact Manually​

  1. Click Create Contact or Add Contact
  2. Fill in the contact information:
FieldRequiredDescription
NameYesFull name
EmailNoEmail address
PhoneNoPhone number with country code
TagsNoLabels for organization
  1. Click Save
Phone Format

Enter phone numbers with country code (e.g., +1 555-123-4567) for best compatibility with messaging channels.

Automatic Contact Creation​

Contacts are automatically created when:

  • Someone messages your AI agent for the first time
  • A customer fills out a web form
  • Contacts are imported via API

Editing Contacts​

Update Information​

  1. Click on a contact row to open details
  2. Click Edit
  3. Modify the fields
  4. Click Save

Bulk Actions​

Select multiple contacts for bulk operations:

  1. Check the boxes next to contacts
  2. Use the bulk action dropdown:
    • Add tags
    • Remove tags
    • Export selected
    • Delete selected (Admin/Owner only)

Tags​

Tags help organize and segment contacts.

Creating Tags​

  1. Open a contact's details
  2. Click Add Tag
  3. Type a new tag name or select existing
  4. Press Enter or click to add

Managing Tags​

Common tag strategies:

Tag CategoryExamples
Lead Qualityhot, warm, cold
Property Interest2br, villa, downtown
Statuscontacted, qualified, customer
Sourcewebsite, whatsapp, referral

Syncing with Chatwoot​

Contacts sync bidirectionally with Chatwoot:

Automatic Sync​

  • New contacts from conversations sync automatically
  • Updates in PropPilot reflect in Chatwoot
  • Updates in Chatwoot reflect in PropPilot

Manual Sync​

To force a sync:

  1. Go to Contacts
  2. Click Sync or Refresh
  3. Wait for sync to complete

Exporting Contacts​

Export Options​

  1. Click Export in the contacts list

  2. Choose format:

    • CSV - Spreadsheet compatible
    • JSON - For developers and integrations

  3. Choose scope:

    • All contacts
    • Filtered contacts
    • Selected contacts

Export Fields​

Exported data includes:

  • Basic info (name, email, phone)
  • Custom attributes
  • Tags
  • Creation date
  • Last activity date
Privacy

Ensure you comply with data protection regulations (GDPR, etc.) when exporting customer data.

Importing Contacts​

CSV Import​

To import contacts from a spreadsheet:

  1. Click Import or Upload
  2. Select your CSV file
  3. Map columns to PropPilot fields
  4. Review and confirm import

Required Format​

ColumnFormatExample
nameText"John Doe"
emailEmail"john@example.com"
phoneE.164"+15551234567"
tagsComma-separated"hot,website"

Import Tips​

  • ✅ Include headers in first row
  • ✅ Use UTF-8 encoding
  • ✅ Format phone numbers consistently
  • ❌ Don't include duplicate emails/phones

Contact Sources​

Track where contacts come from:

SourceDescription
WhatsAppVia WhatsApp channel
TelegramVia Telegram bot
Web WidgetVia website chat
APIVia API integration
ImportCSV or manual import
ReferralAdded by team member

Contact Privacy​

Deleting Contacts​

To delete a contact:

  1. Open contact details
  2. Click Delete
  3. Confirm the action
Data Loss

Deleting a contact permanently removes:

  • All contact information
  • Conversation history
  • Custom attributes
  • Related records

This action cannot be undone.

Data Export for GDPR​

To fulfill a customer's data access request:

  1. Find the contact
  2. Click Export
  3. Select Full Data Export
  4. Provide to customer

Best Practices​

Do's​

  • ✅ Keep contact information up to date
  • ✅ Use consistent tag naming
  • ✅ Regular cleanup of invalid contacts
  • ✅ Export backups periodically
  • ✅ Review auto-created contacts

Don'ts​

  • ❌ Import contacts without consent
  • ❌ Create duplicate contact records
  • ❌ Delete contacts without consideration
  • ❌ Share contact data externally without permission

What's Next?​

Learn about identity verification for contacts:

Contact Verification →