Contacts & Customers

The Contacts page is your customer database. Every caller automatically becomes a contact, making it easy to track relationships and provide personalized service.

Contacts Overview#

Your contacts list shows all customers who have interacted with your business. Each contact displays:

• Name — Customer's name (if provided)
• Phone Number — Their phone number
• Type — Whether the contact is a Person or a Company
• Tags — Labels you've added for organization
• Stage — Where they are in your sales pipeline
• Last Contact — When they last called

Contact Types#

Asisto supports two types of contacts:

• Person — Individual customers, patients, or clients
• Company — Business entities, organizations, or corporate accounts

Choose the appropriate type when creating a contact to keep your records organized.

Adding Contacts#

Contacts are created automatically when someone calls, but you can also add them manually:

1. Click Add Contact on the Contacts page
2. Select the contact type (Person or Company)
3. Enter their name, phone number, email, and address
4. Upload a profile image (optional)
5. Add any notes or tags
6. Click Save

Contact Details#

Click any contact to see their full profile:

Contact Information#

• Name, phone number, email, and address
• Profile image
• Contact type (Person or Company)
• Tags for organization
• Current pipeline stage

Call History#

See every call this customer has made to your business:

• Date and time of each call
• What was discussed (via AI summary)
• Whether they booked appointments

Appointments#

View all appointments for this customer:

• Past appointments
• Upcoming appointments
• Appointment status

Notes & Comments#

Keep detailed records on every contact:

• Notes — Add internal notes visible to your team (e.g., "Prefers morning appointments" or "Allergic to latex")
• Comments — Start threaded discussions with team members about a contact
• Notes and comments are timestamped and attributed to the team member who wrote them

To add a note:

1. Open the contact
2. Go to the Notes section
3. Type your note and click Save

Tasks#

Create follow-up tasks tied to specific contacts:

1. Open the contact
2. Go to the Tasks section
3. Click Add Task
4. Enter a description and due date
5. Save the task

Tasks have two statuses:

• Open — The task still needs to be done
• Completed — The task is finished

Use tasks to track follow-ups, callbacks, document requests, or any action items related to a customer.

Sales Pipeline Stages#

Track where each contact stands in your sales process. Assign a stage to any contact:

Update stages as relationships progress to keep your pipeline accurate.

Activity Tracking#

Every action on a contact is logged automatically:

• When the contact was created
• When details were updated
• When notes, tags, or tasks were added or removed

This gives you a complete audit trail of all interactions and changes for each contact.

Organizing with Tags#

Tags help you categorize customers. Create tags like:

• VIP — High-value customers
• New Patient — First-time visitors
• Follow-up Needed — Requires attention
• Dental / Medical / etc. — Service-specific tags

To add a tag:

1. Open the contact
2. Click Add Tag
3. Select an existing tag or create a new one

Favorites#

Mark contacts you access frequently as favorites:

• Click the star icon on any contact to add them to your favorites
• Favorites appear in a dedicated section for quick access
• Drag and drop to reorder your favorites list
• Click a favorite to open their profile or quickly dial their number via the Dialer

Searching & Filtering#

Find contacts quickly:

• Search — Type a name or phone number
• Filter by Tag — Show only contacts with specific tags
• Filter by Stage — Show contacts at a specific pipeline stage
• Sort — Order by name, last contact, or date added

Bulk Actions#

Manage multiple contacts at once:

1. Select contacts using the checkboxes
2. Choose an action:
   • Add tag to selected
   • Remove tag from selected
   • Delete selected contacts

Returning Caller Recognition#

When a known contact calls again, your AI receptionist:

1. Recognizes them — Greets them by name if available
2. Reviews history — Knows about past appointments
3. Personalizes the conversation — "Welcome back! Are you calling about your upcoming appointment?"

This creates a more personal experience that builds customer loyalty.

Tips for Managing Contacts#

1. Keep names updated — Add names as you learn them
2. Use tags consistently — Create a tagging system that works for your business
3. Track pipeline stages — Move contacts through your sales funnel as relationships evolve
4. Add tasks for follow-ups — Never forget a callback or action item
5. Review call history — Understand customer patterns and preferences
6. Note special requirements — Add notes for accessibility needs, preferences, etc.