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 called your business. Each contact displays:

• Name — Customer's name (if provided)
• Phone Number — Their phone number
• Tags — Labels you've added for organization
• Last Contact — When they last called

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. Enter their name and phone number
3. Add any notes or tags
4. Click Save

Contact Details#

Click any contact to see their full profile:

Contact Information#

• Name, phone number, email
• Any notes you've added
• Tags for organization

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

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

Searching & Filtering#

Find contacts quickly:

• Search — Type a name or phone number
• Filter by Tag — Show only contacts with specific tags
• 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. Review call history — Understand customer patterns and preferences
4. Note special requirements — Add notes for accessibility needs, preferences, etc.