Contacts

Where contacts come from

• Add one by hand under Contacts.
• Import a spreadsheet of customers. Save it as CSV first.
• Press Add to contacts on any call under Conversations. The caller is saved with that call written up in their notes.

Import a list

1. Under Contacts press Import and choose your CSV file. It needs a first row of column names.
2. Match each column to a field: first name, last name, company, phone, email, notes.
3. Press Import. People already in your contacts are matched by phone number or email and updated, not duplicated.

Phone numbers need the country code to be recognised when someone rings: +44 7700 900123, not 07700 900123. The import adds the code for you when it can, but check a few.

Notes with a date on them

Open a contact and you can write a note and press Save note. Each note is stamped with the date and time, newest first, so you build up a history every time they ring. The receptionist is shown the latest notes when that person calls, if you allow notes under Use your contacts.

Details it remembers by itself

Under your receptionist, Use your contacts, you can list details it should listen for: availability, preferred branch, what they drive. After a call it fills those in against the caller from what they said. You see them on the contact.

Block a number

Open the contact and switch on Block this number. Calls from it are politely refused and ended. Useful for nuisance callers and sales calls.

Deposit paid

When a caller pays a deposit on the call, they are added to your contacts automatically, or matched if they are already there. The contact shows a Deposit paid badge with the amount, the date and a link to the Stripe receipt, and a dated note about the call.

Greet regulars by name

Switch on Use your contacts in your receptionist and tick first name. When a known number rings, the receptionist says hello by name. It only works when the number is saved with its country code, which is the most common reason it does not.