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Managing Contacts in the Chats Page

Managing contacts typically happens in the Chats page. Let’s take a closer look at the features here.

  • Hiding/Showing the Contact Information Sidebar At the top right, you’ll see an X button. Clicking this will hide the contact information sidebar. To show the details again, simply click the arrow button next to it.
  • Location/Business Name Under the contact’s name, you’ll see either the location name or business name. This is helpful when you haven’t filtered your inbox and manage multiple locations or businesses.
  • Assigned Users Below that, you’ll see the users assigned to this contact. To manage this, click the blue button, where you can assign or remove users who will be notified when this contact sends an inbound text.
  • Contact Information This section shows the contact’s name, phone number, and email. If you want to view additional details, click More to reveal the second phone number and address.
  • Editing Contact Information To update the contact’s details, click the blue pencil button. You can edit:
    • First name
    • Last name
    • Phone numbers
    • Email
    • Company name
    • Address, city, state, and ZIP code
    After making changes, don’t forget to click Save.
  • Notes Section To add a note, click the blue button in the Notes section, type your note, and click Post. To edit an existing note, click the pencil icon inside the note itself. After editing, click Update.
  • Tags Section To remove a tag, click the X next to it. To add a tag, click the blue button, search for an existing tag, and attach it.
  • Reminder Section To create a reminder, click the blue button. You can set the reminder’s date and time and assign it to any user in your Chatavise account. Then press Create. If you scroll to the bottom, you’ll see the status of the reminder as Open. To mark it as Complete, click the pencil button, update the status, and click Update. Once completed, the status will change to Complete.
  • Viewing the Full Customer Profile To access the full customer profile, click on the Contact Name at the top. This takes you to the detailed profile view.

Managing Contacts in the CRM Contacts Page

There are two ways to navigate to the CRM Contacts page to manage a contact:

  1. From the Chats page, click the contact’s name to view their profile.
  2. From the top navigation, click CRM, then Contacts.

In the CRM Contacts page, you’ll see a complete list of contacts sorted by their Last Active date. You can filter contacts by:

  • Location
  • Tags
  • Opt-in status for promotional text messages

You can also add new contacts by clicking the Add Contact button. You have two options here:

  • Upload contacts via a CSV file
  • Add individual contacts one by one

Working with Tags

On the CRM Contacts page, you can assign tags to multiple contacts at once:

  • Select a group of contacts
  • Click the Assign Tags button
  • Search for or add a tag, then assign it to all selected contacts

You can also search for individual contacts by name.

Contact Options on the CRM Page

For each contact, you’ll see options on the far right of their row:

  • Chats: Click this to open the message thread for that contact.
  • View Contact Information: This brings you back to the contact details page we just discussed.

On the contact’s detail page, you can:

  • Edit the contact’s information by clicking the edit button
  • View the message thread by clicking on the Chats button
  • Post a note by clicking the note button
  • Set a reminder by clicking the reminder button
  • Assign a workflow to the contact by using the workflow button
  • Add team members to the contact, so they’re assigned to manage it

At the top right of the page, you can:

  • View the history of notes and edit them by clicking the edit icon next to each note.
  • Manage tags by clicking the Tags button, where you can add or remove tags.
  • See reminder history in the Reminders section.

Final Thoughts

Now you know how to manage contacts in both the Chats page and the CRM Contacts page in Chatavise. You’re ready to organize your contacts, keep notes, set reminders, and streamline your contact management process.

I’ll see you in the next lesson!

In this lesson, we will do a walkthrough of how to manage contacts in the Chats page and in the CRM Contacts page. Let’s get started.

Managing contacts often happens in the Chats page. Let’s take a look. If we go to the top right and click on this X button right here, it will hide the contact information sidebar. If we click on the arrow button over here, it will show the details again. Underneath the contact name, we will see the location name or the business name. This is helpful if we didn’t filter our inbox and we manage multiple locations or businesses. Underneath that, we can see the users assigned to this contact. To manage this, we can click this blue button right here, and we can assign or remove users that will be notified when this contact sends an inbound text.

Underneath that, we’ll see the Contact Information section. We reveal the name, phone number, and email. And if you want to see more, click on More, and you’ll reveal the second phone number as well as the address. If you click on the blue pencil button, you can edit the first name, last name, phone number, secondary phone number, email, company name, and if you scroll down a little further, you can see the address, city, state, and ZIP code. If you made a change, make sure to click the Save button right here.

Underneath that, we will see the Notes section. To add a note, click this blue button here, and we can write a note and click Post. If we want to edit that note, we simply click on the pencil button inside the note itself, and once you make that update, click the blue Update button. Underneath that section, we will see the Tags section. Here, we can remove a tag by clicking the X next to it like so. And if we click the blue button right here, we can create a tag and attach it. We can search for a tag and attach it. Underneath that section will be the Reminder section. Here, if we click the blue button, we can create a reminder like so. We can choose what day the reminder will be sent to us as well as what time, and we can assign it to any user in our Chatavise account. Then press Create. If you scroll all the way down, you will see that the status is Open for that reminder. To update the status in case you completed it before the deadline, click the pencil button and change the status to Complete, then click Update. And like here, we can see the status is now changed to Complete.

Going back all the way to the top—above the location name or business name—is the Contact Name. If we click on the name, it will enter into the full customer profile.

There are two ways to navigate to the Chatavise CRM to manage a contact. One way is in the Contacts page by clicking on the contact’s name at the top of the screen like we just did earlier. The second way is to go to the top of the screen and click on CRM, then click on Contacts. Here, you will see your entire list of contacts in your Chatavise account, sorted by the Last Active. You can also filter the contacts by location, by tags, and by people who have opted in or subscribed to receive promotional text messages from you.

You can add new contacts by clicking on this button here, and you have two options:

  • Upload a group of contacts by uploading a CSV file
  • Add individual contacts one at a time over here

This Export button serves a specialized purpose, but we will be enhancing it in the future to accommodate all clients. So if you need to export contacts for any reason, simply reach out to us.

The next thing that we can do on this screen is assign tags to multiple contacts at the same time. Here, I’ve selected a group of six contacts, and I can see the Assign Tags button. By clicking on it, this box will appear, and I can search or add a tag, attach it, and assign it to each contact. I can also search for individual contacts by name. If I go to the far right of an individual contact’s row, I can go to the Chats, which will show the message thread for that particular contact.

The button to the right of it is the View Contact Information. If I click there, we’re brought back to the screen that we were on earlier.

In this screen, we can:

  • Edit the contact information by clicking on that button and updating these fields
  • Go to the message thread by clicking here
  • Post a note by clicking here
  • Add a reminder by clicking this button
  • Assign a workflow to this contact using this button

Down below, we can add team members or users that are going to be assigned to this contact.

On the top right—Notes—we can see the history of notes, and we can edit them by pressing the button to the right over here.

If we click on Tags, we can see what tags are assigned to this contact and add or remove them.

With Reminders, we can see the history of reminders.

You now know how to manage contacts in Chatavise’s CRM Contacts tab.

I’ll see you in the next lesson.