Active Contacts Management Guide

This guide explains how to use the Contacts module to manage all individuals who interact with your organization via WhatsApp or other communication channels. It serves as a centralized directory to store, organize, and manage contact details such as phone numbers, email addresses, categories, and group associations effectively.

🌐 Overview​

The Contacts Management system provides comprehensive contact organization capabilities. It empowers support teams to:

• Maintain a clean and structured contact database for all communication channels
• Segment contacts using categories and groups for targeted communication
• Control communication by managing contact status (Active, Archived, Blocked)
• Centralize contact information across WhatsApp, email, and other channels
• Enable efficient contact search and filtering for quick access
• Support bulk contact operations for large-scale management

🧭 Contacts Layout​

The Contacts management screen is divided into main sections:

1. Navigation Tabs (Active, Archived, Blocked, Groups)
2. Contact List Management Panel
3. Search and Filter Interface
4. Bulk Actions Toolbar

📂 Navigation Structure​

Contacts → Active / Archived / Blocked / Groups

By default, the Active contacts list is displayed when accessing the module.

📋 Active Contacts List View​

The main Active Contacts screen displays all active contacts in a comprehensive tabular format:

Contact Information Columns​

Available Actions​

From the action menu (three-dot icon), you can perform:

• Edit – Update contact details and information
• Archive – Move the contact to Archived status
• Block – Restrict communication with the contact
• Add to Group – Assign the contact to one or more groups

Search & Filter Capabilities​

You can efficiently manage contacts using:

• Search contacts by name, phone number, or email
• Apply filters to narrow down results by category or group
• Control pagination using Rows per page settings

📊 Contact Status Management​

Contact Status Types​

Contacts are organized into the following status categories:

🟢 Active Contacts​

• Available for communication across all channels
• Receive messages and broadcasts normally
• Default status for new contacts
• Fully functional for all operations

📁 Archived Contacts​

• Inactive contacts kept for record and historical purposes
• Not included in active communication lists
• Preserved data for future reference
• Can be reactivated when needed

🚫 Blocked Contacts​

• Restricted from receiving or sending messages through the platform
• Communication prevented for specific reasons
• Maintained in database for record keeping
• Requires manual unblocking to restore communication

👥 Contact Groups​

• Organized collections of contacts for targeted communication
• Facilitate bulk operations and segmented messaging
• Support multiple group assignments per contact
• Enable efficient broadcast management

➕ Adding New Contacts​

Single Contact Creation​

1. Click the + Add Contact button
2. Fill in contact details using the form
3. Configure categories and groups as needed
4. Validate phone numbers and email addresses
5. Save the contact to activate

Contact Form Fields​

Required Information​

• Name – Contact display name
• Primary Contact – Phone number with country code (mandatory)

Optional Details​

• Category – Select the appropriate contact type
• Email Address – Optional email ID for communication
• Secondary Contact – Additional phone number if available
• Group Assignment – Add to existing contact groups

Multiple Contact Addition​

• Use + Add More Contact to add multiple contacts simultaneously
• Remove unwanted entries before saving using the Remove option
• Bulk validation ensures data quality across all entries

📤 Bulk Upload Operations​

Excel Import Process​

You can add contacts in bulk using the Excel upload feature:

Steps for Bulk Upload​

1. Click Excel option on the Add Contact screen
2. Download the template with required column formats
3. Fill the template with contact information
4. Upload the completed file for processing
5. Validate imported data before final save
6. Confirm and save all contacts

Benefits of Bulk Upload​

• Rapid contact onboarding for large lists
• Consistent data formatting through templates
• Validation during import to catch errors early
• Time-efficient for organizations with extensive contact databases

👥 Groups Management​

Group Organization Benefits​

Groups provide structured contact organization for:

• Segmented communication strategies based on contact types
• Targeted broadcast campaigns to specific audiences
• Simplified contact management through logical groupings
• Enhanced filtering and search capabilities

Group Assignment Process​

Individual Assignment​

• Select contacts from the main list
• Use Add to Group action from the actions menu
• Choose target groups from available options
• Confirm assignment to update contact records

Bulk Group Operations​

• Filter contacts by specific criteria
• Select multiple contacts using checkboxes
• Apply group assignments to entire selections
• Manage group memberships efficiently

✅ Best Practices​

Contact Data Management​

• Always verify phone numbers before saving to ensure deliverability
• Use categories and groups consistently for better segmentation and organization
• Archive contacts instead of deleting to preserve historical communication data
• Block contacts judiciously only when communication must be permanently restricted

Contact Organization​

• Implement consistent naming conventions for contact categories and groups
• Regular database cleanup to maintain data quality and relevance
• Monitor contact engagement to identify inactive contacts for archiving
• Document group purposes for team clarity and proper usage

Communication Management​

• Respect contact preferences regarding communication frequency and channels
• Maintain data privacy in accordance with organizational policies
• Regular permission audits for contact communication consent
• Update contact information promptly when changes are identified

⚙️ Advanced Contact Operations​

Contact Editing Workflow​

1. Locate the target contact using search or filters
2. Click the Edit action from the actions menu
3. Update required fields such as name, category, or contact details
4. Modify group assignments as needed
5. Validate changes before saving
6. Save modifications to update the contact record

Status Change Management​

Archiving Process​

• Select active contacts that are no longer regularly engaged
• Use Archive action to change status while preserving data
• Verify impact on ongoing campaigns or group memberships
• Update related documentation if the contact had special significance

Unblocking Procedure​

• Review blocking reason before making status changes
• Navigate to Blocked contacts section
• Select contacts for reactivation using appropriate filters
• Change status to Active to restore full communication capabilities

💡 Use Case Examples​

📱 Student Contact Management​

1. Import student lists using Excel bulk upload functionality
2. Categorize by program type (degree, certification, short course)
3. Group by enrollment status (current, alumni, prospective)
4. Manage communication preferences for different student segments
5. Archive graduated students while maintaining historical records
6. Track engagement for targeted support and communication

🎯 Benefits Achieved​

• Streamlined student communication through organized contact management
• Improved targeting for program-specific announcements and support
• Efficient bulk operations for large student populations
• Enhanced data quality through validation and consistent categorization

📊 Contact Performance & Analytics​

Success Metrics​

• Contact database growth over time
• Group membership distribution for balanced segmentation
• Communication delivery rates across different contact categories
• Contact engagement levels for database quality assessment

Optimization Opportunities​

• Identify inactive contact segments for targeted reactivation campaigns
• Analyze group effectiveness for communication strategies
• Monitor contact data quality and implement improvement processes
• Assess category distribution for better organizational alignment

❓ Frequently Asked Questions (FAQ)​

📌 Summary​

The Active Contacts Management system empowers support teams to:

• Maintain organized contact databases efficiently across all communication channels
• Implement structured contact segmentation through categories and group management
• Control communication flows through status management (Active, Archived, Blocked)
• Scale contact operations with bulk upload and management capabilities
• Ensure data quality through validation processes and best practices
• Support targeted communication through intelligent grouping and filtering systems

By using proper contact organization, consistent data management practices, and strategic grouping, organizations can ensure effective communication delivery, improved audience targeting, and streamlined contact relationship management across all channels.

📝 Important Notes​

• Primary contact number is mandatory for all contact entries
• Duplicate phone numbers may be restricted by system validation rules
• Blocked contacts cannot receive or send messages through the platform
• Contact data is utilized across WhatsApp Chats, Broadcasts, and Chatbot interactions
• Regular maintenance of contact database ensures optimal system performance
• Data privacy compliance must be maintained for all contact information handling