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Managing Contacts

Every person who calls or chats with Theo becomes a contact. Here's how to manage your customer list.

Accessing Contacts​

  1. Click Contacts in the left menu
  2. You'll see your list of all contacts

Understanding Your Contact List​

Contacts will be registered as anonymous (for chats) and phone numbers for calls, until Theo is able to capture more information about them during the conversation. By default, each contact has the following fields:

  • First and last name
  • Phone number
  • Email

Extra fields can be added by custom fields. You can edit custom fields through Settings -> Custom Fields.

Viewing Contact Details​

Click on any contact to see:

Basic Information​

  • Full name
  • Phone number
  • Email address
  • Any custom fields you've set up

Activity Timeline​

A record of chat conversations and calls that Theo had with this contact.

Adding Contacts Manually​

You don't have to wait for people to call. You can add contacts yourself if needed:

  1. Click Add Contact button
  2. Fill in their information:
    • Name (first and last)
    • Phone number
    • Email address
    • Any custom fields
  3. Click Add Contact

Editing Contact Information​

To update a contact:

  1. Click on the contact
  2. Click Edit
  3. Update any fields
  4. Click Save Changes

Common reasons to edit:

  • Correcting a misspelled name
  • Adding an email address
  • Updating a phone number

Searching Contacts​

Use the search bar to find contacts by:

  • Name
  • Phone number
  • Email address

Filtering Contacts​

Narrow down your list with filters:

By Date:

  • Last 7 days
  • Last 30 days
  • Last 90 days
  • Custom range

Custom Fields​

Custom fields let you track extra information about contacts.

Setting Up Custom Fields​

  1. Go to Settings → Custom Fields
  2. Click Add Field
  3. Choose a field type:
    • Text
    • Number
    • Email
    • Phone
    • Date
    • Yes/No
    • Checkbox
    • URL
    • Dropdown (select from options)
    • Multiselect
    • Array
    • Object
  4. Name your field
  5. Fill in the other fields (depends on the type you select)
  6. Save

Examples of Useful Fields​

  • Service Interested In - Which service they asked about
  • Preferred Contact Time - When they want to be called back
  • Lead Source - How they found you
  • Notes - Any special information
  • VIP - Yes/No for special customers

Merging Duplicate Contacts​

Sometimes the same person creates multiple contacts (e.g., called from different numbers).

To merge duplicates:

  1. Select two contacts you want to merge
  2. Click the merge button
  3. Choose which information to keep
  4. Confirm the merge

Note: Conversation history from both contacts will be combined.

Importing Contacts​

Have an existing customer list? Import it:

  1. Click Import Contacts
  2. Upload a CSV file with columns for:
    • Name
    • Phone
    • Email
    • (Any other fields you use)
  3. Map columns to contact fields
  4. Review and confirm
  5. Click Import

Deleting Contacts​

To remove a contact:

  1. Select one or more contacts
  2. Click Delete
  3. Confirm deletion

Warning: Deleting a contact removes their information, but conversation history may be retained for compliance purposes.

Privacy and Data​

Your Responsibilities​

When collecting customer information, you should:

  • Only collect what you need
  • Keep data secure
  • Honor any deletion requests
  • Follow applicable privacy laws

Data from Conversations​

When Theo captures contact info during calls/chats, it goes directly into your contacts. You can edit or delete this information as needed.

Common Questions​

How do I export my contacts?​

Currently, you can view all contacts in the dashboard. For bulk export needs, contact support@needtheo.com.

What if someone calls from a blocked number?​

The contact will be created without a phone number, using any name they provided during the conversation.

Can I organize contacts into groups?​

Use custom fields with dropdown options to categorize contacts. For example, create a "Category" field with options like "Lead," "Customer," "Vendor."

How many contacts can I have?​

There's no limit to the number of contacts in your account.

Need Help?​