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rendevo

Managing Contacts

Your complete guide to organizing and managing customer contacts in rendevo.

What Are Contacts?

Contacts are your customers' records in rendevo. Each contact includes:

Required Information:

  • Name (max 100 characters)
  • Email (valid email address)
  • Phone (international E.164 format)

Optional Information:

  • Communication opt-in (consent for marketing messages)
  • Tags (comma-separated labels for organization)

Automatic Information:

  • Source (how contact was created: manual, WhatsApp, Messenger, Instagram, AI booking)
  • Total bookings (auto-calculated from appointments)
  • Total spent (auto-calculated from booking prices)
  • Last booking date (auto-updated)
  • VIP status (auto-assigned based on criteria)

Accessing the Contacts Page

  1. Click Contacts in the sidebar
  2. You'll see a table of all your contacts

What you'll see:

  • Contact list in table format
  • Search and filter options
  • Column customization controls
  • Actions menu for each contact

Contact List Features

Table View

Default columns:

  • Name
  • Email
  • Phone
  • Total Bookings
  • Total Spent
  • Last Booking
  • Source
  • Status (Active/Archived)

Customizable:

  • Show/hide any column
  • Your preferences save automatically
  • Different users can have different column settings

Sorting

Click any column header to sort:

  • Name (A-Z or Z-A)
  • Total Bookings (high to low, low to high)
  • Total Spent (high to low, low to high)
  • Last Booking (recent to old, old to recent)

💡 Tip: Sort by "Total Spent" to quickly identify your best customers.

Column Visibility

To show/hide columns:

  1. Click the Column Selector button (top right of table)
  2. Check boxes for columns you want to see
  3. Uncheck boxes to hide columns
  4. Changes save immediately

Recommended views:

Sales focused:

  • Name ✓
  • Phone ✓
  • Total Bookings ✓
  • Total Spent ✓
  • Last Booking ✓

Contact info focused:

  • Name ✓
  • Email ✓
  • Phone ✓
  • Communication Opt-in ✓
  • Source ✓

Search & Filters

Search Bar

What it searches:

  • Contact name
  • Email address
  • Phone number

How to use:

  1. Type in search box at top of page
  2. Results filter as you type
  3. Press Enter or wait for auto-search

Examples:

  • Type "John" → Shows all contacts named John
  • Type "@gmail" → Shows all Gmail addresses
  • Type "+30" → Shows all Greek phone numbers

Filter Options

Status Filter:

  • Active (default) - Current customers
  • Archived - Inactive or past customers
  • All - Both active and archived

Opt-in Filter:

  • All (default)
  • Opted In - Customers who consented to marketing
  • Opted Out - Customers who declined marketing

Source Filter:

  • All Sources (default)
  • Manual - You added them
  • WhatsApp - From WhatsApp conversations
  • Messenger - From Facebook Messenger
  • Instagram - From Instagram DMs
  • AI Booking - From AI-processed bookings via booking page

💡 Use case: Filter by source to see which channels bring you the most customers.

VIP Detection

rendevo automatically identifies VIP customers based on their activity.

VIP Criteria

A contact becomes VIP when they meet either condition:

Option 1: Spending threshold

  • Total spent over €500

Option 2: Frequency threshold

  • Total bookings over 10

VIP Indicator

Visual marker:

  • 👑 Crown icon next to name
  • Visible in contact list and details

In conversations:

  • VIP badge in Inbox conversation list
  • Helps prioritize responses

💡 Tip: Sort by "Total Spent" or "Total Bookings" to see all VIPs grouped at top.

Pagination & Loading

How Contacts Load

Initial load:

  • First 100 contacts display immediately
  • Sorted by most recent

Load more:

  • Click "Load More" button at bottom
  • Loads next 100 contacts
  • Can keep loading until all contacts shown

Performance:

  • Smooth loading even with thousands of contacts
  • Search and filters work across all contacts (not just loaded ones)

Contact Actions

View Contact Details

How to open:

  1. Click anywhere on a contact row
  2. Opens sidebar/drawer with full information

What you'll see:

  • Complete contact information
  • Booking history
  • Total statistics
  • VIP status
  • Action buttons

Edit Contact

From contact details sidebar:

  1. Click Edit button
  2. Modify any field
  3. Click Save

From table view:

  1. Click three-dot menu (⋯) on contact row
  2. Select Edit
  3. Make changes
  4. Click Save

Editable fields:

  • Name
  • Email
  • Phone
  • Communication opt-in
  • Tags

⚠️ Note: Cannot edit auto-calculated fields (Total Bookings, Total Spent, Last Booking, Source).

Archive/Unarchive

Archive a contact:

  1. Open contact details
  2. Click Archive button
  3. Confirm

Or from table:

  1. Click three-dot menu (⋯)
  2. Select Archive

What archiving does:

  • Removes contact from default "Active" view
  • Preserves all data and history
  • Can be unarchived anytime
  • Does NOT delete the contact

Unarchive a contact:

  1. Filter view to "Archived"
  2. Find the contact
  3. Open details or menu
  4. Click Unarchive

💡 Use case: Archive customers who moved away or stopped using your services, but keep their records.

Create Appointment

Book directly from contact:

  1. Open contact details
  2. Click Create Appointment button
  3. Opens booking form with contact pre-filled
  4. Select service, date, time
  5. Save

Benefit: Skip entering customer information manually.

Export to CSV

Export your contact list:

  1. Apply any filters you want (optional)
  2. Click Export button (top of page)
  3. Downloads CSV file to your computer

CSV includes:

  • All contact fields
  • Current filter/search applied
  • Formatted for Excel, Google Sheets, etc.

Use cases:

  • Backup your contact list
  • Import to email marketing tools
  • Analyze data in spreadsheets
  • Print mailing lists

Adding Contacts Manually

When to Add Manually

Common scenarios:

  • Customer calls to book (before AI conversation)
  • Walk-in customer
  • Referral from another customer
  • Collecting contacts at events
  • Importing from previous system

How to Add a Contact

  1. Go to Contacts page
  2. Click + Add Contact button
  3. Fill in required fields:
    • Name (required)
    • Email (required)
    • Phone (required, with country code)
  4. Optional fields:
    • Communication opt-in (check if customer consents)
    • Tags (e.g., "referral", "vip", "regular")
  5. Click Save

Phone format:

  • Must include country code
  • Example: +30 210 1234567 (Greece)
  • Example: +1 555 123 4567 (USA)
  • System validates format automatically

⚠️ Duplicate detection: System checks for existing contacts with same email or phone. You'll see a warning if duplicate found.

Contact Limits by Plan

Free Tier

  • 100 contacts maximum
  • See limit on Billing page
  • Cannot add more after reaching limit
  • Solution: Upgrade to Solo, Growth, or Business tier

Solo, Growth, Business Tiers

  • Unlimited contacts
  • Add as many as you need
  • No additional charges for contacts

Checking Your Usage

If on Free tier:

  1. Go to Settings → Billing
  2. Look for "Contacts" usage card
  3. Shows: "X / 100 contacts"

When approaching limit:

  • Warning appears when at 90+ contacts
  • Cannot add contacts at 100/100
  • Must upgrade or archive unused contacts

Automatic Contact Creation

From AI Bookings

When: Customer books via AI on WhatsApp/Messenger/Instagram

What happens:

  1. AI collects name, email, phone during booking
  2. Creates contact automatically
  3. Sets source to "AI Booking"
  4. Records communication opt-in choice
  5. Links booking to contact

If contact exists:

  • System matches by phone number
  • Updates existing contact instead of creating duplicate
  • Adds booking to their history

From Booking Page

When: Customer books directly on your booking page

What happens:

  1. Customer fills out booking form
  2. System creates contact
  3. Sets source to "AI Booking"
  4. Saves opt-in preference
  5. Creates appointment linked to contact

From Messaging Platforms

When: Customer messages you on WhatsApp/Messenger/Instagram

What happens:

  1. First message triggers contact creation
  2. Name extracted from platform profile
  3. Phone/email added if available in platform
  4. Source set to platform name
  5. All messages linked to contact

Contact Details Sidebar

Information Sections

Contact Information:

  • Name
  • Email (click to send email)
  • Phone (click to call/text)
  • Tags
  • Communication opt-in status
  • Source

Statistics:

  • Total Bookings (all time)
  • Total Spent (all time, in your currency)
  • Last Booking (date)
  • VIP status (if applicable)

Booking History:

  • List of all appointments
  • Date, time, services
  • Status (Completed, Cancelled, etc.)
  • Click any appointment to view details

Actions Available

From sidebar:

  • Edit contact information
  • Create new appointment
  • Archive/Unarchive
  • View full booking history
  • Access messaging conversation (if exists)

Contact Tagging System

What Are Tags?

Tags are labels you create to organize contacts.

Examples:

  • "vip"
  • "referral"
  • "regular-weekly"
  • "special-needs"
  • "event-2024"

Adding Tags

When creating contact:

  1. Find "Tags" field
  2. Type tags separated by commas
  3. Example: "vip, referral, weekly"

When editing contact:

  1. Edit contact
  2. Modify Tags field
  3. Add, remove, or change tags
  4. Save

Using Tags

Current features:

  • Visible in contact details
  • Exported in CSV
  • Searchable (type tag in search)

Not yet available:

  • ❌ Filter by tag (coming soon)
  • ❌ Tag-based marketing campaigns
  • ❌ Bulk tagging

💡 Tip: Use consistent tag naming (lowercase, no spaces) for easier searching.

Best Practices

Data Quality

Always collect:

  • Accurate phone numbers with country code
  • Valid email addresses
  • Full names (first and last)

Verify information:

  • Ask customers to confirm contact details
  • Update if customer reports changes
  • Keep records current

Privacy & Consent

Communication opt-in:

  • Always ask before marketing communications
  • Record opt-in/opt-out accurately
  • Respect customer preferences
  • Update if customer requests

GDPR compliance (EU customers):

  • Only collect necessary information
  • Get explicit consent for marketing
  • Allow customers to request data deletion
  • Provide data export on request

Organization

Regular maintenance:

  • Archive inactive customers periodically
  • Update contact information when changed
  • Add tags for easy categorization
  • Review and clean up duplicates

Use VIP status:

  • Recognize and reward best customers
  • Prioritize VIP communications
  • Offer special promotions to VIPs

Backup

Monthly export recommended:

  1. Export full contact list to CSV
  2. Save to secure location
  3. Keep multiple backups
  4. Test imports to verify data integrity

Common Questions

Q: Can I delete a contact permanently?
A: Currently, contacts can only be archived, not permanently deleted. This preserves booking history. For GDPR deletion requests, contact support.

Q: What happens to a contact's bookings if I archive them?
A: All bookings remain intact and visible in Calendar. Archiving only hides the contact from the default Contacts list.

Q: Can I merge duplicate contacts?
A: Not currently. You must manually consolidate information and archive the duplicate.

Q: How are phone numbers from different countries handled?
A: rendevo uses E.164 international format. Always include country code (e.g., +1, +30, +44).

Q: Can customers update their own information?
A: Not directly. Customers can provide updates through messages, and you update the contact record.

Q: Does the contact limit include archived contacts?
A: Yes, on the Free tier, archived contacts count toward your 100-contact limit.

Q: Can I import contacts from a CSV or other system?
A: Not currently. Contacts must be added manually one by one, or created automatically through bookings.

Related Articles

Well-organized contacts are the foundation of great customer relationships! 📇