Overview

WebToq Contacts stores and manages all leads and customers, providing detailed profiles, segmentation tools, and activity tracking for organized and efficient relationship management.

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1. Understanding Contacts

 

What It Is

The Contacts tab is the core of the WebToq CRM, where all customer and lead information is stored, updated, and accessed.

Why It Exists

It ensures that every interaction and data point related to a contact is centralized, enabling better communication, tracking, and decision-making.

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2. Accessing Contacts

1. Log in to your WebToq account.
2. From the left-hand menu, click Contacts.
3. You will see:
   • Contact list
   • Filters and search options
   • Contact management tools

Expected Outcome:
You are now in the central database of all leads and customers.

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3. Contact Profiles

What They Include

Each contact has a dedicated profile containing essential and customizable information.

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Standard Fields

• Name
• Email Address
• Phone Number

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Custom Fields

Custom fields allow additional data storage based on business needs, such as:

• Lead source
• Budget
• Service interest

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How to Create or Edit a Contact

1. Click Add Contact (top-right corner).
2. Enter:
   • Name
   • Email
   • Phone
3. Add custom fields if available.
4. Click Save.

To edit:

1. Click a contact name.
2. Update details.
3. Click Save.

Expected Outcome:
A complete and structured contact profile is created or updated.

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4. Segmentation (Tags & Filters)

What It Does

Segmentation allows users to organize contacts into groups for targeted communication and efficient management.

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Using Tags

1. Open a contact profile.
2. Locate the Tags section.
3. Click Add Tag.
4. Enter a tag (e.g., New Lead, VIP, Cold Lead).
5. Save changes.

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Using Filters

1. Go to Contacts → Smart Lists.
2. Click Add Filter.
3. Define conditions such as:
   • Tag equals “Lead.”
   • Source equals “Website.”
   • Status equals “Qualified.”
4. Apply filters.

Expected Outcome:
Contacts are grouped dynamically based on selected criteria.

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Benefits

• Enables targeted messaging
• Improves organization
• Supports marketing and sales segmentation

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5. Activity Timeline

What It Tracks

The activity timeline records all interactions associated with a contact.

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Included Activities

• Messages (SMS, email)
• Calls
• Appointments
• Notes and updates

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How to View Activity

1. Open a contact profile.
2. Scroll to the Activity Timeline section.
3. Review interactions in chronological order.

Expected Outcome:
A complete history of all communication and engagement is visible.

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Why It Matters

• Provides full context before communication
• Prevents duplicate or unnecessary follow-ups
• Supports team collaboration

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6. Import and Export Tools

What They Do

Import and export tools allow bulk management of contact data.

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Importing Contacts

1. Go to Contacts → Import Contacts.
2. Upload a CSV file.
3. Map columns to fields (name, email, phone, etc.).
4. Click Import.

Expected Outcome:
Large contact lists are added to the CRM quickly.

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Exporting Contacts

1. Go to Contacts.
2. Apply filters if needed.
3. Click Export.
4. Download the file.

Expected Outcome:
Contact data is exported for external use or backup.

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7. Daily Workflow Using Contacts

1. Open Contacts at the start of the day
2. Review new and updated contacts
3. Apply tags and segmentation
4. Check activity timelines before outreach
5. Update or add new contact information

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8. Best Practices

• Keep contact data accurate and up to date
• Use tags consistently for segmentation
• Review activity timelines before communicating
• Use filters for targeted outreach
• Import data carefully with correct mapping

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9. Common Mistakes to Avoid

• Incomplete or missing contact information
• Inconsistent tagging structure
• Not checking activity history before outreach
• Incorrect data mapping during imports

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Summary

WebToq Contacts centralizes all customer data, enabling detailed profiles, segmentation, activity tracking, and bulk management to support organized communication and effective CRM operations.

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