Contacts overview
List, search and filter patient records on the Contacts screen and split them into segments with smart lists.
2 min read
Contacts is where every patient and prospect who reaches your clinic is stored. When a patient fills in a Facebook form, messages you on WhatsApp or is added by hand, a contact record is created here. Conversations, appointments, opportunities, notes and tasks are all linked to that record.
The Contacts screen
Click Contacts in the left menu.
- Smart lists — the tabs above the table are saved filters. All shows every contact; lists like New leads – UK show a specific segment. See Smart lists.
- Search and filters — use Quick search to find someone by name, phone or email; use More Filters to add conditions such as tag, country or date created.
- Contact table — each row is a contact. Click a name to open the contact detail page. Tick the boxes on the left to select several contacts for a bulk action.
- Import / Add Contact — import contacts from a file or add them one by one.
The ⋮ menu in the top-right corner holds Manage Smart Lists and Restore (recovering deleted contacts).
Top tabs
| Tab | What it's for |
|---|---|
| Smart Lists | The contact table and saved lists (the default screen). |
| Bulk Actions | History and status of imports, bulk tagging, bulk deletes and similar jobs. |
| Tasks | A shared list of tasks across all contacts. See Tasks and notes. |
Choosing columns
Use Columns to choose which fields appear in the table. Useful columns for medical tourism: Country, Treatment Interest, Preferred Language, Contact Owner and Tags. Clinic-specific fields must first be created under Custom fields; for a recommended set, see Recommended custom fields.
Tip
Always store phone numbers in international format (+44…, +49…). WhatsApp and SMS only reach correctly formatted numbers, and duplicate checks rely on it too.
Where do contacts come from?
- Lead ads (Facebook/Instagram Lead Forms): created automatically. See Facebook lead forms.
- Messages: anyone who writes for the first time on WhatsApp, Instagram, Messenger or live chat becomes a contact.
- Appointments: patients who book through your calendar link.
- Manual entry and imports: patients who phone or walk in, and your old spreadsheets.
A contact and an opportunity are different things: the contact is the patient, the opportunity is one treatment journey for that patient. The same patient can have several opportunities over the years (implants first, veneers later). See Opportunities overview.
Who sees which contacts?
Depending on their role, some team members may only see contacts assigned to them. See Restrict data access.
Related articles
Didn't solve your problem?
Ask the assistant or message our support team.