FaceBot Contacts Management gives your team one central place to manage the people your business communicates with. Instead of keeping customer records scattered across spreadsheets, messaging tools, and disconnected files, FaceBot keeps contact information structured and ready for use across campaigns, conversations, templates, and follow-up workflows.

Whether you are adding a single customer, importing a large prospect list, organizing audiences into groups, or reviewing a contact before follow-up, the Contacts workspace helps keep your data clean, searchable, and actionable.

What is FaceBot Contacts Management?

FaceBot Contacts Management is the built-in workspace for creating, editing, grouping, importing, exporting, and reviewing customer and lead records.

Each contact can include important information such as name, phone number, email address, consent preferences, status, custom properties, and group assignments. This gives sales and marketing teams a reliable contact database that can be reused throughout FaceBot.

  • Contact records: Store and maintain customer and lead information.
  • Groups and tags: Organize contacts into useful segments for targeting and operations.
  • Bulk import: Add large contact lists using CSV or Excel files.
  • Export: Download contact data when you need to review, audit, or move records.
  • Conversation context: Review recent message activity and access full chat history when available.

Why contact management matters

Customer data becomes less useful when it is incomplete, duplicated, difficult to search, or disconnected from the workflows your team actually uses.

FaceBot Contacts Management helps turn raw contact information into an organized operational resource.

  • Build cleaner audiences: Organize contacts into meaningful groups and segments.
  • Improve targeting: Select relevant audiences for campaigns and outreach.
  • Protect outreach quality: Maintain consent and suppression information before sending email communication.
  • Reduce duplicate records: Apply duplicate-handling rules during bulk imports.
  • Keep customer context together: Use the same contact records across conversations, campaigns, templates, and follow-up workflows.
  • Scale contact operations: Manage larger datasets through structured bulk import and export tools.

How FaceBot Contacts Management works

1. Create structured contact records

Contacts can be added manually whenever your team needs to create or update an individual customer record.

Each contact can contain core information such as:

  • First name
  • Last name
  • Phone number
  • Email address
  • Email marketing permission
  • Contact status
  • Custom properties
  • Group assignments

This creates a structured customer database rather than a collection of disconnected names and numbers.

2. Organize contacts with groups and tags

FaceBot allows contacts to be organized into groups so teams can quickly filter records and build more relevant audiences.

Groups appear inside the Contacts workspace with contact counts, making it easier to move between different customer segments.

FaceBot also supports predefined groups such as GLOBAL, LEADS, CLOSED, and RETURNING CUSTOMERS, while allowing teams to create custom groups for their own workflows.

This can be useful for organizing contacts by:

  • Lead stage
  • Customer type
  • Campaign source
  • Location
  • Business category
  • Returning customers
  • Internal sales segments

3. Import contacts in bulk

When you already have customer or prospect data in a spreadsheet, FaceBot can import it using CSV or Excel files.

The import workflow gives you control over how that data enters the system.

  • Upload a CSV or Excel file.
  • Map spreadsheet columns to FaceBot contact fields.
  • Preview mapped information before importing.
  • Select a duplicate-handling strategy.
  • Apply optional phone sanitization.
  • Assign imported contacts to a group.
  • Track import progress.
  • Review how many contacts were created, updated, skipped, or failed.

Imports run as background jobs, allowing FaceBot to process larger datasets while showing their current status.

4. Control duplicate handling

Duplicate contact records can make campaign targeting and customer follow-up unreliable. FaceBot allows you to decide how existing contacts should be handled during an import.

Available strategies include:

  • Merge: Combine incoming information with an existing contact record.
  • Skip: Keep the existing record and ignore the duplicate import entry.
  • Overwrite: Replace existing contact information with imported values.

This gives teams flexibility depending on whether they are importing new contacts, refreshing existing records, or consolidating multiple lists.

5. Maintain consent and outreach eligibility

FaceBot stores email marketing permission at the contact level, helping teams keep recipient eligibility connected to the customer record itself.

This is especially important when contacts are later used for email outreach or campaign workflows.

Keeping consent information accurate helps sales and marketing teams build cleaner audiences and avoid sending communication to contacts who should not receive it.

6. Add custom contact information

Not every business needs the same customer fields. FaceBot supports custom properties so teams can store additional business-specific information alongside standard contact details.

Custom properties can be useful for information such as:

  • City
  • Lead source
  • Account type
  • Service interest
  • Customer category
  • Internal qualification data

This allows contact records to reflect the information that matters to your own sales and marketing process.

7. Review conversation context from a contact

A customer record becomes more useful when your team can understand the communication behind it.

From a contact profile, team members can review recent conversation snippets and, when inbox access is available, open the full chat history.

This gives sales and customer-facing teams more context before sending a message or continuing a conversation.

8. Export contacts when needed

FaceBot also supports CSV export from the Contacts table.

This can be useful when your team needs to audit records, review data externally, maintain backups, or use contact information in another authorized business process.

How to use FaceBot Contacts Management

  1. Open Contacts: Select Contacts from the main FaceBot navigation.
  2. Choose a group or All Contacts: Use the group panel to focus on a specific contact segment or review your complete database.
  3. Add a contact manually: Enter the contact's core information, consent preference, group assignment, and any relevant custom properties.
  4. Import larger contact lists: Select the import option when uploading CSV or Excel data.
  5. Map your fields: Match your spreadsheet columns with the correct FaceBot contact fields.
  6. Preview the import: Review mapped information before processing the file.
  7. Choose duplicate handling: Select Merge, Skip, or Overwrite depending on how existing records should be treated.
  8. Apply phone sanitization if required: Use the available cleanup option to standardize imported phone data.
  9. Assign an import group: Organize newly imported contacts into the correct audience or operational segment.
  10. Monitor import progress: Review queued, processing, completed, or failed import states and result totals.
  11. Search and sort contacts: Find records by customer information, status, or activity.
  12. Open individual profiles: Update details, consent, custom properties, or conversation context.
  13. Export records when required: Download contact information as CSV from the Contacts workspace.

Contact information and settings available

  • Core information: First name, last name, phone number, and email address.
  • Contact status: Lifecycle state such as active, inactive, or blocked.
  • Email marketing permission: Contact-level consent information for email outreach.
  • Custom properties: Additional business-specific fields attached to contact records.
  • Groups: Predefined and custom segments used for organization and audience selection.
  • Last activity: Recent activity information that gives teams operational context.
  • Import controls: Field mapping, duplicate strategy, phone sanitization, preview, and group assignment.

Example: importing and activating a new lead list

Imagine your sales team collects a list of prospects after an event.

The sales manager uploads the file into FaceBot, maps the spreadsheet columns to the correct contact fields, reviews the preview, and selects Merge so useful information already stored in FaceBot is preserved.

The new contacts are assigned to a dedicated event group during the import.

Once processing is complete, the team can open that group inside Contacts, review the imported records, check individual customer details, and use the same organized audience in relevant campaign workflows.

Before following up with an individual prospect, a sales representative can open the contact profile and review recent messaging context instead of starting the conversation without background information.

The result is a workflow where contact data moves directly from import to organization, targeting, and follow-up without needing to be rebuilt in separate tools.

How contact data connects with other FaceBot features

Contacts Management acts as a foundation for several other FaceBot workflows.

Campaigns

Contact groups and filters can be used to build audiences for campaign communication.

Templates

Contact information can provide the fields used when mapping template variables for personalized communication.

AI Chats / Live Inbox

Team members can move from a contact profile into available conversation history for additional customer context.

Find Businesses

Businesses discovered through FaceBot can be saved into Contacts while applying group and duplicate-handling rules.

Email Marketing

Email consent information stored on contact records helps determine whether contacts are eligible for email outreach.

Plan and contact limits

Contact features in FaceBot are package-aware. Available capabilities and limits can depend on the active FaceBot plan.

This can include factors such as:

  • Maximum contact capacity
  • Import row limits
  • Access to specific contact operations

When a plan does not include a capability or a configured limit has been reached, FaceBot provides access or limit feedback through the interface and API.

Contact deletion remains available as a recovery option so teams can remove unnecessary records and free contact capacity when required.

Best practices for managing contacts in FaceBot

  • Keep group names consistent: Use a clear naming system so audience selection remains easy as your database grows.
  • Clean spreadsheet data before importing: Standardized columns reduce mapping errors and improve import quality.
  • Choose the right duplicate policy: Use Merge, Skip, or Overwrite based on whether you are adding new data or updating existing records.
  • Check phone fields carefully: Phone information is important for contact identity, deduplication, and WhatsApp-related workflows.
  • Maintain accurate consent settings: Review email marketing permission before using contacts for email outreach.
  • Use custom properties deliberately: Store information that supports useful segmentation rather than adding unnecessary fields.
  • Keep groups meaningful: Avoid creating too many overlapping groups that make audience management difficult.
  • Review inactive or outdated contacts: Periodically clean your database so available contact capacity is used effectively.

Frequently asked questions

Can I import Excel files into FaceBot?

Yes. FaceBot supports both CSV and Excel contact imports. Uploaded data then moves through the same field-mapping and import workflow.

How does FaceBot handle duplicate contacts?

During import, you can choose between Merge, Skip, and Overwrite strategies depending on how existing records should be handled.

Can I organize contacts into different groups?

Yes. FaceBot supports predefined and custom contact groups that can be used for filtering, operational organization, and audience selection.

Can I add custom information to a contact?

Yes. Custom properties allow teams to store additional business-specific information alongside standard contact fields.

Can contacts be exported?

Yes. Contact records can be exported as CSV from the Contacts workspace.

Can I see previous conversations from a contact profile?

Contact profiles can display recent conversation context and provide access to full chat history when the relevant inbox permissions are available.

Does FaceBot track email marketing consent?

Yes. Email marketing permission can be stored at the contact level and used as part of recipient eligibility for email outreach.

What happens if my contact limit is reached?

FaceBot enforces package-based contact limits and provides limit feedback when applicable. Teams can remove unnecessary contacts to recover available capacity.

Build a cleaner contact database with FaceBot

Contacts Management is more than a digital address book. It provides the structured customer data that powers segmentation, messaging, campaign targeting, conversation context, and follow-up across FaceBot.

By keeping records organized, consent-aware, and connected to the workflows your team already uses, FaceBot helps turn contact data into something your sales and marketing teams can actively work with.

Related FaceBot features

  • Campaign Audience Selection
  • AI Chats / Live Inbox
  • Find Businesses
  • Template Variable Mapping
  • Email Marketing
  • Smart CRM