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Add and Manage your Contacts in Agent and Admin App

Nivya U
  • Updated

In this Article:

Admin App

Agent App

Let's learn how to add Contacts, create a group, and manage them. 

Filters in Contacts

  • Location Filter: Use the Location filter to view contacts for a specific practice location. Select All to view contacts across all practice locations.
  • Tags Filter: Use the Tags filter to quickly find contacts by tag. Select All to display all contacts.

To create or manage tags, refer to Creating & Managing Tags for Contacts.

  • Status Filter: Use the Status filter to view Active, Inactive, or Blocked contacts, or select All to view every contact.

Adding Contacts

1. Navigate to the Contacts section from the left navigation pane of the admin app.

There are two ways to add contacts in the VoiceStack Admin App.

Option 1: Create a Contact Manually

1. Click + Create.

2. In the Create Contact window, enter the following details:

  • First Name (*mandatory): Enter the contact’s first name.
  • Middle Name: Enter the contact's middle name.
  • Last Name: Enter the contact’s last name.
  • Gender: Select the contact's gender from the dropdown.
  • Date of Birth: Provide the contact's date of birth
  • Primary Phone Number (*mandatory):
    • Select number type (Choose from Work, Mobile, Home, Fax, and Other).
    • Select the country code from the dropdown list.
    • Enter the Phone Number.
    • Add secondary phone numbers if required by clicking +Add Number.
  • Primary Email Address (*mandatory): Enter the contact's email address.
    • Add secondary email addresses by clicking +Add Email Address.
  • Location (*mandatory): Choose a location from the dropdown.
  • Tags: Add required tags from the dropdown. You can also create new tags from here.

3. Click Create.

Tip💡: You can create a new tag directly from the Tags field. Enter the tag name, then select Create Tag "<Tag Name>" from the drop-down list.

Option 2: Import Contacts

1. Click Import Contacts. 

2. The following dialog box will appear. Drag and drop the file or select from your device to import as an .xls or .xlsx file.

Note📌: The contacts in the file should not exceed 1000.

3. Ensure the file follows the required format (.xls or .xlsx). Download the sample file to make sure that the contact data you upload is in the right format.

4. Once you have added all your contacts to the Excel sheet, drag and drop or select the file from your device.

5. Click Import.

Update a Contact

1. In the Actions column, click the three-dot menu next to the contact you want to update. 

2. Click Edit contact.

3. In the Edit Contact dialog box, make the necessary changes.

4. Click Update.

Note📌: For contacts synced from your PMS, fields managed by the PMS are read-only and cannot be edited from VoiceStack.

Block a Contact

1. In the Actions column, click the three-dot menu next to the contact you want to block. 

2. Click Block.

3. In the Block Contact dialog box, select a reason for blocking the contact from the Reason drop-down list.

4. In the Add note field, enter any relevant details about blocking the contact.

5. Click Block Contact.

Note📌: Once a contact is blocked, you can view it by selecting Blocked from the Status filter.

Deactivate a Contact

1. In the Actions column, click the three-dot menu next to the contact you want to update. 

2. Click Deactivate.

3. A warning message appears asking you to confirm the deactivation. Click Deactivate to proceed.

Note 📌: Once a contact is deactivated, it is no longer active on the Contacts page and cannot be reactivated. To restore a deactivated contact, contact your administrator.
Note📌: To view deactivated contacts, select Inactive from the Status filter.

Create Tag

You can use tags to organize and categorize contacts based on shared characteristics. For example, Patient, Insurance, Front Desk, and Staff. You can create a new tag while creating a contact or editing an existing one.

1. To create a tag, enter the tag name in the Tags field. For example, New Appointment.

2. When the Create Tag "New Appointment" appears in the drop-down list, select it or press Enter. The new tag is added to the contact and saved for future use, so you can select it from the list without creating it again.

Manage Contacts in Agent Application

Let’s learn how to add and manage contacts and groups in the Agent App.

Filters in Contacts

  • Location Filter: Use the Location filter to view contacts for a specific practice location. Select All to view contacts across all practice locations.
  • Tags Filter: Use the Tags filter to quickly find contacts by tag. Select All to display all contacts.
  • Status Filter: Use the Status filter to view Active, Inactive, or Blocked contacts, or select All to view every contact.

Create a Contact

1. On the Agent App, select Contacts from the left navigation pane.

2. Click + Create.

3. In the Create Contact window, enter the following details:

  • First Name (*mandatory): Enter the contact’s first name.
  • Middle Name: Enter the contact's middle name.
  • Last Name: Enter the contact’s last name.
  • Gender: Select the contact's gender from the dropdown.
  • Date of Birth: Provide the contact's date of birth
  • Primary Phone Number (*mandatory):
    • Select number type (Choose from Work, Mobile, Home, Fax, and Other).
    • Select the country code from the dropdown list.
    • Enter the Phone Number.
    • Add secondary phone numbers if required by clicking +Add Number.
  • Primary Email Address (*mandatory): Enter the contact's email address.
    • Add secondary email addresses by clicking +Add Email Address.
  • Location (*mandatory): Choose a location from the dropdown.
  • Tags: Add required tags from the dropdown. You can also create new tags from here.
  • Click Create.

Update a Contact

1. In the Actions column, click the three-dot menu next to the contact you want to update.

2. Click Edit contact.

3. In the Edit Contact dialog box, make the necessary changes.

4. Click Update.

Note📌: For contacts synced from your PMS, fields managed by the PMS are read-only and cannot be edited from VoiceStack.

Call or Message a Contact

  • You can quickly call or send a message to a contact directly from the Contacts page.

Block a Contact

1. In the Actions column, click the three-dot menu next to the contact you want to block. 

2. Click Block.

3. In the Block Contact dialog box, select a reason for blocking the contact from the Reason drop-down list.

4. In the Add note field, enter any relevant details about blocking the contact.

5. Click Block Contact.

Note📌:

  • Once a contact is blocked, you can view it by selecting Blocked from the Status filter.
  • Blocked contacts will not be able to interact through the system until they are unblocked.

Deactivate a Contact

1. In the Actions column, click the three-dot menu next to the contact you want to update.

2. Click Deactivate.

3. A warning message appears asking you to confirm the deactivation. Click Deactivate to proceed.

Note 📌: Once a contact is deactivated, it is no longer active on the Contacts page and cannot be reactivated. To restore a deactivated contact, contact your administrator.

Create Tag

You can use tags to organize and categorize contacts based on shared characteristics. For example, Patient, Insurance, Front Desk, and Staff. You can create a new tag while creating a contact or editing an existing one.

1. To create a tag, enter the tag name in the Tags field. For example, New Appointment.

2. When the Create Tag "New Appointment" appears in the drop-down list, select it or press Enter. The new tag is added to the contact and saved for future use, so you can select it from the list without creating it again.

Support / Contact

Need further help? Contact support@voicestack.com  or call 407-833-6436.

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