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Contacts

Contacts are your business address book. They’re shared with your whole team, so everyone sees the same name for the same customer, whichever number they called.

What a contact holds

Section titled “What a contact holds”
  • Name and company
  • A photo
  • Phone numbers, each with a label such as Mobile or Office
  • Email addresses
  • Addresses, such as a billing address and a service address
  • Notes

A contact can have up to 10 phone numbers, 10 email addresses and 10 addresses. Everyone in your business can see these details, so keep private conversation details out of the notes.

Who can add and edit contacts

Section titled “Who can add and edit contacts”

Admins can create and edit contacts. Members can see every contact but can’t edit them, and anyone who can see a call can accept a name SimpleVox suggests from it (see below). If a member opens a number that isn’t saved yet, the app asks them to get someone who can edit contacts to save it.

To add a contact, open Contacts in the sidebar and choose New contact. Or open a conversation with an unsaved number, choose the contact icon, then Create new contact or add the number to an existing contact.

Add a photo

Section titled “Add a photo”

A photo helps your team spot a customer at a glance. It shows in Contacts, in the conversation list and header, next to their texts and in call history. Contacts without one show their initials.

  1. Open the contact in Contacts, or open the contact panel from a conversation. A new contact needs to be saved first.
  2. Choose the circle next to their name (Upload photo).
  3. Pick a JPG, PNG or WebP image, up to 2 MB and 4096 × 4096 pixels.
  4. In Crop your photo, drag to reposition and use the slider to zoom, then choose Save photo.

To change it later, choose the photo, then Upload new photo or Remove photo. Like other contact details, the photo is shared with your whole business, and admins add and change it.

Linked to your calls and texts

Section titled “Linked to your calls and texts”

Every call and text from a known number is linked to a contact from the start.

  • If the number is saved on a contact, the call or text goes with that contact.
  • If it isn’t saved yet, SimpleVox keeps the history with the number. When you save a contact with that number, the earlier calls and texts move onto the contact, including ones on other numbers.
  • If you remove a number from a contact, earlier history stays where it is.

Sometimes more than one contact has the same number, like two people at the same company. SimpleVox links new calls and texts to the contact who was most recently active. If that’s the wrong person, use the name in the conversation header to choose who the conversation was with, or choose who was on a single call in its Call details. Your choice becomes the default for that number.

Contact history

Section titled “Contact history”

Open a contact to see their History across every number you have access to: calls and texts, newest first, with Open conversation to jump into the full thread. Use the phone and text icons next to their numbers to call or text them. It’s the quickest way to answer “what’s going on with this customer?” before you call back.

Contacts: the shared directory, with one contact open showing numbers, notes and history

Suggested names and details

Section titled “Suggested names and details”

Callers often say who they are. “Hi, this is Mary from Example Property Management.” SimpleVox can pick up details like that from a call and suggest them. Nothing is added to a contact until a person accepts it.

A new caller's name from their voicemail, then a saved customer's new address from a call. Each is saved only when someone accepts it.

For a number you haven’t saved, SimpleVox can suggest a name the caller gave. It shows as Maybe: Mary in the inbox and conversation header. Choose it to see where it was heard, then:

  • Create contact saves the name with that number. Anyone who can see the call can do this.
  • Edit details first or Add to existing contact, for people who can edit contacts.
  • Not now dismisses it.

For a saved contact, SimpleVox can suggest other details, such as a company, email address, address or a note. They appear under Suggested contact details in the call’s Call details. Choose Show source to see the words they came from, correct the value if needed, then Save to contact or Dismiss. Saving these needs someone who can edit contacts.

Suggestions only appear to people who can access the call they came from. Once you accept one, it becomes part of the shared contact, but the call itself stays private to the people who have that number.

What’s shared and what isn’t

Section titled “What’s shared and what isn’t”

This keeps everyone recognizing customers without opening up every conversation to every person.

Contacts and AI tools

Section titled “Contacts and AI tools”

Your AI tool can look up contacts and read their history for the numbers you can see. If you ask about “Mary” and there are two, it should ask you which one you mean. If you gave the connection the Create and edit contacts permission, it can also add contacts and update their details, as long as you can edit contacts yourself. See AI tools. Developers can read contacts through the API.