Contacts

Contacts is your customer list. Every enquiry from WhatsApp, Meta ads, IndiaMART, Justdial or your website creates a contact on its own, and your team can add more by hand or import them from Excel. One contact can have many records, for example a rooftop installation this year and an AMC renewal next year.

1. Tabs: switch between All Contacts, Lists and Segments.
2. Search: find a contact by name, phone or email. Press / to jump to the search box.
3. Import: bring in contacts from an Excel sheet.
4. New Contact: add one contact by hand.
5. Columns: choose which columns you see. Your choice is saved for you.

Tip

The phone number is how Setaflow knows who’s who. When a new enquiry arrives from a number you already have, it’s added to that contact instead of creating a second one.

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The three tabs

Tab	What it holds	Use it to…
All Contacts	Every contact in your business	Find, add, import, edit, tag and merge customers
Lists	Groups you pick by hand	Keep a fixed group, such as Diwali offer 2026 or Solar expo visitors
Segments	Groups that fill themselves from filters	Keep a live group, such as AMC customers in Chennai, that updates on its own

Lists and segments are how you choose who receives a campaign. See Lists and Segments.

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What each column shows

Column	What it shows
Name	The contact’s name. Click the arrows to sort.
Opt-in	Whether the contact agreed to WhatsApp messages: Yes, Partial or No.
Status	Active, or Blocked if your team blocked the contact.
Source	Where the contact first came from, such as Manual, WhatsApp or IndiaMART.
Mobile Number	The phone number, with the country code.
Lists	The lists this contact belongs to.
Chat	Opens this contact’s conversation in the Inbox.

Email and Tags are hidden at first. Turn them on from Columns.

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Act on one contact

Click the ⋮ menu at the end of a row.

• Client Record opens everything about this customer: lead details, records, documents, payments and notes. See Client record.
• Edit opens the contact form.
• Delete removes the contact.

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Act on many contacts at once

Tick the box at the start of two or more rows. A bar appears above the list.

• Export downloads the selected contacts.
• Add to new list creates a list from the selected contacts.
• Merge combines duplicates into one contact. Choose the one to keep; its empty fields are filled from the others.
• Delete removes them.

The ⋮ menu next to New Contact has Merge duplicates, which finds contacts that share a phone number (in any format) or an email address, and Export, which downloads the whole list.

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Good to know

• Buttons depend on your role. Staff who can’t edit or delete contacts don’t see the tick boxes or the Delete action. See Roles and access.
• Lists and Segments depend on your plan. If you don’t see those tabs, your plan doesn’t include them.
• The temperature filter (Any temperature) narrows the list to Hot, Warm or Cold leads.

What’s next?

• Add a contact
• Import contacts from Excel
• Create a segment