Contacts, notes & profiles

What the tour covers, step by step

Your own address book, private notes on every chat, a file per customer and tabs above the chat list.

1. 01

   Your address book inside the extension

   Contacts is InboxCRM's own list of people — separate from the contacts saved on your phone. Campaigns, schedules and notes all pick from it.

   Read the narration

   Let's start with Contacts. This is InboxCRM's own address book — a list that lives inside the extension, on this computer. It is separate from the contacts saved on your phone, and that's on purpose: it only holds the people you actually do business with. Campaigns, scheduled messages, notes and the pipeline all pick people from this list, so it's worth keeping tidy.

2. 02

   Fill it in one click

   Sync from WhatsApp pulls names and numbers from the WhatsApp Web tab you have open. You can also Add contact by hand or import a CSV (id,name).

   Read the narration

   You don't have to type anyone in. With WhatsApp Web open in another tab, press Sync from WhatsApp and the extension pulls every saved contact's name and number — here it found 512 people, 38 of them new or changed. If someone isn't in your phone yet, Add contact takes a phone number with the country code and a display name. And if you already keep a spreadsheet, import it as a CSV with two columns: id and name.

3. 03

   What a contact row tells you

   Click the name to rename it. The pills show how many private notes you have and whether a CRM profile exists. Open chat jumps to WhatsApp.

   Read the narration

   Each row is one person. Click the name to rename it — it saves by itself. The little pills are the useful part: how many private notes you've written about this person, and whether you've created a CRM profile for them. The arrow opens their chat in WhatsApp Web, and the bin removes them from your address book only — nothing happens to the real WhatsApp contact.

4. 04

   A small file on each customer

   Contact profiles hold email, company, job title, lead source, city, birthday, language, products of interest — everything you know about them.

   Read the narration

   Now the Contact profiles page. Think of it as a small file on each customer: email, company, job title, where the lead came from, city, birthday, language, and the products they're interested in. Fill in what you know and press Save. The date of birth is special — when birthday reminders are switched on in Notifications, you'll get a nudge on the day.

5. 05

   Deal value feeds the Funnel

   Deal value lines are description + amount. Their total appears on this person's CRM card and adds up in the Funnel dashboard's revenue.

   Read the narration

   This block is the one that connects to money. Deal value lines are simple: a description and an amount — here a twelve-month licence and a setup fee, four thousand eight hundred in total. That total shows on Maria's card in the CRM pipeline, and the Funnel dashboard adds every card's value together to tell you how much each stage is worth. So if you want real revenue numbers, this is where they come from.

6. 06

   Private notes, right next to the chat

   In WhatsApp Web, the chat-tools panel has a Notes tab for the open chat. Type, Save note — only you see it. Right-click a chat → Add note… works too.

   Read the narration

   Notes are where you remember things about people. The fastest place to write one is inside WhatsApp Web: open the chat, open the chat-tools panel and pick the Notes tab. Type something — watch it appear — and press Save note. It needs at least three characters. These notes are completely private: the customer never sees them, and they never leave your computer. You can also right-click a chat in the list and choose Add note, or use the profile sidebar on the right edge.

7. 07

   All your notes in one place

   The Contact notes page lists every note with a contact filter on the left and search on the right. Notes can carry an image. Export JSON backs them up.

   Read the narration

   When you want the full picture, open the Contact notes page. Every note you've ever written is here — filter by person on the left, or search the text on the right. Notes can carry an image too, like a photo of a receipt. Export JSON gives you a file of everything, and the Backup and restore page includes notes as well.

8. 08

   User tabs above the chat list

   Create buckets like VIP or Answer later and a filter strip appears above WhatsApp's chat list. Pick a tab and only its chats stay visible.

   Read the narration

   Back in WhatsApp Web, look above the chat list: that strip is your user tabs. They're buckets you invent — VIP, Answer later, Wholesale — anything that helps you sort. Pick a tab and the list shrinks to only the chats in it; press All to see everything again. Small chips on each chat row also show the pipeline stage, a note count and up to three WhatsApp labels, so a glance tells you who's who.

9. 09

   Manage tabs on their page

   The User tabs (Kanban) page creates tabs and adds chats: + Add chat, move a chip to another tab, Tag, Show/Hide, reorder or Delete.

   Read the narration

   Tabs are managed on the User tabs page. Name a new bucket and press Create, then use plus Add chat to drop people in — search your contacts or type a phone number. Hover a chip to move it to another tab, or click the cross to remove it. In the footer: move the tab up or down in the strip, give it a routing Tag that webhooks and CRM events can use, hide it from the strip without deleting it, or delete it altogether.

10. 10

    Know your customers

    Sync your contacts, write one note on your next chat and add a deal value for your top three customers — the Funnel will thank you.

    Read the narration

    That's contacts, notes and profiles. A good first move: open Contacts and press Sync from WhatsApp. Then, on your very next conversation, write one private note — it takes ten seconds and future you will be grateful. And if you sell, add a deal value to your three most important customers so the Funnel has real numbers to show.