A contact is the main unit of work in Vixiees. It represents a person your sales team interacts with: a lead, prospect, or client.
Basic information
Each contact has the following personal data:
| Field | Description |
|---|---|
| First name | Contact's given name |
| Last name | First and second surname |
| Primary email address | |
| Phone | Primary phone number (international format) |
| Company | Contact's company name |
| Additional emails | List of alternative emails |
| Additional phones | List of alternative numbers |
Note: Every contact must have at least one email or phone number to be created.
Contact statuses
Pending attention
A contact is marked as "pending attention" when they have unanswered communications:
- Unanswered WhatsApp
- Missed call
- Unanswered email
When you contact the lead through any channel, it is automatically marked as attended.
Ignored
You can mark a contact as "ignored" when you no longer want to receive notifications about them. When ignoring a contact:
- All their pending tasks are deleted
- "Unanswered" statuses are cleared
Contact sources
Contacts can come from multiple channels:
| Source | Description |
|---|---|
| Manual | Created manually from the app |
| CSV | Imported from a CSV file |
| API | Created via API integration |
| Call | Created from an incoming call |
| Created from a WhatsApp conversation | |
| Created from a received email | |
| CRM | Synced from an external CRM |
| Web | Captured from a web form |
| Typeform | Typeform integration |
| Calendly | Calendly integration |
| Meta Ads | Captured from Meta ads |
| Bankflip | Bankflip integration |
Communication consents
Each contact has independent opt-in preferences:
Transactional communications
- Transactional WhatsApp - For follow-up and management messages (active by default)
- Transactional email - For service communications (active by default)
Marketing communications
- Marketing WhatsApp - For promotional campaigns (inactive by default)
- Marketing email - For newsletters and offers (inactive by default)
WhatsApp window
WhatsApp has a 24-hour window policy:
- When a contact sends a message, a 24-hour window opens
- During this window you can send free-form messages
- Outside the window, you can only send Meta-approved templates
Vixiees automatically calculates the remaining window time based on the last received message.
Relationship with Playbooks
Each contact can be assigned to a playbook and a stage within that playbook:
- The playbook defines the sales process the contact follows
- The stage indicates where in the process they currently are
- The system records how long they have been in the current stage
For more information on playbooks, see the article "03. Playbooks".
Custom attributes
In addition to standard fields, you can create custom attributes to store business-specific information:
- Text fields
- Numbers
- Dates
- Single selection
- Multiple selection
- Booleans (Yes/No)
Custom attributes are configured from Settings > Contact attributes.
CRM integration
Vixiees syncs contacts with the main CRMs:
- HubSpot - Bidirectional sync
- Pipedrive - Bidirectional sync
Each integration stores the contact's ID in the external CRM to maintain the sync.
For more information on HubSpot and Pipedrive sync, see articles "14. HubSpot Sync" and "15. Pipedrive Sync".
Related elements
A contact can have associated:
- Opportunities (Deals) - Active negotiations
- Meetings - Scheduled appointments
- Tasks - Pending actions
- Calls - Call history
- Emails - Sent and received emails
- WhatsApp messages - Conversation history
- Comments - Internal team notes
- Documents - Attached files
External reference
You can link the contact to an external system using:
- External reference ID - Unique identifier in your system
- External reference URL - Direct link to the external record
This is useful for custom integrations or for linking to your own systems.
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