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Contacts are the people your team communicates with on WhatsApp. Every conversation is linked to a contact record.

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How contacts are created

Contacts are created in two ways:
  • Automatically — when an unknown number sends a message to your WhatsApp number, WapNotify creates a contact using their phone number. You can fill in the rest of the details later.
  • Manually — click New contact in the Contacts section and fill in the details directly.
  • Via CSV import — upload a spreadsheet of contacts at once. See import contacts.

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Contact fields

Each contact record has the following fields:
FieldNotes
NameDisplay name shown in the inbox
PhoneWhatsApp-registered mobile number. Must be unique per workspace.
EmailOptional
CompanyOptional
CityOptional
TagsColor-coded labels for categorizing contacts. See tags and lists.
NotesFree-text notes about the contact (visible to all agents)
Assigned toAgent responsible for this contact
GSTINGST identification number — used in invoice PDFs for quotations
Billing addressUsed in quotation and sales order PDFs
State name / State codeFor GST compliance on invoices
Custom fieldsAny additional fields your Admin has defined. See custom fields.

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Soft delete

Deleting a contact soft-deletes it — the record is hidden from the contact list but the conversation history is preserved. If the deleted contact messages your number again, WapNotify automatically restores their record.

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Contact and conversation relationship

A contact can have multiple conversations over time. The Contacts profile page shows all their past conversations, notes, custom field values, and associated leads or quotations in one place. Opening a conversation from the contact profile takes you directly to that WhatsApp thread.