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Contacts Flow Guide - Voicing AI

Table of Contents​

  1. Overview
  2. Contact Management Methods
  3. Creating Contacts Manually
  4. Importing Contacts via CSV File
  5. Connecting a CRM System
  6. Managing Existing Contact Lists
  7. Best Practices
  8. Getting Started

Overview​

The Contacts module in Voicing AI allows you to manage the people or customers your AI assistant will engage with during outbound campaigns. This is where you add, import, or sync contact information to ensure your calls are delivered to the right audience with the right personalization.

[Contacts Interface Overview Screenshot - Replace with actual image]

There are three ways to manage contacts in Voicing AI:

  1. Create them manually - Quick addition of individual contacts
  2. Import them via CSV file - Bulk upload for large contact lists
  3. Connect a CRM platform - Automatic synchronization from external systems

This guide explains each option in detail so you can choose the method that best fits your workflow.

Contact Management Methods​

Method Comparison​

MethodBest ForUse Case
Manual CreationTesting, demos, small batches1-10 contacts
CSV ImportLarge-scale campaigns10+ contacts
CRM IntegrationOngoing campaigns with dynamic dataEnterprise workflows

Creating Contacts Manually​

The Create option is useful when you want to quickly add one or a few contacts manually, without using a spreadsheet or external tool. It is typically used for testing, demos, or small batches of contacts.

[Manual Contact Creation Interface Screenshot - Replace with actual image]

Steps to Create Contacts Manually​

  1. Click the Create button
  2. A popup will open titled "Create a contact"
  3. Enter a Contact Name (this is the label for the list)
  4. Add Key-Value pairs for each data field:
    • Key: The type of data (e.g., first_name, phone, account_id)
    • Value: The actual value for that contact (e.g., Amit, 9876543210, 12345)
  5. Click + Add Keys if you need to add more fields
  6. Press Save to create the contact list

When to Use Manual Creation​

This method is ideal when you want to:

  • Run a quick test
  • Configure one-off records
  • Demo the system
  • Add a small number of contacts without uploading a file

Importing Contacts via CSV File​

If you need to upload a large set of contacts, the Import option lets you do this efficiently using a CSV file. This is best suited for running real outbound campaigns at scale.

[CSV Import Interface Screenshot - Replace with actual image]

Steps to Import Contacts via CSV​

  1. Start the Import Process

    • Click the Import button
    • A popup will appear titled "Import file csv"

  2. Name Your Contact List

    • Fill in the "Contact Name" field
    • Use descriptive names like "RenewalClients_March" or "PromoCalls_April2025"

  3. Upload Your File

    • Drag and drop your CSV file into the upload area, OR
    • Click "Choose file from computer" to browse and select your file manually
    • File size limit: Up to 10MB

  4. Complete the Import

    • Click the Upload button to process the file
    • The contact list will appear in the left-hand panel with other lists

CSV File Requirements​

Important: Ensure your CSV file is formatted correctly:

  • Include a header row with field names such as:

    • first_name
    • phone
    • email
    • city
    • Any other custom fields you wish to use during calls

  • Download the sample template by clicking the "Click here" link in the popup for reference

CSV Formatting Best Practices​

  • Use consistent field names across all rows
  • Include country codes for international phone numbers
  • Ensure all required fields are populated
  • Avoid special characters in field names
  • Use standard date formats (YYYY-MM-DD)

Connecting a CRM System​

For teams using platforms like Salesforce, HubSpot, or Google Sheets to manage customer data, the CRM option provides seamless contact synchronization.

[CRM Connection Interface Screenshot - Replace with actual image]

Supported CRM Platforms​

  • Salesforce
  • HubSpot
  • Google Sheets

Steps to Connect Your CRM​

  1. Initiate Connection

    • Click the CRM button
    • A connection window will open

  2. Choose Your Provider

    • Select your CRM provider from the available options
    • Sign in with your CRM credentials

  3. Authorize Access

    • Grant Voicing AI permission to access your contacts
    • Complete the authorization process

  4. Sync Contacts

    • The platform will automatically sync your contacts
    • Contacts will appear directly in your Voicing AI account

Benefits of CRM Integration​

  • Real-time synchronization - Contacts stay up-to-date automatically
  • No manual uploads - Eliminates the need for CSV imports
  • Scalable solution - Ideal for larger teams and businesses
  • Data consistency - Single source of truth for customer information

When to Use CRM Integration​

This option is perfect for:

  • Larger teams managing extensive contact databases
  • Businesses with existing CRM workflows
  • Organizations requiring real-time data synchronization
  • Teams that want to eliminate manual data management

Managing Existing Contact Lists​

All contact lists you create or import are displayed on the left panel of the Contacts page. This centralized view helps you organize and access your contact data efficiently.

Contact List Display​

Each contact list entry shows:

  • List name - The identifier you assigned
  • Creation date - When the list was added
  • Record count - Number of contacts in the list

Working with Contact Lists​

  • View Records: Click on any contact list to see the individual records
  • Use in Campaigns: Select lists when launching outbound campaigns
  • Organize Data: Keep campaign targets organized and avoid duplication
  • Easy Selection: Quickly find and select the right audience for each campaign

Contact List Organization​

Having access to all your contact lists in one place helps you:

  • Organize campaign targets effectively
  • Avoid duplication across campaigns
  • Easily select the right audience when launching campaigns
  • Track and manage multiple contact sources

Best Practices​

Contact List Naming​

Use clear and consistent naming conventions for your contact lists:

Recommended Formats:

  • PolicyRenewal_March
  • Feedback_Survey2025
  • NewCustomers_Q1
  • RetentionCalls_April

Benefits:

  • Easy identification of list purpose
  • Clear time frame indication
  • Improved organization and searchability

CSV Import Guidelines​

  1. Use the Sample Template

    • Always reference the provided sample template
    • Prevents formatting errors
    • Ensures compatibility with the system

  2. Phone Number Formatting

    • Include country codes for international calling
    • Use consistent formatting across all numbers
    • Example: +1234567890 for US numbers

  3. Data Field Consistency

    • Keep key names consistent across all entries
    • Choose one format and stick with it
    • Good: Always use phone
    • Bad: Mix phone and PhoneNumber

Data Quality Standards​

  1. Required Fields

    • Ensure all mandatory fields are populated
    • Validate phone numbers before import
    • Check email addresses for proper formatting

  2. Custom Fields

    • Use descriptive field names
    • Maintain consistency across lists
    • Document custom field purposes

  3. Data Validation

    • Review imported data for accuracy
    • Test with small batches before large imports
    • Verify contact information is current

Campaign Planning​

  1. Audience Segmentation

    • Create separate lists for different campaign types
    • Segment by demographics, behavior, or preferences
    • Use targeted messaging for each segment

  2. List Management

    • Regular cleanup of outdated contacts
    • Remove duplicates across lists
    • Update contact information as needed

  3. Compliance Considerations

    • Ensure consent for outbound calling
    • Respect do-not-call preferences
    • Maintain opt-out records

Getting Started​

Ready to manage your contacts? Follow these steps:

Quick Start Checklist​

  1. Choose Your Method

    • Manual creation for testing
    • CSV import for bulk uploads
    • CRM integration for ongoing synchronization

  2. Prepare Your Data

    • Format contact information properly
    • Use consistent field naming
    • Include all required information

  3. Create Your First List

    • Start with a small test list
    • Verify data accuracy
    • Test with your AI assistant

  4. Scale Your Operations

    • Expand to larger contact lists
    • Implement CRM integration if needed
    • Establish regular data maintenance routines

Next Steps​

After setting up your contacts:

  • Configure your AI assistant prompts
  • Create targeted outbound campaigns
  • Monitor campaign performance and results
  • Refine your contact data based on insights

For additional support with contact management or advanced configuration options, please refer to our comprehensive documentation or contact our support team.

Last updated: [04/12/2025]
Version: 1.0