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Contacts and saved lists for WhatsApp customers
Everyone who messages you, books, or comes in from a spreadsheet becomes one contact, with tags, notes, custom fields and deals. Build a saved list from anything RaabtaHQ knows about them, then send it a broadcast or hand it to the AI.
- Duplicates caught by phone number
- Lists in plain English
- Your customer history stays in your account
One request, start to finish
A spreadsheet of walk-ins becomes a list you can message
- 1
Import a CSV A phone column is all it needs, and new tags are created as you go.
- 2
One record per number Duplicates are caught by phone number, however the contact arrives.
- 3
Filter on anything Tags, fields, chats, deals and replies to past campaigns.
- 4
Save it, then use it Send a broadcast or give the list to an AI trigger.
01: ONE LIST
One record for each customer, however they arrived
When customers live in three phones and a notebook, the same person is saved four times and nobody knows which record is right. In RaabtaHQ, everyone who messages, books on your page, is typed in by your team or comes from a spreadsheet lands in one contact list.
The list shows name, phone, email, company, tags and the date they were added, 25 to a page with an exact total. Search runs across name, phone and email. Filter by tags with chips you can remove one by one, and it stays accurate on tags that cover thousands of contacts.
Duplicates blocked at the door
Typing a number that already exists is blocked, with a link to the existing contact. A near match, such as the same last 8 digits with a different leading zero, shows as a warning so a person can decide.
The same rule everywhere
A new chat, manual entry, CSV import and the AI all use the same duplicate check, so one number means one contact.
Bulk actions, one page at a time
Select rows to delete them, with a confirmation, or to add them to a saved list.
Clear about permissions
Read-only roles see buttons greyed out with the reason, rather than missing.
02: IMPORT
Bring your old customer list in one afternoon
Most businesses start with a spreadsheet: last year's walk-ins, an export from an old system, a list someone kept on a laptop. Upload it as a CSV with a phone column. Name, email, company and tags columns are optional.
Tags as you go
Tags can be separated by commas or semicolons. New ones are created for you, and the preview shows which tags are new before anything is saved.
Duplicates dropped, and counted
If a number appears twice in the file, the first row wins. Numbers already in your account are skipped as duplicates.
A result you can act on
You see how many were added, how many were skipped and which rows failed, with the reason for each row.
Contacts count towards your plan's contact limit.
03: THE CONTACT
Tags, notes, fields and deals on one page
Each contact page keeps what the business knows about that person in one place, so it doesn't leave with an employee. Details and a tag picker sit on the left. Notes, deals and custom fields sit in tabs on the right. The page also lists every saved list the contact belongs to.
Tags for the whole account
Colour-coded tags used for filtering, broadcast audiences and display across the app. Admins create, rename, recolour and delete them in Settings.
Custom fields that fit your trade
Admins add fields such as event date or preferred stylist, and they appear on every contact. Every one of them can be filtered on.
Lead tags, if you want them
With lead labelling on, contacts get Lead: Hot, Warm or Cold and Intent tags automatically.
Marketing status
Opted in or opted out, shown on the contact. Any agent can opt someone out. Only an admin can opt them back in.
Ask for a review
Request review sends your review link from the contact page.
04: SAVED LISTS
Build a list from anything RaabtaHQ knows
A saved list is a named group of contacts built from rules. Join rules with all or any, add a free-text search, and the live count updates as you go. Before you save, the rules are restated in plain English so you can check you asked for the right thing.
Contact rules
Name, phone, email or company (contains, does not contain, is exactly, is set, is empty), and date added.
Tags and fields
Tag is any of, has all of or is none of. Every custom field can be filtered.
Chats
Last message in or not in the last N days, never messaged, which channel they wrote on, and conversation status.
Deals
Has an open, won or lost deal, has no deals, deal stage, and deal value at least, at most or between.
Campaigns
Received, read, replied to, failed, never received or never replied to, for chosen campaigns and a time window. Leave the campaign empty to mean any broadcast, which suits a suppression list.
A list is a snapshot. Someone who matches tomorrow does not join on their own, so you can always answer who a campaign went to. The rules are saved with the list, so you can top it up on purpose. Lists work at size: a filter matching 40,000 contacts gives a list of 40,000.
This is where a CRM starts paying for itself. The question you used to answer by scrolling through WhatsApp, such as which bridal clients from last spring never booked a trial, becomes four rules and a number.
View, rename or delete lists. Deleting a list never deletes contacts, and deleting a contact removes it from every list. Adding contacts already on a list skips them and says how many were already there.
05a: PUT IT TO WORK
Send it a campaign or give it to the AI
From a saved list you can send a WhatsApp broadcast with the list already picked, or point an AI trigger at it so the assistant works through every contact, one run per person, from one brief. People who opted out are left out of both.
Win-back lists
Tagged customers who haven't messaged in 90 days.
Suppression lists
Everyone who received any broadcast in the last week, to leave out of the next one.
Deal lists
Everyone with an open deal over a value, for a follow-up trigger.
05b: PRIVACY AND LIMITS
Private numbers keep their contacts private
Contacts are shared with the team by default. Contacts who arrive on a team member's private WhatsApp number are private to that person and your admins. If the number already exists as a shared contact, it stays shared.
A list's count is always the true total. If some of those contacts belong to a colleague's private number, they are counted but not listed to you, and the difference is labelled.
The honest part
What it won't do
Merge an Instagram contact with a WhatsApp contact
Meta gives no phone or email for Instagram and Messenger senders, so there is nothing reliable to match on. The same person on both is two contacts, and there is no merge.
Match website chat visitors by guesswork
A website chat visitor is a separate contact unless they arrive with a phone number.
Accept a known phone number on an Instagram contact
Typing it in is rejected as a duplicate.
Update a list by itself
Lists are snapshots. Top them up with the saved rules when you want new matches.
Select every contact across pages
Bulk selection works one page at a time.
Import without a phone column
The CSV needs one.
Works with
This page
Contacts and saved lists
- Contacts and saved lists
- Shared inboxtags, notes and deals beside the chat
- WhatsApp broadcastssend to a list, tag or field
- AI that works on its ownruns on a saved list
- Pipelinesfilter by deal stage and value
- Lead classificationLead and Intent tags
- Bookingsthe booking link creates or finds the contact
Questions about contacts
Asked when moving from a spreadsheet
Can I import my existing customer list?
Yes. Upload a CSV with a phone column, plus name, email, company and tags if you have them. Duplicates are skipped and each failed row tells you why.
Why don't new customers join my saved list automatically?
A list is a snapshot, so you can always see exactly who a campaign went to. The rules are saved with the list, and you can top it up with them whenever you like.
If a customer writes on Instagram and on WhatsApp, is that one contact?
No, it is two. Meta does not share a customer's phone number with Instagram or Messenger chats, so there is nothing reliable to match them on.
Who can opt a customer back in to marketing?
Only an admin. Any agent can opt someone out.
Does deleting a saved list delete the people on it?
No. Deleting a list never deletes contacts. Deleting a contact does remove them from every list they were on.
Can other software add contacts?
Yes. Through the API, contacts can be listed, created with the same duplicate check, updated, tagged and given notes, and saved lists can be created and filled up to 100 contacts at a time. Contacts can't be deleted through the API.
Book a demo
Turn your old spreadsheet into a list you can use
Bring a CSV of past customers. On the call we import it, build a saved list from it and show you who you'd message first.
We reply in under an hour.