Manage Contacts

👥 Understanding the Team Contacts Module

The Team Contacts module in tDoc provides a centralized system for managing all your business relationships. Whether you're tracking patients, clients, vendors, or other professionals, this feature helps you maintain organized contact records that can be linked to conversations, messages, and other activities within your team workspace.

🚪 Accessing Team Contacts

To access your team's contacts:

1. Navigate to your Team Workspace by selecting your team from the accounts dropdown
2. Click on "Contacts" in the left sidebar menu

The contacts dashboard displays a table of all your team's contacts with key information like name, email, and phone number at a glance.

📋 Managing Contacts

🔍 Viewing Contact Information

The contacts table provides an organized view of your contact database with:

• Profile pictures (or initials when no image is available)
• Full names
• Email addresses
• Phone numbers
• Actions menu for each contact

You can customize how many contacts are displayed per page and navigate through multiple pages with the pagination controls.

🔎 Searching for Contacts

To quickly find specific contacts:

1. Locate the search box at the top of the contacts table
2. Type a name, email, or phone number
3. The table will filter in real-time to show matching contacts

This search functionality scans first name, last name, email address, and phone number fields to help you find the right contact quickly.

➕ Adding a New Contact

✍️ Manual Contact Creation

To add a new contact to your team's database:

1. Click the "+ Add Contact" button at the top of the contacts page
2. In the dialog that appears, fill out the contact information:

3. Select the appropriate contact type (patient, client, vendor, etc.)
4. Choose the category (individual or business)
5. Enter at least the first name (required) and any other relevant details
6. Click "Create Contact" to save

The contact form includes comprehensive fields for storing:

• Basic information (name, title)
• Contact details (email, phone)
• Company information (for business contacts)
• Address (street, city, state, zip, country)
• Additional notes

All fields except first name are optional, allowing you to start with minimal information and add more details later.

🤖 AI-Generated Contacts

🤖 Automatic Contact Creation: Your AI agents will automatically create new contact records when:

• Answering incoming phone calls
• Responding to new chat messages from first-time contacts
• Fulfilling requests that mention new individuals

These AI-generated contacts are:

• Initially populated with available information (name, phone number, etc.)
• Marked as created by the AI agent
• Available for immediate use and future reference
• Editable like any manually created contact

This intelligent feature ensures no customer or contact falls through the cracks, maintaining a comprehensive database without manual effort.

✏️ Editing Contact Information

To update a contact's information:

1. Find the contact in the contacts table
2. Click the three dots (actions menu) on the right side of their entry
3. Select "Edit" from the dropdown menu
4. Update any fields in the edit dialog
5. Click "Save Changes" to apply your updates

The edit form provides all the same fields as the contact creation form, pre-filled with the contact's existing information.

🗑️ Deleting Contacts

To remove a contact from your database:

1. Find the contact in the contacts table
2. Click the three dots (actions menu) on the right side
3. Select "Delete" from the dropdown menu
4. Confirm deletion in the confirmation dialog

⚠️ Note: Deleted contacts aren't permanently removed from the database but are soft-deleted, making them invisible to users while preserving their data for record-keeping purposes.

📊 Contact Data Structure

Each contact in tDoc has the following key attributes:

• Type: Categorizes the relationship (patient, client, agent, vendor, etc.)
• Category: Classifies as individual or business
• Basic Information: Name, title, date of birth
• Contact Information: Email, phone, website
• Professional Details: Company name, job title
• Address: Complete address fields for physical location
• Notes: Free-form field for additional information

This structured approach ensures your team maintains consistent and comprehensive contact records.

📤 Importing and Exporting Contacts

📥 Exporting Contacts

To export your team's contacts for backup or analysis:

1. Navigate to the Contacts page
2. Look for the "Export" button in the upper right
3. Choose your preferred format (CSV or JSON)
4. The file will download to your device

This feature allows you to create backups or use your contact data in other applications.

📂 Importing Contacts

To add multiple contacts at once:

1. Prepare a CSV file with contact information in the required format
2. Click the "Import" button in the upper right of the Contacts page
3. Select your CSV file
4. Map the columns to the appropriate contact fields
5. Confirm and complete the import

⚠️ Important: Ensure your CSV file follows the correct format to avoid import errors. The system will validate your data before importing to maintain database integrity.

The import process validates your data and helps you correct any formatting issues before adding contacts to your database.

🔗 Linking Contacts to Messages

You can associate contacts with specific messages or conversations:

1. In a conversation, look for the "Link Contact" option
2. Select an existing contact or create a new one on the fly
3. The contact will be associated with that conversation for easy reference

This feature is especially useful for maintaining context in long-term relationships and ensuring team members know who they're communicating with.

🔒 Contact Permissions

Access to contacts is controlled by your team role permissions:

• All team members can view contacts
• Creating, editing, and deleting contacts may be restricted to specific roles
• Only team owners and administrators can import or export the entire contact database

This permission structure ensures proper data management while allowing team collaboration.

💡 Best Practices

For effective contact management:

1. Maintain Consistency: Create a team standard for how contact information is entered
2. Use Categories and Types: Properly categorize contacts to make filtering and searching easier
3. Regular Updates: Periodically review contact information to ensure it remains accurate
4. Complete Records: Fill in as many fields as possible for comprehensive contact profiles
5. Link Conversations: Always associate messages with the relevant contact for context
6. Review AI-Generated Contacts: Regularly check and enhance the contacts created by your AI agents

🔄 Next Steps

Now that you're familiar with managing contacts, explore how to:

• Set up automated workflows involving your contacts
• Connect contacts with calendar events
• Track communication history with your contacts
• Analyze contact engagement through reporting tools