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Overview

Contacts is each sub account’s own address book. It holds the people your client’s voice assistants talk to and book — captured automatically from calls and appointments, importable from GoHighLevel, and editable by hand. Each contact keeps a full call history, so you can see every call one person has made without searching the call log. Contacts are scoped to a single sub account and isolated between clients, the same way pricing and call data are (see Understanding Sub Accounts). When you manage more than one client, use the sub account selector to choose whose contacts you’re viewing.
Contacts live in the sidebar, just below Calendar — the two work together: an appointment booked through Calendar creates or updates the matching contact automatically.

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How contacts get created

You rarely start from an empty list. A contact can arrive four ways:
Because calls and bookings populate contacts on their own, the list grows as your client’s assistants work — no manual data entry required. Add contacts by hand only when you want a record ahead of the first interaction.

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Contacts created from call logs sync

Every call that reaches Vapify is matched to a contact automatically — you don’t have to import anyone. As Call Logs sync from your voice provider, each call is checked against the sub account’s existing contacts:
1

The caller is identified

Vapify takes the customer’s phone number and email from the call. If the call carries neither, it’s stored as a call but no contact is created.
2

An existing contact is matched

The phone number is matched first, then the email, against contacts already in that sub account. A match means the call is attached to the person you already have.
3

A new contact is created if nobody matches

If no contact matches, one is created with the caller’s phone, email, and name (when the provider supplies it), and its source is set to voice call.
4

Blank details get filled in over time

When a matched contact is missing a field the call provides — an email, a last name — that field is backfilled. Details you entered yourself are never overwritten.
Because matching is per sub account, the same caller reaching two different clients becomes a separate contact under each — client data stays isolated.
Contacts appear as their calls sync, not the instant a call ends. If a caller you expect is missing, check Call Logs Sync Status first — a stalled sync holds back both the calls and the contacts they would create. See Call Logs.
Repeat callers do not create duplicates. A second call from the same number attaches to the existing contact, which is what builds up their call history.

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The contacts list

Open Contacts in the sidebar to see every contact for the selected sub account. Contacts page
  • Columns: Name, Phone, Email, Company, Source, Created, and row actions.
  • Search: filter by name, email, or phone.
  • Sub account filter: agency users can narrow the list to one client’s contacts.
  • Add Contact: create a contact by hand (see below).
  • Row actions: edit or delete any contact.
  • Export CSV: download the current contacts as a spreadsheet (contacts-export-<date>.csv), including every field — company, website, address, tags, custom fields, notes, and source.

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Add a contact manually

Click Add Contact and fill in the details. A contact needs at least an email or a phone number; everything else is optional: Add a contact manually
  • Name (first, last), email, phone
  • Company, website
  • Address, city, state, country
  • Notes and tags
  • Custom fields
Duplicate emails or phone numbers within the same sub account are rejected, so the same person doesn’t get two records.

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The contact detail page

Click a contact to open its detail page, which has three tabs: Contact detail page
  • Contact Details — the full record: contact info, company, address, tags, notes, and custom fields.
  • Call History — every call this contact has made or received (see below).
  • Appointments — every booking linked to this contact. Open one to see the appointment, or cancel it from here. This is the same booking data managed in Calendar.

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Call History

The Call History tab shows every call linked to this contact, newest first, with a count of the total beside the heading. It answers “what has this person actually spoken to us about?” without digging through the full call log. Contact call history Each row shows:
  • Call type and status — such as Answered, Ended, or Missed.
  • Summary — the assistant’s short account of what the caller wanted and what happened.
  • Duration — how long the call lasted (0s for missed calls).
  • Date and time — when the call started.
Click any row to open the full call in Call Logs, with the recording, transcript, and analysis.
This is the fastest way to prepare for a callback: open the contact, read the last two or three summaries, and you know the history before you dial.
Only calls that synced in and matched this contact appear here. Calls with no caller phone number or email can’t be attributed to anyone, so they stay in Call Logs without showing on a contact.
  • Call Logs: the full call record — syncing calls is what creates contacts and fills their call history.
  • Calendar: where appointments are scheduled — bookings create and link contacts.
  • GoHighLevel: map a GHL sub account to sync its contacts in.
  • Understanding Sub Accounts: why contacts stay isolated per client.