Contacts & CRM
How the automatic contact database works — every caller becomes a contact record.
Every Caller, Automatically Tracked
Every time someone calls your client's AI agent, the platform creates or updates a contact record — automatically. No manual data entry, no missed details, no sticky notes. Over time, your client builds a rich database of every person who's ever called their business.
Note: This isn't a full-featured CRM like HubSpot or Salesforce — and it's not trying to be. Think of it as a lightweight, automatic contact database that captures every caller's details and history. It's the perfect "first layer" of customer data that you can export or sync to a larger CRM later.
How Contacts Are Created
Contact creation is fully automatic. Here's how it works:
New Caller Detected
When a call comes in, the platform checks the caller's phone number against existing contacts. If there's no match, a new contact record is created instantly.
Information Extracted
During the call, the AI extracts any personal information the caller shares — name, email, address, service needs. This is added to the contact record automatically.
Contact Enriched Over Time
Each subsequent call from the same number adds more data. If they gave their name on the first call and their email on the second, the contact record accumulates both. The record gets richer with every interaction.
Contact Fields
Each contact record contains:
| Field | Source | Description |
|---|---|---|
| Phone Number | Automatic (caller ID) | The phone number the caller dialed from |
| Name | Extracted from conversation | First and/or last name as stated during the call |
| Extracted from conversation | Email address if provided during the call | |
| Total Calls | Automatic | Number of times this person has called |
| Last Contact | Automatic | Date and time of most recent call |
| First Contact | Automatic | Date and time of first call |
| Average Sentiment | Automatic (AI) | Overall sentiment across all their calls |
| Notes | Manual / AI | Any additional notes or context |
Contact History
Click into any contact to see their complete interaction history:
- Every call listed chronologically with date, duration, and sentiment
- AI summary for each call
- Full transcripts and audio recordings accessible from the contact view
- Data collected across all interactions, aggregated in one place
- Any bookings made through the AI agent
This is incredibly powerful for your clients. Imagine a dentist's office where someone calls three times over two weeks. The receptionist (AI) can see their history, and the office staff can pull up the contact record to understand the full picture before calling back.
Searching and Filtering
The contacts list supports several ways to find who you're looking for:
- Search by name or phone number — type in the search bar for instant results
- Sort by date — most recent callers first, or oldest first
- Sort by call count — find your most frequent callers
- Filter by sentiment — quickly find negative-sentiment contacts that may need follow-up
Manual Management
While contacts are created automatically, your clients can also:
- Edit contact details — correct a misspelled name or add an email the AI didn't catch
- Add notes — leave internal notes about a caller (e.g., "VIP customer" or "Follow up on quote")
- Delete contacts — remove test calls or spam entries from the list
Tip: The contacts database can be exported for use in other tools. If your client uses a separate CRM, email marketing platform, or spreadsheet, they can pull their contact data out and import it wherever they need. This makes the AI agent a lead-generation machine — every answered call potentially adds a new contact to their marketing funnel.
Contacts as a Retention Tool
Here's a powerful reframe for your client conversations: your AI agent isn't just answering phones — it's building a customer database. Every missed call before they had AI was a missed contact, a missed lead, a missed opportunity. Now, every single call is captured, logged, and added to their growing database.
For a busy auto detailing shop that gets 30 calls a day, that's 900 contacts a month being built automatically — with names, numbers, service interests, and full conversation history. That data has real value, and it's another reason your monthly fee is worth every penny.
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