How to manage contacts, lists and segments

What is the Contacts screen?#

The Contacts screen is Wassuply's address book: one row per phone number, stored on your computer and reusable in any broadcast campaign. Open it from Broadcasts → Contacts. It has four tabs: Contacts, Lists, Segments and Tags.

Phone

Required and unique. Saved as digits only, so +44 7700 900123 becomes 447700900123.

First Name, Last Name

Joined into the name shown in the table and used by the {name} merge field.

Email, Company, Job Title, Website

Free text fields.

Tags and Notes

Comma-separated labels, and free text for anything else.

There are no custom fields on saved contacts. The {custom1} and {custom2} merge fields come from a CSV uploaded inside a campaign, as explained in Templates and spintax. Numbers you upload or paste inside a campaign stay in that campaign and are not added to Contacts.

How do I add and edit a contact?#

Click Add Contact, type the number with its country code and save; only Phone is required.

1. 1

   Open the form

   Go to Broadcasts → Contacts and click Add Contact.

2. 2

   Enter the number

   Type the full international number, for example 447700900123. Spaces, dashes and a leading + are removed.

3. 3

   Add details and save

   Fill in any other fields and click Add Contact. If the number already exists, Wassuply fills the empty fields of that contact instead of creating a second one.

Click a row to open the details panel. Details shows every field, an Opt Out or Restore link and Start Chat, which switches to a connected number's WhatsApp view. Edit changes any field except the phone number. History lists the campaigns the contact was in, with status, time and error. The ... menu on each row offers View Profile, Edit, Toggle Opt-out and Delete, and ticking rows lets you delete several at once.

Search covers name, phone, email and company. Filter with All Tags and All Status (Active or Opted Out), or click a column heading to sort.

The contact profile

View Profile opens a read-only drawer with the contact's details, an Opted Out badge when relevant, how it was added (Manual, Imported or Inbound) and the date. It also shows Total, Sent and Failed counts and a timeline of up to 50 recent campaign messages. Clicking a number on a campaign's detail page opens the same drawer.

How do I import contacts from a CSV or Excel file?#

Click Import, pick a .csv file and follow the three-step wizard. Wassuply reads comma-separated CSV only, so save an Excel workbook as CSV UTF-8 first.

1. 1

   Choose the file

   Click Import and select your .csv file. The first row must hold the column headings.

2. 2

   Map the columns

   On Map Columns, click the badge beside each column and pick a field or - Skip -. Suggestions are pre-filled. Next stays disabled until a column is mapped to Phone.

3. 3

   Set the options

   On Import Options, choose Update existing contacts, Add to list (optional) and Tag all imported contacts (optional).

4. 4

   Preview and import

   Preview shows the first 5 rows. Click Import N Contacts to see how many were Imported, Updated, Skipped or had Errors.

Headings Wassuply maps automatically

Headings are compared without capitals, spaces or punctuation, so Phone Number and phone_number both map to Phone.

Phone number format and country codes

Wassuply removes everything that is not a digit and skips rows left with fewer than 7 digits. It does not add a country code, so each number needs its full international form, such as 447700900123 or 12125551234. Multiple tags in a Tags column can be split by commas or semicolons.

What happens to duplicate numbers?#

Each phone number exists only once in Contacts, so an import never creates a second contact for the same digits.

• A number already saved counts as Skipped, or as Updated when Update existing contacts is ticked.
• An update copies First Name, Last Name, Email, Company, Job Title and Website from non-empty cells. Blank cells never erase data, and Tags, Notes and Full Name are left alone.
• A number repeated within one file is imported once; the repeat is skipped or updated.
• The import list and tag apply to new contacts. Existing contacts join the list only with Update existing contacts ticked, and never get the import tag.
• A number saved with and without its country code counts as two numbers here, so keep one format.

How do tags work?#

Tags are short labels on each contact, added in the Tags field, from a Tags column or with Tag all imported contacts.

• The Tags tab registers tags with New Tag (name and colour). Only registered tags appear in the All Tags filter and in segment rules, so create each tag there with the exact spelling your contacts use.
• Matching is exact, capitals included: VIP and vip are different tags.
• Each tag card counts the contacts carrying it, not counting opted-out contacts. Click a card to see them.
• Deleting a tag removes it from every contact; the contacts are kept.

How do I create and use lists?#

A list is a fixed group of contacts you choose, such as VIP customers, and it only changes when you add or remove people.

1. 1

   Create the list

   Open Broadcasts → Lists, click New List, enter a name, pick one of 10 colours and click Create List.

2. 2

   Add contacts

   Open the list, click Add Contacts, tick the people you want and click Add N Contacts. An import can also fill a list.

3. 3

   Maintain it

   Tick contacts and click Remove from List, or use Rename to change the name and colour.

4. 4

   Send to it

   In a campaign's Audience step, open From Contacts, choose the list in the drop-down, select contacts and click Add N Selected Contacts.

Deleting a list never deletes its contacts. Opted-out members stay in the list but the campaign picker hides them, and numbers outside 7 to 15 digits are skipped with a warning. See Broadcast campaigns for the rest of the wizard.

How do segments filter contacts?#

A segment is a saved set of rules, and its members are the contacts that match every rule when you use it, so new contacts that fit are included automatically.

1. 1

   Start a segment

   Open Broadcasts → Segments, click New Segment and enter a Segment Name.

2. 2

   Add rules

   Pick a rule and its value; Add rule adds more. All rules must match (AND).

3. 3

   Preview and save

   Click Run preview to see the match count and sample names, then Save Segment. Rules without a value are dropped.

Opted-out contacts are always left out. Saved segments cannot be edited, so delete and recreate one to change its rules. To use a segment, open the campaign's Audience step, choose Segment, pick it and click Add Contacts from plus its name. Matching contacts are copied into the campaign at that moment.

How do I export contacts?#

Click Export on the Contacts screen to download contacts.csv with the contacts currently shown, so set the search and filters first.

For Contact Export, pick the number, scroll to the bottom of its chat list in WhatsApp so every chat loads, click Extract Contacts, then Download CSV. The other exporters there are marked Coming Soon; see Utilities.

Frequently asked questions#