Getting Started with Contacts

Getting Started with Contacts

This guide will walk you through the process of setting up and using the Contacts feature in your Nexvio.ai chatbot, from initial configuration to advanced usage.

Setting Up Contacts

To begin using the Contacts feature:

1. Navigate to Chatbox > Contacts > Getting Started
2. Click Enable Contacts if it’s not already activated
3. Configure your initial contact settings
4. Set up any desired integrations
5. Start collecting and managing user information

Configuring Contact Fields

Define what information your chatbot should collect and store:

Standard Fields

By default, Nexvio.ai includes several standard contact fields:

• Name: User’s full name, first name, and last name
• Email: Primary email address
• Phone: Contact phone number
• Company: Organization name
• Job Title: Professional role

You can enable or disable these standard fields based on your needs.

Custom Fields

Create additional fields specific to your business requirements:

1. Go to Contacts > Settings > Custom Fields
2. Click Add New Field
3. Configure the field properties:
   • Field Name: Internal identifier for the field
   • Display Name: How the field appears in the interface
   • Field Type: Text, number, date, dropdown, etc.
   • Required: Whether the field must be filled
   • Visibility: Where the field appears in your interface
4. Click Save to create the field

Contact Collection Methods

Nexvio.ai offers several ways to gather contact information:

Conversation-Based Collection

Your chatbot can naturally collect contact details during conversations:

• Configure trigger phrases that prompt contact information requests
• Define how the chatbot should ask for different pieces of information
• Set up follow-up questions for incomplete information

Example configuration:

{
  "contactCollection": {
    "triggers": ["contact me", "get in touch", "talk to sales"],
    "requiredFields": ["name", "email"],
    "optionalFields": ["company", "jobTitle"],
    "prompts": {
      "name": "Could I get your name, please?",
      "email": "What's the best email address to reach you at?",
      "company": "Which company do you work for? (optional)"
    }
  }
}

Form-Based Collection

Implement structured forms in your chat interface:

1. Navigate to Contacts > Forms
2. Click Create New Form
3. Add and arrange the fields you want to collect
4. Customize the form’s appearance and behavior
5. Configure when the form should be presented to users

Manual Addition

Add contacts manually through the dashboard:

1. Go to Contacts > All Contacts
2. Click Add Contact
3. Fill in the contact information
4. Click Save Contact

Managing Contact Data

Once you’ve collected contact information, manage it effectively:

Viewing Contacts

Access your contact database:

1. Navigate to Chatbox > Contacts
2. Browse the list of contacts
3. Use filters and search to find specific contacts
4. Click on any contact to view their complete profile

Editing Contact Information

Update contact details:

1. Open the contact’s profile
2. Click Edit
3. Modify the information as needed
4. Click Save Changes

Tagging and Categorization

Organize contacts with tags:

1. Select one or more contacts from the list
2. Click Add Tag
3. Choose an existing tag or create a new one
4. Apply the tag to the selected contacts

Exporting Contacts

Transfer contact data to other systems:

1. Go to Contacts > Export
2. Select which fields to include
3. Choose your export format (CSV, JSON, etc.)
4. Click Export Contacts

Integrating with Other Systems

Connect your contacts to external platforms:

CRM Integration

Sync contacts with your CRM system:

1. Navigate to Contacts > Integrations
2. Select your CRM provider (Salesforce, HubSpot, etc.)
3. Follow the authentication process
4. Configure field mapping between systems
5. Set up sync frequency and conflict resolution rules

Email Marketing Platforms

Connect to email marketing tools:

1. Go to Contacts > Integrations
2. Choose your email marketing platform
3. Authenticate and authorize the connection
4. Set up contact list mapping
5. Configure opt-in and consent management

Using Contact Information in Conversations

Leverage contact data to personalize interactions:

Personalization

Configure your chatbot to use contact information:

// Example personalization template
"greeting": "Hello {{contact.firstName}}! Welcome back to our site. Last time we talked about {{contact.lastTopicDiscussed}}."

Conversation Memory

Set up your chatbot to remember previous interactions:

1. Go to Chatbox > Settings > Conversation Memory
2. Enable conversation history for contacts
3. Configure how long to maintain conversation context
4. Set up summary generation for long conversation histories

Privacy and Compliance Settings

Ensure your contact management practices comply with regulations:

Consent Management

Configure how consent is collected and tracked:

1. Navigate to Contacts > Settings > Privacy
2. Set up consent collection requirements
3. Create consent record templates
4. Configure consent verification processes

Data Retention

Set automatic deletion policies:

1. Go to Contacts > Settings > Data Retention
2. Configure retention periods for different data types
3. Set up automated deletion processes
4. Define exceptions for specific contact categories

Best Practices for Getting Started

As you begin using the Contacts feature:

• Start with the essential fields you truly need
• Gradually add more fields as you identify requirements
• Test your contact collection process from the user perspective
• Regularly review and clean your contact database
• Document your contact management policies
• Train team members on proper contact data handling

By following these steps, you’ll establish a solid foundation for managing contacts in your Nexvio.ai chatbot, enabling more personalized and effective user interactions.