AI Bot Contacts¶

Manage your chatbot contacts and view their interaction history with your AI Bots.

Overview¶

AI Bot Contacts is a centralized contact management system that captures and stores information about visitors who interact with your AI Bots. This feature helps you track leads, manage customer relationships, and view conversation history.

Accessing AI Bot Contacts¶

Navigate to Contacts:

From the main dashboard, locate "AI Bot Contacts" in the left-hand navigation
Click to open the Contacts management page

Dashboard View:

The Contacts page displays a table with all captured contacts:

Column	Description
ID	Unique identifier for each contact
Name	Contact's name (if provided)
Email	Contact's email address
Phone	Contact's phone number (if provided)
Channel	Source channel (frame, livechat, telegram, messenger, whatsapp)
Created At	Date and time contact was first captured
Actions	Edit (✏️) and Delete (✖) options

Example Contacts:

ID  NAME              EMAIL                    PHONE           CHANNEL  CREATED AT
1   Olivia Bennett    olivia@lumoco.dev        +482-719-364    frame    22.8.2025 05:02:29
2   Mason Clark       mason@northpeak.co       +935-204-188    frame    22.8.2025 05:03:28
3   Harper Mitchell   harper@sparkwave.app     +261-853-047    frame    22.8.2025 05:03:35

How Contacts Are Captured¶

Automatic Contact Collection¶

Contacts are automatically created when visitors interact with your AI Bot and provide their information:

Contact Collection Methods:

1. Email Collection Feature - When "Email Collect" is enabled in bot settings - Bot prompts users for email during conversation - Email automatically saved to Contacts

2. Contact Form Submission - When "Contact Us" feature is enabled - Users fill out contact form in chat - Information saved to Contacts database

3. Channel Integration - Facebook Messenger: Profile name and ID - Telegram: Username and ID - WhatsApp: Phone number and name - Website: Provided name and email

4. Conversation Initiation - User starts chat on any channel - Basic contact record created - Additional info added as conversation progresses

Contact Information Fields¶

Standard Fields:

Field	Source	Required
Name	User provides or channel profile	Optional
Email	User provides	Optional
Phone	User provides or WhatsApp	Optional
Channel	Automatically detected	Yes
Created At	System timestamp	Yes

Viewing Contact Details¶

Contact Information¶

Click on any contact to view detailed information:

Contact Profile:

Name: Olivia Bennett
Email: olivia@lumoco.dev
Phone: +482-719-364
Channel: frame (Website widget)
First Contact: 22.8.2025 05:02:29
Last Activity: 22.8.2025 05:15:42

Conversation History¶

View all conversations this contact has had with your AI Bots:

Conversation Log:

Conversation #1 - 22.8.2025 05:02:29
Channel: Website Widget
Duration: 5 minutes
Messages: 12
Status: Closed

Conversation #2 - 22.8.2025 05:15:12
Channel: Website Widget
Duration: 3 minutes
Messages: 8
Status: Closed

Click on a conversation to view full chat transcript.

Managing Contacts¶

Editing Contact Information¶

To Update Contact Details:

Locate the contact in the table
Click the Edit icon (✏️) in the Actions column
Update the following fields:
Name
Email
Phone number
Notes (if available)
Click "Save" to update

When to Edit: - Correct spelling errors in name - Update email address - Add missing phone number - Merge duplicate entries - Add internal notes

Deleting Contacts¶

To Remove a Contact:

Locate the contact in the table
Click the Delete icon (✖) in the Actions column
Confirm deletion when prompted

Deletion Warning

Deleting a contact removes all associated conversation history. This action cannot be undone.

When to Delete: - Duplicate contact entries - Test contacts from bot testing - Spam or invalid contacts - Upon user's data deletion request - GDPR/privacy compliance

Filtering and Searching Contacts¶

Search by Channel¶

Filter contacts by source channel:

All Channels - Show all contacts
frame - Website widget contacts
livechat - Live chat contacts
telegram - Telegram bot contacts
messenger - Facebook Messenger contacts
whatsapp - WhatsApp contacts

Search by Date¶

Filter by creation date: - Today - Last 7 days - Last 30 days - Custom date range

Search by Name/Email¶

Use search box to find contacts by: - Name - Email address - Phone number

Using Contact Data¶

Lead Management¶

Track and Qualify Leads:

Lead Status Indicators:

🔵 New Contact
├─ Just added to system
├─ First conversation
└─ Needs follow-up

🟢 Active Lead
├─ Multiple conversations
├─ Showing interest
└─ Engaged with content

🟡 Follow-up Needed
├─ Hasn't responded recently
├─ Incomplete information
└─ Schedule outreach

⚪ Archived/Inactive
├─ No recent activity
├─ Opted out
└─ Moved to CRM

Export Contacts¶

Export contact data for: - CRM integration - Email marketing campaigns - Sales team follow-up - Analytics and reporting

Export Options: - CSV format - Excel spreadsheet - JSON data - Filtered exports (by channel, date, etc.)

Integration with CRM¶

Sync contacts to external CRM: - Salesforce - HubSpot - Zoho CRM - Custom integrations via API

Contact Privacy and Compliance¶

Data Protection¶

GDPR Compliance: - Contacts can request data deletion - Export contact data upon request - Clear consent for data collection - Secure data storage

Privacy Best Practices: - ✅ Only collect necessary information - ✅ Clearly state data usage policies - ✅ Provide opt-out options - ✅ Secure storage and transmission - ✅ Regular data audits - ✅ Honor deletion requests promptly

Data Retention¶

Retention Policies:

Active Contacts
├─ Retain indefinitely while active
├─ Regular conversation activity
└─ Ongoing relationship

Inactive Contacts
├─ Review after 12 months of inactivity
├─ Option to archive or delete
└─ Comply with data retention laws

Deleted Contacts
├─ Permanent deletion upon request
├─ 30-day grace period (optional)
└─ Remove all associated data

Contact Analytics¶

Contact Insights¶

Track key metrics:

Total Contacts:

Total Contacts: 1,247
├─ New this month: 89
├─ Active conversations: 34
└─ Awaiting follow-up: 12

Channel Breakdown:

Website Widget: 856 contacts (69%)
Facebook Messenger: 234 contacts (19%)
Telegram: 98 contacts (8%)
WhatsApp: 59 contacts (5%)

Engagement Metrics:

Avg. Conversations per Contact: 2.3
Avg. Response Time: 3.5 minutes
Conversion Rate: 18%
Repeat Visitors: 34%

Best Practices¶

Contact Management Tips¶

1. Regular Maintenance - Review contacts weekly - Remove duplicates monthly - Archive inactive contacts quarterly - Export backups regularly

2. Organize Contacts - Use consistent naming conventions - Add tags or categories (if available) - Note important details in contact records - Link related conversations

3. Follow-up Strategy

Immediate Follow-up (within 24 hours):
└─ High-intent leads (pricing inquiries, demo requests)

Short-term Follow-up (within 7 days):
└─ General inquiries, product questions

Long-term Nurture (monthly):
└─ Newsletter subscribers, early-stage interest

4. Data Quality - Verify email addresses - Standardize phone number formats - Complete partial records when possible - Merge duplicate contacts

Lead Scoring¶

Prioritize contacts based on engagement:

Hot Leads (High Priority): - Multiple conversations - Asked about pricing/plans - Requested demo or trial - Engaged recently (< 7 days)

Warm Leads (Medium Priority): - 1-2 conversations - Product interest shown - Some engagement (7-30 days ago) - Information gathering stage

Cold Leads (Low Priority): - Single conversation - General questions only - No recent activity (> 30 days) - Low engagement

Use Cases¶

Sales Lead Tracking¶

Track potential customers:

Contact: Sarah Johnson
Email: sarah@techstartup.com
Channel: Website Widget
Conversations: 3

Timeline:
├─ Day 1: Asked about Pro plan features
├─ Day 3: Requested pricing details
└─ Day 5: Inquired about enterprise options

Next Action: Follow up with enterprise demo offer
Priority: High

Customer Support History¶

View support interaction history:

Contact: Michael Chen
Email: michael@company.com
Phone: +1-555-0123
Channel: Live Chat

Support History:
├─ Issue #1: Password reset (Resolved)
├─ Issue #2: Billing question (Resolved)
└─ Issue #3: Feature request (Forwarded to product team)

Customer Satisfaction: 4.5/5

Marketing Campaign Tracking¶

Identify engaged contacts for campaigns:

Segment: Active Newsletter Subscribers
Criteria:
├─ Engaged in last 30 days
├─ Email provided
├─ Opted in for updates
└─ No unsubscribe requests

Total Contacts: 456
Campaign: New Feature Announcement

Troubleshooting¶

Common Issues¶

Problem: Contact Not Appearing - Cause: Email collection not enabled in bot settings - Solution: Enable "Email Collect" feature in bot customization

Problem: Duplicate Contacts - Cause: Same person chatting from different channels - Solution: Manually merge duplicate contact records

Problem: Missing Contact Information - Cause: User didn't provide all details - Solution: Enable progressive profiling to collect info over time

Problem: Cannot Delete Contact - Cause: Contact has active conversations - Solution: Close all conversations first, then delete

API Access¶

Programmatic Contact Management¶

Access contacts via API:

GET /api/v1/contacts

Response:
{
  "contacts": [
    {
      "id": 1,
      "name": "Olivia Bennett",
      "email": "olivia@lumoco.dev",
      "phone": "+482-719-364",
      "channel": "frame",
      "created_at": "2025-08-22T05:02:29Z"
    }
  ],
  "total": 1247,
  "page": 1
}

Use Cases for API: - Sync to external CRM - Custom reporting dashboards - Automated follow-up workflows - Data backup and export

Additional Resources¶

AI Bot Overview

Learn about AI Bot features

Overview
CRM Inbox

Manage conversations and replies

Deployment Guide

Previous: ← AI Bot Knowledge Base | Up: AI Bot Overview

Last Updated: December 2025