Contact Management Basics

▶️ 1. Contact Management Video Overview

This video provides a comprehensive overview of how to add contacts, organize them with tags, and manage the Do Not Disturb (DND) settings in Velocity360. Below are the steps for manual contact creation.

Manual Contact Creation Steps

1. From your Velocity 360 dashboard, click Contacts in the left sidebar.
2. Navigate to the main list view, then click the + Add New Contact button.
3. Enter the required information, including First Name, Last Name, and at least one communication channel (Email or Phone Number).
4. (Optional) Add initial tags or notes in the relevant fields.
5. Click Save. The new contact record is now active in your database and available for campaigns.

👥 2. Switching Contact Owner

This video demonstrates how to reassign contacts to a different user, which is crucial for balancing workload and ensuring sales accountability.

Steps to Change Contact Ownership

1. Go to the individual contact's profile page.
2. In the right-hand information panel, find the field labeled Contact Owner.
3. Click the current owner's name or the associated pencil icon to edit.
4. Select the new user from the dropdown menu of active staff members.
5. Confirm the change. All future activities and notifications for this contact will be directed to the new owner.

🚫 3. How To Fix Contacts Not Uploading (Troubleshooting)

This video guides you through the common issues encountered when bulk uploading contacts (such as CSV formatting errors or mandatory field failures) and how to quickly resolve them for a successful import.

Common Upload Fixes

• Verify CSV Structure: Ensure your file is saved as a true CSV and the header row matches the expected Velocity360 field names.
• Check Mandatory Fields: Confirm that all required fields (e.g., Email or Phone) are present and contain valid data for every row.
• Cleanse Invalid Data: Remove special characters or ensure dates are in the correct format before re-uploading the file.

📧 4. Using the BCC Address for Contact Automation

Velocity360 provides a unique BCC email address that you can use to automatically create new contact records and log conversations.

How the BCC Feature Works

• To Log Activity: When emailing an existing contact from your personal inbox, simply BCC your unique Velocity360 address. The email will be logged on the contact's profile timeline.
• To Create New Contacts: If you BCC the address on an email sent to a person whose email is *not* already in Velocity360, a new contact record will be automatically created using the recipient's email address.
• Finding Your Address: Your unique BCC address is available in Settings > Profile & Preferences > Email Tracking.

This feature ensures you never lose a sales conversation, even when communicating outside of the platform.

🏷️ 5. Adding and Managing Tags for Contact Organization

Tags are flexible, custom labels that help you quickly categorize contacts based on interest, status, or intent. They are essential for segmentation.

Tagging Steps (Per Contact)

1. Go to the Contacts tab and click on the contact you wish to edit.
2. In the contact's detailed profile view, locate the Tags section (usually in the right sidebar).
3. Type the name of the tag (e.g., "Webinar Attendee," "High-Intent Lead") and press Enter or select the tag from the dropdown list.
4. To remove a tag, click the 'X' next to the tag name.
5. Note: Consistent naming (e.g., "Lead-Hot" vs. "Hot Leads") is critical for effective tagging and later use in Smart Lists.

🚫 6. DND Management: Stopping All Communication

The Do Not Disturb (DND) status prevents the contact from receiving any further automated or manual communication (emails, texts, calls) from Velocity360.

Setting DND Status

• Access: Navigate to the individual contact profile view.
• Toggle: Find the DND status switch (often located near the contact's email/phone details). Click to toggle it ON.
• Important Difference: DND is a status you set manually. It overrides campaign enrollment. It is different from "Unsubscribed," which the contact sets themselves via a link in your email footer.
• Recommendation: Use DND if a contact explicitly asks to be taken off all communication or if a sales team needs to stop automation temporarily.