Understanding and Managing Contacts: A 101 Guide

Created by PX Marketing, Modified on Tue, 19 Aug at 3:05 PM by PX Marketing

Overview

The Contacts tab in PXME serves as the central hub for managing all your leads, clients, and communications. Whether you’re adding new prospects, segmenting existing clients, or following up via email or SMS, the Contacts tab makes it simple to stay organized and efficient. By leveraging tools like smart lists, tagging, custom fields, and bulk actions, you can streamline communication and ensure no relationship slips through the cracks.

Key Features and Benefits

Centralized Management – All contacts from email, SMS, forms, and integrations are housed in one location.
Quick Add & Import – Add contacts manually or upload them in bulk using CSV files.
Pipeline Organization – Move contacts between pipelines and stages manually or through automations.
Built-In Messaging – Send SMS or emails directly from contact profiles or lists.
Smart Lists – Create dynamic, filter-based lists for audience segmentation and targeted campaigns.
Custom Fields – Capture specific data points relevant to your practice.
Task Management – Assign follow-ups and reminders directly from contact profiles.

How to Use Contacts

1. Add Contacts

Manually: Click Add Contact, enter details (name, phone, email, etc.), and save.
CSV Import: Click Import, upload your file, and map fields.
Automatically: Contacts are auto-created from form submissions, surveys, quizzes, or connected integrations (e.g., Zapier, Facebook Lead Ads).

2. Manage Pipelines

Select one or more contacts.
Choose a pipeline or stage.
Move them instantly or set up automations to streamline transitions.

3. Send SMS or Emails

Highlight one or multiple contacts.
Click Send SMS or Send Email.
Use for quick outreach, reminders, or group follow-ups.

4. Create and Use Smart Lists

Apply filters (tags, status, custom fields, etc.) to segment contacts.
Click Save as Smart List to reuse filters anytime.
Example: Create a Smart List for “Attended Workshop” contacts to easily invite them to the next event.

5. Add Custom Fields

Go to Contact Settings > Add Field.
Choose a field type (text, dropdown, date, etc.).
Example: Create a Child’s Age field for pediatric practice tracking.

Pro Tips

Tag Everything – Consistent tagging makes filtering and automation much easier.
Leverage Smart Lists – Build targeted campaigns around behavior and interests.
Personalize with Custom Fields – Use unique details (preferences, history, family info) for better engagement.
Stay Organized with Tasks – Add tasks from contact profiles to ensure no follow-up is missed.

FAQs

Q: How do I add a new contact?
A: Click the + icon in the Contacts tab, fill out the details, and save.

Q: Can I import contacts in bulk?
A: Yes. Use the Import button to upload CSV files.

Q: What are Smart Lists, and how do I use them?
A: Smart Lists are saved filters. Apply criteria, save it, and reuse anytime for quick access to segmented groups.

Q: How do I move contacts between pipelines?
A: Select a contact, choose the new pipeline or stage, and move them.

Q: How do I add custom fields?
A: Go to Contact Settings > Add Field, choose a field type, and save.