Contacts, tags, and smart lists

Your contact list builds itself: every call the Receptionist answers, every text, every booking creates or updates a contact with the full history attached. This article is about finding people in that list and keeping it tidy.

1. 1

   What's on a contact

   Name, phone, email, every conversation they've had with you, their appointments, their pipeline card, and notes. Open any contact and you know everything the school has ever known about that person — no more 'remind me who this is?'

2. 2

   Tags group people

   Tags are labels like 'discovery-flight', 'student', or 'gift-certificate' that mark what someone is to you. Automations apply most of them; you can add one by hand when someone mentions they're a renter or a CFI looking for time-building.

3. 3

   Smart lists are saved searches that stay fresh

   A smart list is a filter you save — 'everyone tagged discovery-flight who hasn't booked', 'all students' — and it updates itself as contacts change. This is how you answer 'who should get the spring newsletter?' in ten seconds.

4. 4

   Merging duplicates

   The same person sometimes calls from two numbers and ends up as two contacts. The duplicates tool finds likely matches by phone, email, or name; you pick the record to keep and merge — the full history ends up on one card.

5. 5

   Respecting stop requests

   When someone texts STOP, the platform marks them do-not-disturb automatically and automations leave them alone. Don't clear that flag by hand — it's both rude and illegal to text someone who opted out.