---
description: The Contacts module allows you to manage all the Contacts the platform has interacted with.
title: Contacts Overview
image: https://assets1-proxy.respond.io/api/v1/image/assets%2F11f7a662b80a4675973850b067c01fa5%2F3f43c48b21b24f4e8b02b100c0c8fab0
---

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1. [All Collections >](/help)
2. [ Product >](/help/product)
3. [ Contacts >](/help/contacts)
4. Contacts Overview

# Contacts Overview

![Avatar](https://assets2-proxy.respond.io/ph8r57dk1q9w/4GvzCieeTBRY4TRJUbIr4y/b92428e6b049d23f546269180534f7ea/Ryan_Tan_Avatar.svg)

Joshua Lim

· 11 Nov 2025

4 min read

## Getting Here

> This module is accessible by **Owners** and **Managers** only!

To access this module, in the side navigation menu > click **Contacts**.

## Navigation

The Contacts Module has 3 main components:

* [Segments](https://respond.io/help/contacts/contacts-overview#segments)
* [Contacts Table](https://respond.io/help/contacts/contacts-overview#contacts%5Ftable)
* [Contacts Menu](https://respond.io/help/contacts/contacts-overview#contacts%5Fmenu)

## Segments

Segments are located on the left side of the **Contacts** module. Use Segments to group Contacts based on specific criteria and filters.

![](https://assets2-proxy.respond.io/ph8r57dk1q9w/1bcg63nBY15svjIjIAqamm/f089f8b86852b5662bb86089bc977596/contacts-overview-segment.png?fm=jpg&q=80&w=640) 

> Learn more about [Segments here](https://respond.io/help/contacts/segments).

## Contacts Table

You can find your Contacts’ records and information in the Contacts Table.

The column headers with a sorting icon are the columns that are sortable, you may sort the records of these columns by clicking on the column headers. Note that the information shown in your Contacts Table depends on the columns you have [selected to display](https://respond.io/help/contacts/contacts-overview#customizing%5Fcolumns).

By default, the following columns are displayed:

| Column              | Description                                                                                                                                                                                                                                                                                                                                                                     |
| ------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Name                | Displays the profile picture, first name and last name of the Contact.                                                                                                                                                                                                                                                                                                          |
| Channel(s)          | Displays up to 3 connected channel icons. If there are more than 3 connected channels:\- The first icon is the last interacted channel.\- The second and third icons are the time the channels are connected, in an ascending order.\- The number of remaining connected channels are listed in numerical form. When hover, the channel names and time connected are displayed. |
| Email               | Displays the email address of the Contact.                                                                                                                                                                                                                                                                                                                                      |
| Phone               | Displays the phone number of the Contact.                                                                                                                                                                                                                                                                                                                                       |
| Tags                | Displays the tags assigned to the Contact.                                                                                                                                                                                                                                                                                                                                      |
| Country             | Displays the country flag which the Contact is from.                                                                                                                                                                                                                                                                                                                            |
| Language            | Displays the language of the Contact.                                                                                                                                                                                                                                                                                                                                           |
| Conversation status | Displays the conversation status of the Contact: Open, Closed, Snoozed, Blocked.                                                                                                                                                                                                                                                                                                |
| Assignee            | Displays the name of the user assigned to the Contact.                                                                                                                                                                                                                                                                                                                          |
| Last message        | Displays the time the last message is sent or received.                                                                                                                                                                                                                                                                                                                         |
| Date added          | Displays the date the Contact was created on the platform.                                                                                                                                                                                                                                                                                                                      |
| Actions             | Displays an action menu that allows user to perform actions, such as viewing Contact's profile details and blocking Contacts from future interactions.                                                                                                                                                                                                                          |

### Actions

In the last column of the Contacts Table is an action menu. Click on it to view the available options:

* **View Details**: Opens the Contact's record to show more details.
* **View Messages**: Show a Contact's message history in the [Inbox Module](https://respond.io/help/messages/messages-overview).
* **Block / Unblock Contact**: Blocks a Contact from future interactions, or unblocks a Contact that you have mistakenly blocked. For a blocked Contact, any incoming messages received will not be reflected on the [Inbox Module](https://respond.io/help/messages/messages-overview) nor will it trigger any Workflow, and any ongoing Workflows for the Contact will automatically be stopped.
* **Delete**: Deletes the Contact from the Contact List.

> Be mindful when you delete a Contact as this will delete the conversation history associated with the Contact and the action cannot be undone.

### Contact Details

> Learn more about [Contact details](https://respond.io/help/contacts/contact-details) here.

![](https://assets2-proxy.respond.io/ph8r57dk1q9w/3qymxt5QIrC1nhxtmdZ7mO/a44ea81cc06cadd1b59127f291f9a942/image.png?fm=jpg&q=80&w=640) 

View a Contact’s details by clicking on their profile picture or the Contact details icon. The Contact details consists of

* Contact Name
* Contact Channels
* Merge Suggestions
* Contact Fields
* Tags

> A profile consists of a profile image and name, supplied by the messaging channel the Contact used to message the platform. In the absence of a profile image, an avatar will be provided. In the absence of a profile name, the phone number or email address will be used instead.

## Contacts Menu

The Contacts Menu is located on the top of the Contacts Module. It consists of the **search** bar, **filter** button, **Add Contact** button, **Add Segment** button, and **Actions** menu.

![](https://assets2-proxy.respond.io/ph8r57dk1q9w/7BeUWrbuvY5mIn2NWpgD38/2d7dd112884bd4de34352455c586200f/image.png?fm=jpg&q=80&w=640) 

### Adding Contacts

1. In the **Contacts** Module, click the **\+ Add Contact** button.
![](https://assets2-proxy.respond.io/ph8r57dk1q9w/3X3ncPJ9WfoOMorirFzt8e/f1934275dbd7e9509dc42ac7129d59be/image.png?fm=jpg&q=80&w=640) 

> You can also choose to import multiple Contacts. Learn more about [importing Contacts here](https://respond.io/help/contacts/contact-import).

2\. Fill in the Contact's information in the form provided.

![](https://assets2-proxy.respond.io/ph8r57dk1q9w/4eExr5bsaqihgNrI4gLHHE/7baf24f8e3a000e105b284d68a57fb8c/image.png?fm=jpg&q=80&w=640) 

> Learn more about [adding WhatsApp Contacts here](https://faq.whatsapp.com/general/contacts/how-to-add-an-international-phone-number?lang=en).

3\. Review the information and click **Add**.

> Automation and automatic Contact assignments will not be applied to Contacts added from the Contacts Module.

### Searching for Contacts

If you wish to search for a particular Contact, input your query in the search box.

> Learn more about the [Contact search behavior here](https://respond.io/help/messages/messages-overview#search%5Ffor%5Fcontacts).

### Filtering Contacts

You can view a list of Contacts that fulfill a set of criteria by applying filters.

![](https://assets2-proxy.respond.io/ph8r57dk1q9w/3BuraoHdsYgEcm1FYTVy2M/c11cba576019ef3bfe9f0b6a57f871ab/filter.gif?w=480&fm=avif) 
1. Click the filter icon to open the filter drawer on the right.
2. Add a single filter or a filter group with multiple criterias.
3. Configure the filters. The following are criterias that can be filtered:  
   * [Contact Field](https://respond.io/help/contacts/contact-details#standard%5Ffields) (_e.g. First Name, Last Name, Phone Number, Email_)  
   * Channel  
   * Contact Tag  
   * Last Interacted Channel  
   * Time Since Last Incoming Message
4. View the filtered results, which are updated in real-time and immediately reflected in the Contacts Table.

> To view all of your Contacts without any filters applied, click on the **Reset Filter** button located at the bottom right of the filter drawer.

5\. Click on the **Save as Segment** button to save your Segment.

> Learn more about [Segments here](https://respond.io/help/contacts/segments).

### Exporting Contacts

> Only **Owners** and **Managers** with no such restrictions can perform this action.

![](https://assets2-proxy.respond.io/ph8r57dk1q9w/5V8fjwxq9prHPCvvnjxqiP/3a9721760ca52ac6be4c54a89ba03466/image.png?fm=jpg&q=80&w=640) 

> You can only export 100 Contacts per page from the Contacts Module.

### Customizing Columns

The columns in the Contacts Table can be customized depending on your needs. Select Customize Columns from the Actions menu to do this.

![](https://assets2-proxy.respond.io/ph8r57dk1q9w/5WqeEB5QTS6U5PdcY0NlIR/352a5bbacbeb26f4e8e6d2f20cee0933/image.png?fm=jpg&q=80&w=640) 

Select the checkboxes to indicate the columns you wish to display in your Contacts Table.

The column display will automatically update and reflect your selections.

![](https://assets2-proxy.respond.io/ph8r57dk1q9w/6Im07QSRCX3HkjjUQI0caZ/8955512e3de9eca6ee1c57a727556f10/image.png?fm=jpg&q=80&w=640) 

> The **Name** column is required and cannot be deselected.

### Selecting Multiple Contacts

To select Contacts, check the box to the left of their respective names in the Contact row. Alternatively, select all Contacts after applying the desired filters. Once selected, you can then perform the following actions.

### Delete Multiple Contacts

> \- Only **Owners** and **Managers** with no such restrictions can perform this action.  
> \- You can delete unlimited Contacts in one go on the platform.- Deleting a Contact will also delete the conversation history associated with the Contact.

1. Select the Contacts you want to delete > Click the **Delete** button.  
![](https://assets2-proxy.respond.io/ph8r57dk1q9w/5p7BrDEeraZ22SThmnrMx4/8f12b9cb7229dd5d4181a316ee7f36b1/image.png?fm=jpg&q=80&w=640)
2. On the pop-up, enter the number of selected Contacts and click **Delete** to confirm the deletion of selected Contacts.  
![](https://assets2-proxy.respond.io/ph8r57dk1q9w/5tnrHDBl1L8bL5kt62BA4b/1d606a4e4468147481bb401eb0ca7886/image.png?fm=jpg&q=80&w=640)

### Assign Tags to Multiple Contacts

1. Select the Contacts you want to tag.
2. Click the **Assign Tags** button.  
![](https://assets2-proxy.respond.io/ph8r57dk1q9w/7v2ZyIF904xR04dEIzSmul/20654c227b03434491f68c0120db6bd9/image.png?fm=jpg&q=80&w=640)
3. Input your desired tags and click **Add Tags** to assign the tags to the selected Contacts.  
![](https://assets2-proxy.respond.io/ph8r57dk1q9w/2VS78iAAm0blTLpwUAipTs/3c589b02af1963c5b9394172afcc5ec4/image.png?fm=jpg&q=80&w=640)

> You can only assign Tags to 100 Contacts at a time.

## Merge Contacts

1. Select two Contact profiles you want to merge > click the **Merge** button  
![](https://assets2-proxy.respond.io/ph8r57dk1q9w/6SwojpdzvFgu8fqioXaoUW/dfdf9a979ad252a54104877671651aa7/image.png?fm=jpg&q=80&w=640)
2. Compare and review the Contact profiles and select the appropriate values to retain for the merged Contact. Then, click the **Merge** button to merge both profiles.  
![](https://assets2-proxy.respond.io/ph8r57dk1q9w/3os2M87ZQAETrGVklc1HWs/2d8688cc8322821bc0b5ce7b14355e21/image.png?fm=jpg&q=80&w=640)

> Merging two Contacts consolidates all associated Channels, Messages, Events, and Comments into the merged profile. This provides a holistic view of the Contact and their interactions with the platform.

> \- You cannot merge Contacts who have been blocked. The **Merge** button will not be enabled if you have selected blocked Contacts.  
> \- Conversations closed by merging Contacts will NOT trigger a Workflow.  
> \- If you experience delays in merging Contacts, it may be due to system caching. If an error occurs, please retry after 10-15 minutes.

## Unmerge Contacts

If you accidentally merge two Contacts, you can unmerge them.

1. Search for the merged Contact profile that you wish to unmerge.
2. At the end of the Contact row, click the Actions menu and select **Unmerge Contact.**
![](https://assets2-proxy.respond.io/ph8r57dk1q9w/2Mw2Da9vJkKPy31Hnp5z0W/346246761229127a935dcb413fe13cdd/image.png?fm=jpg&q=80&w=640) 

3\. Select the Contact you wish to unmerge and click the **Unmerge** button.

![](https://assets2-proxy.respond.io/ph8r57dk1q9w/383wckvv2fG275yu15Sq6P/a0ca5cb83ebe9374bc960f856acb8c8d/image.png?fm=jpg&q=80&w=640) 

> When you unmerge a Contact, all interactions that happened after the Contacts were merged will be associated with the primary Contact only. The secondary Contact will keep any interactions made before the merge happened.

> If you experience delays in unmerging Contacts, it may be due to system caching. If an error occurs, please retry after 10-15 minutes.

## FAQ and Troubleshooting

### How can I export more than 2500 Contacts?

The Contacts Module can load Contacts up to 2500 rows of pagination, this limit allows the platform to perform searches faster and more consistently.

To export more than 2500 contacts from the Contacts Module, you can use filters to narrow your search to return a specific list of Contacts that is within the 2500 pagination range.

Another way is to upgrade to an Enterprise plan which will allow you to use the Data Export Contacts feature. Learn more about [Data Export here](https://respond.io/help/workspace-settings/data-export).

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## 

Related articles 👩‍💻

* [SegmentsLearn how to use Segments to group Contacts based on certain criteria and filters. ](/help/contacts/segments)
* [Contact Import (How to)Learn how to bulk import Contacts or add them individually. ](/help/contacts/contact-import)
* [ActivitiesLearn more information on how to manage interactions with your Contacts. ](/help/contacts/activities)
* [Contact DetailsLearn how to use the Contact details panel to gain more insights on your Contacts. ](/help/contacts/contact-details)

Can't find what you're looking for? 🔎

[Contact Support](/contact-us)

2025-12-05T03:58:37.923Z

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