Managing Contacts
Learn how to manage your contacts and organise them in your address book.
Toolbot includes features to help you manage your contacts and be super-efficient at customer service, whether it is your regular customers that you want in your Favourites list, or previous customers that you want to archive or remove from your directory.
To manage a contact, click Address Book from the main menu on the right-hand side of the Toolbot window. This opens your directory. Click on a contact to manage them:
View History
If you have sent estimates, quotes, or invoices to a contact, the History tab will be visible on the contact's page in your directory. In the list of items, click on the Type link to open the estimate, quote, or invoice. You can also click on the address link to view the location in Google maps.
Message
If your contact has an email address associated with their details, you can click on Message to open an email to them using your local emailing tool, such as Outlook.
Options
Click on a contact in the directory of your Address Book, then click Options and choose one of the following:
Create Estimate
To open a new estimate with the contact details pre-populated, select Create Estimate. You can then fill in the rest of the details for the estimate.
Create Quote
To open a new quote with the contact details pre-populated, select Create Quote. You can then fill in the rest of the details for the quote.
Add Appointment
Select Add Appointment to navigate to the calendar page where you can create an appointment for your contact.
Add to Favourites
Quickly find your most-used or regular contacts by adding them to your favourites so they appear at the top of your directory. To do this, click on a contact to view their Details. From the Options select list, click Add to Favourites.
To remove a contact from your favourites list, click on the contact to view their Details. From the Options select list, click Remove from Favourites.
Archive
Contacts can also be archived if you want to retain a record of their details without deleting them. From the Options select list, click Archive. This removes the contact from your directory.
To view archived contacts, click Archived Contacts to display the list of contacts. To restore a contact to your directory, click the three dots menu next to the contact name, and select Reinstate Contact.
Blocklist
You can add contacts to your blocklist so they appear at the bottom of your directory. From the Options select list, click Blocklist.
To remove a contact from your blocklist, click on the contact to view their Details. From the Options select list, click Remove from Blocklist.
Delete
To delete a contact from your directory, select Delete from the Options menu.
Good to Know
This removes the contact from your address book, but they still show on existing estimates, quotes, or invoices.
Need some help?
🙋 If you need help at any time, simply drop us a line and one of our friendly support team will be on hand to advise. We want you to love Toolbot as much as we do and get the most out of it.
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