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Overview

Contacts are message recipients whose details you have saved in Web2SMS. Contacts can be shared within your organisation or private to you.

Contacts can be organised into groups to allow you to send messages to an entire group rather than adding each contact individually.

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View contacts

StepsExample

To see a list of your contacts, navigate to the Contacts tab. You can view:

  • The contact's name and contact details.
  • Whether the contact is shared (visible to others in your organisation).

Narrow down the list using the search fields. You can search for contacts by name, mobile number or email address, as well as whether they are shared or private. 

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Create a contact

You can create contacts manually or by importing contact data from a spreadsheet.

You can create:

  • Up to 5,000 shared contacts.
  • Up to 5,000 private contacts.

Create a contact manually

StepsExample

To manually create a contact:

  1. Navigate to the 'Contacts' tab.
  2. Click 'New contact'.
  3. Enter the contact's name and details.
  4. Choose whether the contact is shared with others in your organisation.
  5. If you wish, add the contact to a group.

Shared contacts

Contacts that are shared will be visible to, and editable by, all other Web2SMS users in your organisation.

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Import contacts

StepsExample

To import contacts from a spreadsheet:

  1. Prepare a CSV file of contact information using the file format instructions below.
  2. Navigate to the 'Contacts' tab.
  3. Click 'Import contacts'.
  4. Ensure that any groups you would like to add contacts to have been created.
  5. If you wish, choose to purge all of your existing contacts and groups and replace them with the contacts in your spreadsheet.
  6. Select and upload the file.

If you choose to purge existing contacts and groups, all contacts and groups created by your user account will be deleted. This includes shared contacts and groups, which will be deleted for all other users in your organisation.

Contact file format

The contact file must meet the following requirements.

  • The file must be either:
    • A CSV file.
    • A TXT file containing plain text with fields separated by commas and records separated by line breaks.
  • The file must have a header row containing the correct field names. Some variations on field names are allowed; for a full list, see the 'Permitted field headings for contact upload' section of this user guide.
  • Each contact record must include a mobile phone number. All other fields are optional.
  • Up to 5,000 shared and 5,000 private contacts can be stored in Web2SMS.
  • Contact records must conform to the formatting requirements listed below.
Field nameDescriptionRequired/optionalData formatField length
MobileContact's mobile phone number.Required

Correctly formatted mobile phone number:

  • The number must begin with the country code; a preceding plus symbol is optional.
  • The initial zero in the mobile phone number must be removed.

For example, a New Zealand mobile phone number beginning with 027 would be formatted +6427 or 6427; an Australian mobile number beginning with 04 would be formatted +614 or 614.

Minimum 9 characters.
First NameContact's first name.OptionalAlphanumeric characters.Maximum 40 characters. 
Last NameContact's last name.OptionalAlphanumeric characters.Maximum 40 characters. 
EmailContact's email address.OptionalCorrectly formatted email address.Maximum 200 characters.
Shared ContactWhether the contact will be shared with other users in your organisation.Optional

One of the following:

  • Y
  • Yes
  • N
  • No
N/A
Group NameName of an existing group to which the contact should be added.Optional

Alphanumeric characters. Group names are case-sensitive.

The contact may be added to multiple groups by using a comma-separated list of group names that is enclosed in double quotation marks.

For example:

"GroupName1,GroupName2"

Maximum 30 characters.


Sample contact file

The following files can be used as a basis for uploading contacts.


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Add contacts to a group

StepsExample

To add contacts to a group:

  1. Ensure you have already set up the group in the Groups tab. For details on creating groups, see the 'Manage Groups' section of this user guide.
  2. Navigate to the Contacts tab.
  3. Locate the contact(s) to be added to the group.
  4. Select the contact records in the list using the select box.
  5. Click 'Add to group'.
  6. Select the group to which you wish to add the contacts.
  7. Click 'Submit'.

Adding contacts to a shared group

You cannot add private contacts to a shared group. To do so, you must first edit the contact to make it shared.

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Edit a contact

StepsExample

To edit the details of a contact:

  1. Navigate to the Contacts tab.
  2. Locate the contact(s) to be edited.
  3. Click on the contact's first or last name.
  4. Edit the contact's details.
  5. Click 'Update'.

From this screen, you can also view a history of messages received from or sent to this contact.

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Export contacts

StepsExample

To export a list of all your contacts and their details to a CSV file:

  1. Navigate to the Contacts tab.
  2. Click 'Export contacts'.
  3. The CSV file will download automatically.

Note that this action will download all your contacts, including any that are not displayed on the search screen.

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Delete a contact

StepsExample

To delete a contact:

  1. Navigate to the Contacts tab.
  2. Locate the contact(s) to be deleted.
  3. Select the contact records in the list using the select box.
  4. Click 'Delete'.

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