Contacts

The Contacts page is your WhatsApp CRM: every person who can receive messages from your workspace lives here, together with their opt-in status, tags, custom fields, and full message and consent history. Nybero only ever messages contacts who have opted in — the contact list is where you see and manage exactly that.

How contacts are created

A contact is one phone number in your workspace. Contacts appear in your list in five ways:

• Inbound message — anyone who writes to your WhatsApp number is created automatically with the source inbound. They show up in your Inbox and in Contacts. Note: simply writing in does not opt them in to marketing; their Status stays No consent until they opt in (for example via an opt-in link — see Opt-in & list growth).
• Opt-in link or form — contacts who sign up through your hosted opt-in form, a Click-to-WhatsApp Opt-in link, or the website opt-in widget are created with logged consent. Details in Opt-in & list growth.
• Manual add — click + Add contact, enter the phone number and optionally a name.
• Import — click Import to paste a list of numbers (see below).
• Inbound webhook — an external tool (your shop, funnel builder, form tool) pushes leads into Nybero via a webhook. See Webhooks.

Contacts arriving from a Click-to-WhatsApp ad additionally carry the ad reference, so you can see which ad brought them in (the From ad row on their profile).

Note

One phone number = one contact per workspace. Adding or importing a number that already exists never creates a duplicate — imports skip existing numbers automatically.

Adding a contact manually

1. Open Contacts and click + Add contact.
2. Enter the number in the Phone (E.164) field — international format with country code, e.g. +4915123456789.
3. Optionally add a Name.
4. Leave Opted in checked only if this person has actually given you permission to message them on WhatsApp. Nybero then records a consent entry (“Added with consent in dashboard”) in their consent history.
5. Click Add contact.

Caution

Only tick Opted in when you genuinely have the person’s consent (e.g. they asked you in person or signed a form). The checkbox creates a legally relevant consent record — with you as the source.

Importing a list

If you already have opted-in contacts elsewhere (a spreadsheet, another tool), bring them in via Import:

1. On Contacts, click Import to open the Bulk import panel.

2. Paste your contacts, one per line, in the format +12025550123,Name (the name is optional):

   +4915123456789,Anna Schmidt
   +4915198765432

3. Check These contacts have given opt-in consent if — and only if — you collected WhatsApp consent for them. Each imported contact then gets a consent entry with the channel import.

4. Click Import. You’ll see a result like “42 added, 3 skipped” — skipped rows are numbers that already exist in your workspace or couldn’t be read.

Searching and filtering

The search band at the top (“Find the contacts you need”) searches by name or phone. Below it and in the toolbar you can combine:

• Status filter — All statuses, Opted in, Pending, No consent, Opted out. The quick chips under the search box toggle the same filter.
• Tag filter — the All tags dropdown narrows the list to contacts carrying a specific tag.
• Advanced search — jumps into the segment builder for multi-condition queries (tags + fields + dates combined). See Segments.

The table shows each contact with avatar, name, phone, Status, Tags, Source (where they came from) and Last activity (their last inbound message). A red No WhatsApp badge means a message to this number could not be delivered because the number has no WhatsApp — such contacts are excluded from sending automatically.

You can also select multiple rows with the checkboxes and use the bulk bar to Opt out or Delete several contacts at once.

The contact profile

Click any contact to open their profile — a full CRM record on one page:

• Header — name, phone number, opt-in status, whether the 24h window is currently open (i.e. they messaged you within the last 24 hours and you can reply freely), and their tags. Buttons: Open in inbox, Opt out, Delete.
• Details — WhatsApp ID, Source, From ad (if they came via a Click-to-WhatsApp ad), Locale, Opt-in at, Last inbound, Created, Inbox status.
• Fields & detected data — custom fields you define plus data Nybero detects automatically from the chat (email, name, address are picked up on their own and marked auto). Click + Add field to create your own field with a type: Text, Number, Date, Email, Phone or URL. Values are edited inline and save on blur. Custom fields can be used in segments and automation conditions.
• Engagement strip — counts of Messages, Inbound, Outbound and Events.
• Customer timeline — purchases, bookings and funnel steps recorded for this contact.
• Recent messages — the latest WhatsApp messages in both directions, including delivery errors.
• Consent history — every opt-in and opt-out event with timestamp, channel (e.g. whatsapp, manual, import, webhook) and the proof text (e.g. the exact message the contact sent to opt in). This is your GDPR audit trail.
• Automations — every automation the contact is or was enrolled in. Expand one to see their exact path through the flow and where they are right now; you can also click Remove from automation to pull them out of a running flow.
• Campaigns — every campaign sent to this contact and its delivery status.
• Opt-in token & funnel — shown for contacts who verified through the website opt-in widget: their verification token, funnel and UTM data, and their ActiveCampaign ID if linked.

Editing a contact

• Name and fields — edit directly on the profile (fields save when you click out of them).
• Tags — add or remove on the contact row in the list (the + Tag button) or via automations. See Tags.
• Opt out — the Opt out button (on the profile, the row hover actions, or the bulk bar) sets the contact to Opted out and writes an opt-out entry to the consent history. Opted-out contacts are skipped automatically by all campaigns and automations.

GDPR: consent log, opt-outs and deletion

Nybero is built consent-first:

• Every consent change is logged. Opt-ins and opt-outs are stored per contact with timestamp, channel and proof text (and, for form opt-ins, the IP address). You can show for every single contact when and how they agreed.
• Opt-outs are honored automatically. When a contact replies STOP (also stopp, stop all, unsubscribe, abmelden), Nybero opts them out immediately and logs it — no manual work needed. Campaigns and automations skip opted-out contacts. If they later reply START, UNSTOP or SUBSCRIBE, they are opted back in (again with a log entry).
• Deleting a contact removes the contact record together with their consent history and tag assignments — this is the right-to-erasure action. You’ll be asked to confirm: “Delete this contact and its consent history?” Deletion cannot be undone.

More on the legal background in GDPR compliance.

Worked example: where did this lead come from?

Lena runs an online coaching business. A lead named Marco booked a discovery call, and Lena wants to know which channel brought him in before the call.

1. She opens Contacts and types “Marco” into the search field.
2. She clicks his row to open the profile.
3. Under Details she sees Source: entry:Instagram bio — Marco tapped the opt-in link in her Instagram bio.
4. The Consent history shows an Opt-in entry via whatsapp with the exact consent message he sent (“Yes, I’d like to receive info & offers from Lena Coaching via WhatsApp…”) and the timestamp.
5. The Customer timeline shows he registered for her webinar last week, and Automations shows he completed the Webinar reminder flow.

Lena walks into the call knowing Marco came from Instagram, attended the webinar, and has valid, provable consent — all from one screen.