NEXT Web - Contacts

Overview

This article explains how to access and use the Contacts area in NEXT. It is intended for all users and covers navigating the Contacts page, viewing and managing contact details, searching, filtering, and sorting your contact list.

Before You Begin

• You must be signed in to NEXT with an active account.

Accessing Contacts

To access Contacts, complete the following steps:

1. Sign in to NEXT.

2. In the left navigation bar, click Contacts (the avatar icon).

3. The Contacts page opens and displays your existing contacts.

Navigating the Contacts Page

The Contacts page displays a second navigation panel to the right of the left navigation bar. Under Contacts, you can see the total number of contacts in your organization, followed by a scrollable list of contacts, thier job title, and the last time there was an interaction with each.

Viewing Contact Details

Click on an individual contact to open their details. At the top of the Contact Details panel, the contact's name is displayed along with the following action buttons:

• Avatar: Click to change your profile photo or avatar color.

• Call: Call the contact.

• Message: Takes you to My Inbox to send the contact a message.

• Video: Click to choose from the following options:

  • Schedule meeting: Opens the scheduling panel to schedule a meeting with the contact.

  • Instant meeting: Starts an instant video meeting with the contact.

• Email: Email the contact.

Click the ellipsis (•••) in the corner for additional options:

• Go to conversation: Opens your conversation history with the contact in a new tab.

• Delete contact: Deletes the contact.

NextIQ Insights

The NextIQ Insights section displays an AI-generated summary of the contact's current status. The following information is displayed:

• Account — The account the contact is associated with.

• Tickets — The current open ticket status for the contact.

• Status indicator — An AI-generated assessment of the contact's status. The possible indicators are:

  • Neutral

  • Declining

  • Needs attention

  • Growing

Changing Your Avatar

To change your avatar from the Contact Details panel, complete the following steps:

1. Click the Avatar icon at the top of the Contact Details panel.

2. To upload a photo, click Upload and select a photo from your device.

3. To change the avatar color, select a new color.

4. Click Save changes when finished.

Calling a Contact

To call a contact, complete the following steps:

1. Click the Call button at the top of the Contact Details panel.

2. The Call Contact window appears, displaying the following:

   • From — The number making the call.

   • To — The number being called.

3. Click Call to make the call.

Messaging a Contact

To send a message to a contact, click the Message button at the top of the Contact Details panel. You are taken to My Inbox to continue the conversation.

Starting a Video Call or Meeting with a Contact

To start a video call or schedule a meeting with a contact, complete the following steps:

1. Click the Video button at the top of the Contact Details panel.

2. Select one of the following options:

   • Instant meeting — Starts an instant video meeting with the contact.

   • Schedule meeting — Opens the Schedule meeting panel to schedule a future meeting with the contact.

Upcoming Meetings and Tickets

Upcoming meetings with the contact are displayed in this section. If there are none, the text No upcoming meetings is displayed.

To schedule a meeting with the contact, complete the following steps:

1. Click the + sign next to Upcoming Meetings.

2. The Schedule meeting panel opens to the right. Enter the following information:

1. Click Schedule.

2. The meeting appears under Upcoming Meetings.

Tickets associated with the contact are also displayed in this section. If there are no associated tickets, the text No open tickets is displayed.

To create a ticket associated with the contact, complete the following steps:

1. Click the + sign next to Tickets.

2. The Create Ticket panel opens to the right. Enter the following information:

1. Click Create Ticket.

Contact Information

Under Contact Information, the following fields are visible:

• Company

• Job Title

• First Name

• Last Name

• Phone

• Email

NOTE: Each field in Contact Information has Copy and Remove options. Copy is only available for fields that have a value. Remove is only available for non-mandatory fields.

NOTE: To fill out an empty field or edit an existing one, click the text box next to it.

Adding a Property

To add a property to a contact, complete the following steps:

In the Contact Information section:

1. Click + Add Property.

2. A search bar appears along with a scrollable list of available properties. The possible properties are:

   • Role

   • Website

   • Preferred Channel

   • Language Preference

   • Timezone

   • Phone: Adds fields for primary, mobile, work, business, fax, and other phone types

   • Email: Adds fields for primary, work, personal, and other email types.

   • Address: Adds fields for home, work, and other addresses.

   • Social ID: Adds fields for Facebook, LinkedIn, YouTube, Instagram, and Twitter

   • NOTE: The same properties are available in both the Contact Details panel and the Add Contact form. The order in which they appear differs depending on where you access + Add Property.

3. Select the property you want to add and click the text field next to it to enter the value.

Notes

The Notes section displays important information about the contact. If the contact has notes, the total number of notes is shown next to Notes and the notes are listed below. If the contact has no notes, the text No notes yet — Capture anything worth remembering about this contact is displayed.

To add a note, complete the following steps:

1. If the contact already has notes, click the + sign next to Notes.

2. If the contact has no notes, click the + sign next to Notes or click Add Note.

3. In the Add note window, type the note.

4. Click Save note.

Editing or Deleting a Note

To edit or delete a note, hover over it and select one of the following:

• Click Edit to open the note for editing.

• Click Delete to open a confirmation window. Click Delete to confirm or Cancel to go back.

Account Information

Under Account Information, the following fields are visible:

• Company name: The name of the company the contact is associated with.

• Company website: The website address of the company the contact is associated with.

• Member Since: The date the contact became associated with the company.

• Account Value: The MRR value of the company.

NOTE: This section is only visbile for contacts that are associated with companies. You may have to scroll to see this question.

Preferences

Under Preferences, the following fields are visible:

• Created on: The date the contact was created.

• Created by: The name of the person who created the contact.

Searching for Contacts

To search for a contact, type a name, number, or email address in the search bar at the top of the Contacts panel.

Filtering and Sorting Contacts

The filter icon, located next to the search bar, allows you to both sort and filter your contact list.

To sort your contacts:

1. Click the filter icon next to the search bar.

2. Under Sort By, choose one of the following options:

   • Recently Contacted — Sorts contacts by most recent interaction.

   • A-Z — Sorts contacts in alphabetical order.

Adding a Contact

To add a contact, complete the following steps:

1. Click + Add contacts.

2. Enter the contact's first name in the First name Last name field.

3. Enter the contact's job title in the Job Title field.

4. To add or change the contact's avatar, click the camera icon:

   • Click Upload photo to upload a photo from your device.

   • Select a new avatar color if you want to change it. You can also change the avatar color under the Job Title field.

   • Click Save changes when finished.

5. Select whether the contact is Public or Private:

   • Public — The contact is available to everyone in the organization.

   • Private — Only you can see the contact.

6. Enter any of the following contact details. The First name Last name field near the avatar and the Job Title field can be entered either near the avatar at the top of the form or in the fields below, whichever you fill in first will pre-populate the other automatically.

1. To add a property, click + Add Property. A search bar appears along with a scrollable list of available properties:

   • Language Preference

   • Role

   • Timezone

   • Preferred Channel

   • Website

   • Address

   • Phone

   • Email

   • Social ID

   • NOTE: The same properties are available in both the Contact Details panel and the Add Contact form. The order in which they appear differs depending on where you access + Add Property.

   Select the property you want to add, then click the text field next to it and enter the value.

2. Click Save contact.

Importing Contacts

To import contacts, complete the following steps:

1. Click the chevron icon next to + Add contact.

2. Click Import.

3. In the Import Contacts window, you can import contacts by uploading a CSV or Excel file.

4. To use the Nextiva Contact Template, click Template in the Upload File option to download it.

5. Open the downloaded template from your browser's downloads folder, or move it to a preferred location on your computer.

6. Fill in the contact information using the columns in the spreadsheet. If you have existing data, ensure the column headers match and the file is saved as a CSV or Excel file before uploading.

7. In the Import Contacts window, click Continue.

1. Select the CSV or Excel file containing your contact information.

2. Map the fields on the right side from your uploaded file. If you used the Nextiva template, the fields should already match.

3. Click Next.

1. Choose how you want to handle duplicate contacts:

   • Replace — Replaces existing duplicate contacts with the imported data.

   • Skip Duplicates — Skips any contacts that already exist.

2. Click Next.

1. A pop-up window confirms the import is complete and displays the total number of contacts imported. From here you can:

   • Click Back to Contacts to return to the Contacts page.

   • Click Download Log to download a CSV file of the import log.

NOTE: You will also receive a status email from Nextiva with the final results of the import, including the number of contacts imported successfully, replaced, skipped as duplicates, and failed to import due to errors. The email also includes links to log in to NEXT to manage your contacts or contact Nextiva support.