Palby AI Agent

WhatsApp contact management

Losing track of who asked what on WhatsApp?

Every new chat becomes a contact, and the agent fills in the card as they talk. You see who they are before you type.

Book a walkthrough See it answer

30 minutes. You choose the day and the time.

An aesthetics studio's number

  1. Hi, is the facial still $168 for a first visit?

    Hui Min, 8:15pm

  2. Hi Hui Min! Yes, $168 for your first visit. You mentioned sensitive skin, so I'll note that for the therapist. Would Thursday 7pm suit?

    The agent, 8:16pmRemembered: sensitive skin

  3. Hui Min; Stage: Replied; Tags: facial, first visit; Note from Jess: prefers evenings

    Beside the chatThe card, filled in as she chats
1 card
beside each chat
5 stages
from New to Won or Lost
Notes
only your team sees
Remembered
what they told the agent

Beside the chat

The card, the stage and the notes, side by side with the chat

She messaged three weeks ago about a facial. Today she's back, and whoever answers has to scroll up to find out what she asked.

First message
01Track each new enquiry from its first message.
While they chat
02The agent fills in the card while it chats.
Stage
03See each lead's stage without leaving the chat.
Notes
04Leave notes your team sees and the customer never does.
Last week
05Remember what they told you last week.
By stage
06See every lead at one stage, in one list.

01First message

Track each new enquiry from its first message.

Someone writes to your business line for the first time. They become a contact straight away, with their number, and their name once it's known. Leads from your Google Sheet arrive with their row's details.

  • Every new chat on a business line
  • Sheet leads, with the sheet's details
  • Leads a web link sends in, too
Contacts - new today
  1. Business line, 8:15pmA new number: Hi, is the facial still $168 for a first visit?
    New contact, number saved

02While they chat

The agent fills in the card while it chats.

The agent fills in what they tell it: their name, their email and the details you've named. It adds tags and moves the stage as the chat goes. Change any of it by hand, right there.

  • Edit the name and details beside the chat
  • Tags added and removed by your rules
  • The full record, one tap away
Card - Hui Min
  1. NameHui Min
    Filled in by the agent

03Stage

See each lead's stage without leaving the chat.

You want to know if she's booked before you reply. Each card shows where the lead stands: New, Replied, Booked, Won or Lost. Change it from the chat you're in.

  • Moved by the agent, or by you
  • A stage change can start a workflow
  • A customer who says stop is marked Lost
WhatsApp - Hui Min

  1. Hi, is the facial still $168 for a first visit?

    Hui Min, 8:15pmStage: New

04Notes

Leave notes your team sees and the customer never does.

Write a note on the contact for whoever picks them up next, and @mention a teammate to pull them in. The customer never sees it.

  • Notes on the contact, kept with the record
  • An @mention to bring someone in
  • The agent's notes sit there too
Michelle Tan - Notes and to dos

To do

Ask for a review after

Doing

Confirm the Thursday team

Done

Send the price list

05Last week

Remember what they told you last week.

Short facts a customer tells the agent are kept beside their chat: the flat has four rooms, the son is in Primary 4. If one's wrong, remove it.

  • Kept per contact
  • Read by the agent next time
  • Remove a wrong one with one tap
Hui Min - what she told the agent
  1. 3 weeks agoSensitive skin
    Kept
  2. 3 weeks agoWedding in March
    Kept
  3. 3 weeks agoPrefers mornings
    Kept

06By stage

See every lead at one stage, in one list.

Open the inbox by stage and you get everyone in it: all the Booked, or everyone still New. Search inside a stage, and if nothing there matches, it looks wider.

  • The inbox, read by stage
  • Search inside a stage
  • Who each chat is assigned to
Inbox - Booked
  1. BookedEveryone at this stage9
  2. Hui MinFacial, Thu 7pm
    Assigned to Jess
  3. NadiaLaser, Sat 11am
    Assigned to Shu Fen

And the rest

Keep the data clean, in small ways

Do not contactTick it on a card, and no broadcast or check-in goes to them.
Stop means stopSomeone who says stop is marked, and the chat closes as lost.
Download a chatSave any chat as a text file.
LabelsSort chats with labels your team agrees on.
TranslateRead an English or Chinese chat in the other language.
SharedEveryone you share the business with sees the same card.

Goes well with

Stop losing track of your WhatsApp leads.

Start with the details you ask every new customer for.

Book a walkthrough

30 minutes. You choose the day and the time.

Before your first contact

Is this a contact list or a chat tool?