Contacts
The Contact Center is ioZen’s built-in CRM. It’s a single place to manage everyone who interacts with your FlowApps. Contacts live at the workspace level, so the same person is tracked across all your FlowApps.
Why build in a CRM?
Section titled “Why build in a CRM?”Without it, you’d need to:
- Export submissions to a spreadsheet
- Import into a separate CRM
- Keep them in sync (good luck with that)
With ioZen, every submission creates or updates a contact automatically. One source of truth.
Automatic contact creation
Section titled “Automatic contact creation”When someone completes an IntakeBot:
- ioZen checks if a contact with that email or phone already exists
- If yes, the submission links to the existing contact
- If no, a new contact is created
No manual data entry. No duplicates.
What you see on a contact
Section titled “What you see on a contact”Click any contact and you get everything in one place:
- Submissions from every IntakeBot they’ve completed
- Cards on any Process Board they’re connected to
- Records they’re linked to (with their roles)
- Activity timeline of all interactions
- Notes your team has added
No more searching across tools. One click, full context.
Custom fields
Section titled “Custom fields”Add fields specific to your business:
- Go to Settings → Contacts → Custom Fields
- Click Add Field
- Choose a field type and configure it
Field groups
Section titled “Field groups”Organize custom fields into collapsible sections to keep profiles clean:
- “Company Info” for company name, size, industry
- “Preferences” for communication preferences, timezone
- “Internal” for lead score, assigned rep
Simple labels for quick categorization:
vipfor high-value clientspartnerfor business partnersevent-2024for people you met at an eventneeds-followupfor contacts that need attention
Add as many as you want. Filter by any combination.
Segments
Section titled “Segments”Segments are saved filters that create dynamic contact lists. Unlike tags (which you assign manually), segments update automatically as contacts match or stop matching your criteria.
Example segments:
| Segment | Filter criteria |
|---|---|
| Hot Leads | Budget field > $10,000 |
| Incomplete Intakes | Has submission with status = incomplete |
| Repeat Clients | Submission count > 1 |
| Stale Contacts | Last activity > 90 days ago |
Use segments for targeted outreach, performance tracking, or identifying contacts that need attention.
Activity history
Section titled “Activity history”Every interaction is logged with a timestamp:
- Submission started and completed
- Card moved to a new stage
- Note added
- Record linked
Full audit trail. You always know what happened and when.
Add internal notes your team can see:
- “Prefers phone calls over email”
- “Referred by Sarah from Acme Corp”
- “Budget approved for Q2”
Notes are timestamped and show who added them.
Export
Section titled “Export”Download contacts as CSV:
- Go to Contacts
- Apply filters if needed
- Click Export
All fields included. Use for reporting, mail merges, or backups.
- Let ioZen create contacts. Don’t manually add what IntakeBots will capture anyway.
- Use custom fields sparingly. Only add what you’ll actually reference.
- Prefer segments over tags for dynamic lists. Tags are static; segments update on their own.
- Add notes for context. Future-you will be grateful.
Next steps
Section titled “Next steps”- Records for linking structured data to contacts
- Process Boards for tracking contact-related work
- IntakeBots for collecting contact information conversationally