Contacts

Contacts holds everyone your business talks to. Each contact has a page with every call, text and note in one place, so whoever picks up knows the history.

Open Contacts in the left menu.

Who sees what: owners, managers and admins see every contact. Regular users see the contacts assigned to them or to their teams.

Find someone

• Type in Search names, numbers, companies, tags…
• Or pick a view at the top:

Click + View to make your own view. Describe who you want, like "leads in Chicago", and Tonet turns it into filters you can check and change. Save it for Only me or Everyone.

Add a contact

1. Click New contact.
2. Choose Person or Business.
3. Enter a name, phone number, and optionally an email, company and tags.
4. Click Create, or Create and add another.

If the number is already a contact, Tonet tells you.

A contact's page

Click a contact's name to open their page. From there you can:

• Call or Text them.
• Change their details in the Details box. Click a detail to change it. You can add more phone numbers, emails, an address, a website and a relationship (Lead, Customer, Vendor, Partner or Other).
• See every call, text and note under Conversations. Use the Calls, Texts and Notes tabs, or search what was said.
• Write a note for your team. Type in Write a note about … for your team, then press Enter. Your team sees notes; the contact never does.

To change everything at once, open More and click Edit everything.

Tags and owners

• Tags: add up to 20 tags to a contact, like "vip" or "residential". Search and views can use them.
• Owner: the people or teams a contact belongs to. The owner decides who can see the contact. Owners, managers and admins set it by clicking the Owner column in the list.

To tag or assign many contacts at once, tick them in the list and use the bar that appears.

Set a next step

The Next step column in the list shows what's next with each contact, like "Call back · tomorrow". It's their soonest open task. A task with no date shows only when they have nothing dated. A late one turns orange. One from an earlier day says how many days late, like "overdue 2 d".

Each next step is a task, so it's also under Upcoming on Overview.

To add or change one, click the contact's Next step cell. It reads + Next step when it's empty.

Who sees what: you see the next steps for you and your teams. A next step for a teammate shows in their list, not yours.

Contacts Tonet adds (✦)

After a call, voicemail or text with a new number, Tonet adds a contact for it, marked ✦.

• Click Keep on their page to keep it, or Remove to delete it. Tonet won't add a removed number again.
• Editing, tagging or noting a ✦ contact keeps it too.
• Tonet never adds your own numbers, blocked numbers or spam callers.

To stop this, an owner or manager turns off Tonet adds contacts for people you talk to in Manage › Account, on the Calls tab. Contacts already added stay.

Look up a number

Find out who's behind a number, then save what you find as a contact. You don't need a contact first.

• Who can use it: everyone.
• Price: 5¢ per new search, from your balance. Nothing is charged until you click.

A search runs two checks, and the 5¢ covers both. In Contacts both start ticked: untick one if you like, then click Search · 5¢. Results show as each check finishes.

Each result says how sure it is: Exact number found · identity unverified, Possible match · review carefully, or No public match found. Click Search deeper · 5¢ to search more pages.

Save what you find

When the number belongs to one saved business and the lookup found that exact number, Tonet fills its empty fields by itself: Published details saved to your contact. Your edits are kept. The contact's Lookup box says what Tonet filled. Change any of it in Details.

What's free

• You need at least 5¢ in your balance, and the account can't be locked. If not, you see This lookup needs 5¢ in your active account balance. Add funds, then try again.
• Each account has a daily limit on new searches. After it: The account reached its daily lookup limit. Saved results remain free.
• Lookups show as Caller lookups under Spending in Billing.

Import contacts

Owners, managers and admins can import.

1. Click Import.
2. Drop a CSV file, or paste rows from a spreadsheet. Up to 50,000 rows.
3. Match columns. Tonet matches your columns to fields. Change any that are wrong. Phone is the only column you must have.
4. Choose what happens when someone is already a contact.
5. Optional: tag everyone in this import, or give out owners.
6. Check how the first rows look, then click Import.

Made a mistake? Click Undo this import. You can undo it for 7 days.

Export contacts

Click Export. You get a CSV file of the contacts you can see.

Block a number

Blocking is done in Manage › Phones › Blocked, or with Block when a call rings. See Blocked numbers.

Next step

Make a call to a contact, or text them.