RobofyName, phone, email and other built-in fields.
Contact Management
Keep Your WhatsApp Contacts Clean and Ready to Engage
Import contacts, organise them into groups, maintain subscription status, and keep the data ready for WhatsApp campaigns.
For teams whose campaigns are only as good as the list behind them, and who have been burned by a messy import before.
Contacts
Subscribed
Subscribed
Unsubscribed
Subscribed
Overview
What is WhatsApp Contact Management?
Robofy keeps your WhatsApp audience in Contacts, separate from a phone book, so every campaign starts from a list you control.
- Store contacts separately from your phone book
- Import contacts from CSV or Excel
- Map spreadsheet columns to Robofy fields
- Organise contacts into Groups
- Maintain subscription status on every contact
- Use standard and custom contact fields
Each contact has 14 standard fields. You can add up to 20 custom fields for data your business actually tracks.
8 text, 4 number, 4 date, 4 boolean.
Organise contacts into named membership lists.
Import validation helps identify problematic rows.
Import Contacts
Import in Four Steps
Bring your contacts from a CSV or Excel file, map the columns, add them to a group, and review the result.
Import Contacts
Drop your file hereUpload a CSV or Excel file with your contactsChoose a file
Phone numbers must include a country code and no plus sign, for example14155550198.
The Record
What a Contact Can Hold
Fifteen standard fields, plus up to twenty of your own.
| First name | Phone | City | Membership Tier | |
|---|---|---|---|---|
| Priya | 919876543210 | priya@example.com | Mumbai | Gold |
| James | 447700900123 | james@example.com | London | Silver |
| Aisha | 971501234567 | aisha@example.com | Dubai | Platinum |
| Carlos | 34612345678 | carlos@example.com | Madrid | Bronze |
First nameLast nameCountry codePhone numberEmailCountryCityStateZIP / postal codeStreet addressSubscribedBirth dateAnniversary dateRegistration date
Custom fields you define
Name each one yourself, pick its type, and drag to reorder. They appear on the add-contact form and as mapping targets during import, so loyalty tier or membership number lives on the contact rather than in a spreadsheet someone forgets to update.
Text8fixed slots
Number4fixed slots
Date4fixed slots
Boolean4fixed slots
Up to 20 custom fields in total. These type limits are fixed, not usage meters.
Day to Day
Organise It, Then Find Anyone in It
View, search, filter and manage contacts. Add contacts to groups to send targeted campaigns.
All Contacts
| Name | Phone | Subscription | Group | Membership Tier | Source | Action | |
|---|---|---|---|---|---|---|---|
| Sarah Johnson | 14155550198 | sarah@example.com | Subscribed | Customers | Gold | CSV | |
| Michael Chen | 14155550142 | michael@example.com | Subscribed | VIP | Silver | Excel | |
| Priya Sharma | 14155550177 | priya@example.com | Unsubscribed | Prospects | - | CSV | |
| David Wilson | 14155550165 | david@example.com | Subscribed | Customers | Gold | Excel |
Showing 1–5 of 4,832 contacts
Import Result
Every Row Is Accounted For
After an import, you get a clear summary of what happened.
Import SummaryThis import
0Total received
0Inserted
0Already exists
0Skipped duplicate
0Skipped invalid
0Added to group
Invalid rows can be downloaded as an Excel file with the reason for each failure, so you can fix and re-import only those rows.
Download invalid rows (.xlsx)Existing contacts are matched on phone or email and can be overwritten or skipped depending on your import choice.
Why Not a Spreadsheet?
Why Not Just Keep It in a Spreadsheet?
A spreadsheet works for a while, but it cannot do what Robofy does around WhatsApp contact management.
| Feature | Spreadsheet | Robofy Contact Management |
|---|---|---|
| Subscription status | Not automatically maintained | Stored on every contact |
| Opt-in / opt-out keywords | Not automatic | Replies automatically update subscription status, case-insensitive |
| Data validation | Manual checks | Invalid rows are flagged during import |
| Future-dated values | Easy to miss mistakes | Future dates in date fields are cleared automatically |
| Groups | Manual lists and filters | Contacts can be organised into named groups |
| Export | Manual file management | Export the whole contact list or an individual group to Excel |
Scroll sideways to compare all columns
Contacts come with your WhatsApp API account. See plans and pricing.
Capabilities
What a Technical Evaluator Needs to Know
The real behaviour, including the limits.
Import validation
Invalid rows are rejected with a reason and downloadable as Excel so you fix and re-import only those.
Duplicate matching
Matched on phone or email. Overwrite is an explicit choice: leave it on to update, or skip matched rows.
Custom fields
Up to 20 typed slots: eight text, four number, four date, four boolean. Renameable and reorderable.
Consent defaults
Set the default subscription status for an import, plus opt-in and opt-out keywords. Matching ignores case.
Excel export
Export the full contact list or a single group to Excel any time. Failed import rows download separately.
ISO/IEC 27001:2022
Contact data sits on an ISO/IEC 27001:2022 certified platform.
FAQ
Frequently Asked Questions
The questions people ask before they trust a tool with their list.
What file formats can I import contacts from?
CSV and Excel, both .xlsx and .xls. Robofy provides a prefilled sample in each format so you can match the expected shape before you start, and it shows you the first rows of your own file while you map the columns.
How do I map my spreadsheet columns to contact fields?
After upload, each column in your file gets a dropdown in its header and you pick the contact field it belongs to, or mark it as ignored. Robofy blocks you from continuing if the same field is mapped twice, or if you have not mapped either a phone number or an email, because there would be no way to identify a contact.
How should phone numbers be formatted in my file?
You tell Robofy which layout your file uses: the country code combined into one mobile number column, or the country code in its own separate column. Either works. Numbers must not include a plus sign, and any row that does not match the format you selected is skipped rather than imported wrong.
What happens to contacts that already exist?
You decide before importing. There is an "Update existing contacts?" switch: leave it on and a contact matched by phone or email has their details overwritten with the new file; turn it off and those rows are skipped instead, leaving the existing record untouched.
What do I find out after an import finishes?
A summary counting the rows received, inserted, already existing, skipped as duplicates, skipped as invalid, and added to a group. Any row that failed downloads as an Excel file with the reason it failed, so you can fix those rows and re-import just them rather than running the whole file again.
Can I store data that is not a standard contact field?
Yes, with up to 20 custom fields: eight text, four number, four date and four boolean. You give each one a display name, choose its type, and drag to reorder. They then appear both on the manual add-contact form and as mapping targets during import, so things like loyalty tier or membership number live on the contact record.
How do groups work?
A group is a named set of contacts you target with a campaign. You can create one during an import, add or remove contacts in bulk afterwards, and rename it at any time. Deleting a group removes the grouping only, never the contacts themselves.
How is consent tracked?
Every contact carries a subscribed or unsubscribed status. You set which status new contacts get on import when the file does not say, and you define your own opt-out and opt-in keywords so a contact replying with one of those words is switched automatically. Keyword matching ignores case.
Can I get my contacts back out?
Yes. Export to Excel at any time, either your whole contact list or just the members of one group. There is no lock-in on the data you put in.
Get Started
Build a Cleaner Contact List Today
Import your contacts, keep your data clean, and start engaging on WhatsApp.
- ISO/IEC 27001:2022 certified
- Export contacts to Excel
- Subscription status management