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Overview

GoBlue automatically creates and manages contacts as you send automated messages. This guide covers how to organize, track, and leverage your contact data for better customer relationships and improved messaging outcomes.
Contacts are automatically created when webhook data is received with a phone number. You don’t need to manually create contacts before sending messages.

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How Contacts Are Created

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Automatic Contact Creation

When GoBlue receives webhook data, it automatically:
1

Check for Existing Contact

Searches for an existing contact with the same phone number
2

Create or Update Contact

  • New number: Creates a new contact record
  • Existing number: Updates the existing contact with new information
3

Associate with Form

Links the contact to the specific form that received the data
4

Set Initial Status

Sets the contact status to “New” and records the timestamp

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Contact Data Structure

Each contact includes:
  • Phone Number: Primary identifier (required)
  • First Name: From webhook data or manual entry
  • Last Name: From webhook data or manual entry
  • Email: Optional email address
  • Form Association: Which form created this contact
  • Creation Date: When the contact was first added
  • Last Updated: Most recent data update
  • Status: Current relationship status (New, Contacted, Responded, Converted)
  • Dynamic Fields: Any additional data from your webhook forms
  • Source Tracking: Where the contact originated (website, CRM, etc.)
  • Interaction History: Record of messages sent and responses

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Contact Statuses

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Understanding Status Levels

New

Contact just created, no messages sent yet

Contacted

Automated message has been sent to this contact

Responded

Contact has replied to your message (manually tracked)

Converted

Contact achieved your goal (sale, appointment, etc.)

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Status Management

  • Automatic Updates
  • Manual Updates
GoBlue automatically updates status in these cases:
  • New → Contacted: When iOS Shortcut sends the message
  • Timestamp Updates: When any interaction occurs

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Viewing and Managing Contacts

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Contacts Tab Overview

The Contacts tab in the GoBlue app provides:
  • All contacts sorted by most recent activity
  • Quick status indicators and form associations
  • Search functionality by name or phone number
  • Filter options by status, form, or date range
  • Complete contact information and custom fields
  • Message history and timestamps
  • Form association and source information
  • Manual status update options
  • Search by name, phone number, or email
  • Filter by contact status or associated form
  • Sort by creation date, last activity, or alphabetical

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Contact Organization Strategies

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By Form/Campaign

Organize contacts based on the forms they came from:

Website Leads

Contacts from your website contact form

E-commerce Orders

Customers who made purchases

Event Registrations

People who signed up for events or webinars

Service Inquiries

Potential clients asking about specific services

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By Engagement Level

Track where each contact is in your sales funnel:
1

New Leads

Just entered your system, haven’t been contacted yet
2

Engaged Prospects

Have been contacted and are in active communication
3

Qualified Leads

Have responded positively and shown genuine interest
4

Customers

Have converted and completed your desired action

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Contact Data Enrichment

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Webhook Data Enhancement

Maximize the data you collect with each contact: 
{
  "firstName": "Sarah",
  "lastName": "Johnson", 
  "phoneNumber": "+1555123456",
  "email": "[email protected]",
  "company": "TechStart Inc",
  "jobTitle": "Marketing Director",
  "industry": "Technology",
  "employeeCount": "50-100",
  "budget": "$10,000-$25,000",
  "timeline": "Q2 2024",
  "source": "Google Ads",
  "referrer": "John Smith",
  "interests": ["SEO", "Content Marketing"],
  "previousCustomer": false,
  "priority": "high"
}

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Progressive Data Collection

Build richer profiles over time:
Basic information from first form submission:
  • Name and phone number
  • Service interest
  • Source/referrer
Additional data from subsequent interactions:
  • Project details and requirements
  • Budget and timeline information
  • Decision-making process
Ongoing relationship data:
  • Purchase history
  • Support interactions
  • Satisfaction scores
  • Referral activity

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Segmentation Strategies

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Demographic Segmentation

Group contacts by characteristics:
  • Business Size
  • Industry Vertical
  • Geographic Location
Small Business (1-10 employees)
  • Simpler messaging focused on ease of use
  • Emphasis on cost-effectiveness
  • Self-service options highlighted
Medium Business (11-100 employees)
  • Scalability and growth messaging
  • Integration capabilities
  • Team collaboration features
Enterprise (100+ employees)
  • Enterprise-grade security and compliance
  • Advanced customization options
  • Dedicated support and account management

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Behavioral Segmentation

Group contacts by actions and engagement:

High Engagement

Quick responders, multiple interactions, high email open rates

Medium Engagement

Occasional responses, moderate interaction frequency

Low Engagement

Rare responses, minimal interaction, may need re-engagement

No Engagement

No responses, consider removing or different approach

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Contact Lifecycle Management

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Engagement Workflows

1

New Contact Welcome

Timing: Immediate Message: Welcome and set expectations Goal: Establish relationship and provide value
Hi {{firstName}}, thanks for your interest in {{serviceType}}! 
I'll review your project details and get back to you with 
some initial ideas within 24 hours.
2

Follow-Up Sequence

Timing: 24-48 hours after initial contact Message: Share insights and next steps Goal: Demonstrate expertise and move toward conversation
Hi {{firstName}}, I've reviewed your {{serviceType}} needs. 
I have 3 specific strategies that could work well for your 
{{timeline}} timeline. Worth a quick 15-minute chat?
3

Value-Added Touch

Timing: 1 week if no response Message: Provide helpful resources Goal: Stay top-of-mind while adding value
Hi {{firstName}}, I put together a quick guide on {{topicRelevant}} 
that might be helpful for your {{serviceType}} project: {{resourceLink}}
4

Final Outreach

Timing: 2-3 weeks total Message: Last attempt with soft close Goal: Final conversion attempt before moving to nurture
Hi {{firstName}}, I don't want to be a pest, but I really think 
we could help with your {{serviceType}} project. Should I close 
your file or is there still interest in exploring this?

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Long-Term Nurturing

For contacts who don’t convert immediately:
Send helpful content monthly:
  • Industry insights
  • Case studies
  • Tool recommendations
  • Market updates
Reconnect during relevant seasons:
  • New Year planning periods
  • Budget allocation times
  • Industry conference seasons
  • Holiday promotions
Reach out when significant events occur:
  • Company funding announcements
  • New product launches
  • Executive changes
  • Market shifts

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Data Privacy and Compliance

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GDPR Compliance

For contacts in EU regions:

Consent Tracking

Record when and how consent was obtained for messaging

Right to Deletion

Process for removing contact data upon request

Data Portability

Ability to export contact data in standard formats

Purpose Limitation

Only use contact data for stated purposes

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TCPA Compliance (US)

For US-based messaging:
Ensure clear opt-in for automated messaging:
  • Express written consent for marketing messages
  • Clear disclosure of messaging frequency
  • Easy opt-out instructions
Process opt-out requests promptly:
  • Honor requests within required timeframe
  • Remove from all messaging lists
  • Maintain opt-out records
Include required elements in messages:
  • Clear sender identification
  • Opt-out instructions (STOP)
  • Customer service contact information

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Data Security

Encryption

All contact data encrypted in transit and at rest

Access Control

Limited access to contact data based on roles

Audit Logging

Track who accesses or modifies contact information

Data Retention

Automatic cleanup of old, inactive contact records

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Analytics and Reporting

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Contact Metrics

Track key performance indicators:
  • New contacts added per day/week/month
  • Contact acquisition by source/form
  • Growth rate trends over time
  • Response rates by contact segment
  • Time to first response
  • Engagement by message type/template
  • Contact-to-customer conversion rates
  • Revenue per contact
  • Lifetime value by acquisition source
  • Data completeness scores
  • Duplicate contact rates
  • Invalid phone number percentages

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Reporting Workflows

1

Daily Monitoring

Check new contacts and immediate engagement needs
2

Weekly Review

Analyze contact quality, response rates, and conversion trends
3

Monthly Analysis

Deep dive into segment performance and optimization opportunities
4

Quarterly Planning

Strategic review of contact management processes and goals

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Integration with Other Systems

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CRM Synchronization

Keep GoBlue contacts in sync with your CRM: 
// Example: Sync GoBlue contact updates to CRM
async function syncContactToCRM(contact) {
  const crmData = {
    firstName: contact.firstName,
    lastName: contact.lastName,
    phone: contact.phoneNumber,
    email: contact.email,
    source: 'GoBlue Automation',
    leadStatus: mapGoBlueStatusToCRM(contact.status),
    customFields: contact.customFields
  };
  
  // Update or create in CRM
  if (contact.crmId) {
    await crmAPI.updateContact(contact.crmId, crmData);
  } else {
    const crmContact = await crmAPI.createContact(crmData);
    // Store CRM ID back in GoBlue if possible
  }
}

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Email Marketing Integration

Sync contacts with email marketing platforms:
  • Mailchimp Integration
  • ConvertKit Integration
async function addToMailchimp(contact) {
  const subscriber = {
    email_address: contact.email,
    status: 'subscribed',
    merge_fields: {
      FNAME: contact.firstName,
      LNAME: contact.lastName,
      PHONE: contact.phoneNumber,
      SOURCE: 'GoBlue'
    },
    tags: [contact.formName, contact.status]
  };
  
  await mailchimp.lists.addListMember(listId, subscriber);
}

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Best Practices

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Data Quality

Validation

Validate phone numbers and email addresses at point of entry

Deduplication

Regularly check for and merge duplicate contacts

Cleanup

Remove inactive contacts periodically

Enrichment

Continuously add valuable data to contact records

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Engagement Strategy

Use all available contact data to personalize messages:
  • Reference previous interactions
  • Mention specific interests or needs
  • Acknowledge their business or industry
Respect contact preferences and optimal timing:
  • Business hours for B2B contacts
  • Avoid holidays and weekends unless appropriate
  • Consider time zones for geographic segments
Balance staying in touch with avoiding spam:
  • Start with immediate response, then space out
  • Reduce frequency for less engaged contacts
  • Increase value as frequency increases

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Organization

Consistent Naming

Use consistent naming conventions for forms and segments

Clear Categories

Create logical groupings that match your business model

Regular Reviews

Schedule regular contact database cleanup and optimization

Team Training

Ensure all team members understand contact management processes

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Troubleshooting

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Common Issues

Cause: Same person submitting multiple forms or slight variations in phone number formatSolution:
  • Implement phone number normalization
  • Regular deduplication processes
  • Use email as secondary identifier
Cause: Webhook data doesn’t include expected fieldsSolution:
  • Verify webhook payload structure
  • Check form field mapping
  • Implement data validation at source
Cause: iOS Shortcut not properly reporting message deliverySolution:
  • Check iOS Shortcut configuration
  • Verify API connectivity
  • Manual status updates as needed

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Next Steps

Message Templating

Create personalized messages using your contact data

iOS Shortcuts Setup

Configure automated message delivery

Bulk Messaging

Scale your contact communication efficiently

API Reference

Programmatic contact management via API
Great contact management is about quality over quantity. Focus on building meaningful relationships with engaged contacts rather than just collecting as many contacts as possible.