Manage contacts
See everyone who left their details on your site, add and import contacts, tag them and follow what they did.
Contacts is your list of people: everyone who left their email in the chat, signed in on your site, or that you added yourself. Each contact keeps their details, status, tags, notes, conversations and the pages they visited, so you know who you're talking to before you reply.
How people get into Contacts
| Source | When a contact is created |
|---|---|
| Chat | A visitor shares their email in the chat — with the AI or in the name-and-email form. |
| Tracker | Your site identifies a signed-in visitor through the tracking script. See Track events and identify visitors. |
| Import | You import a CSV file. |
| Manual | You add someone with Add contact. |
| API | Your own systems create them. |
The same person is recognised by their email, so a visitor who chats today and signs up next week stays one contact, with both visits in their history.
Find a contact
Click Contacts in the menu.
- Click Name / Email and type a name, email, phone number or company.
- Click More Filters to filter by Status, Source or Tag.
- Click Last seen or Created to sort.
Click a row to open the contact.
The contact profile
At the top you see the name, company, email, Status and tags. Below, three tabs:
- Overview — Contact Info (click Edit to change the name, email, phone or company, then Save), Status, Engagement (pageviews, visits, first and last seen), device and location, traffic source, top pages, their Conversations and any Custom Attributes.
- Notes — write a note and click Save note. Notes you write in Live Chat show up here too.
- Activity — a timeline: when the contact was created, status changes, tags, notes, conversations and the pages they visited.
Status
Every contact has one status. Click it in the Status row to change it:
| Status | Use it for |
|---|---|
| Lead | Someone who reached out or left their email. New contacts start here. |
| Qualified | A lead that's a real fit — worth a call or an offer. |
| Customer | They bought. |
| Churned | A former customer. |
The same statuses are the columns of the Lead Board.
Tags
Use tags to group contacts your own way — "Agency", "Webflow", "Hot lead". In a profile, open the tag picker next to the contact's tags, then pick a tag or type a new one; click the × on a tag to remove it. To tag many contacts at once, tick them in the list and click Add tag or Remove tag above it.
More actions
The ⋯ menu at the top of a profile has:
- Add to lead board / Remove from lead board — whether the contact appears on the Lead Board.
- Archive contact / Unarchive contact — takes them off the Lead Board without deleting anything.
- Delete contact — removes the contact for good.
Add a contact
- Click Add contact.
- Fill in Email, Phone, Name, Company, pick a Status and any Tags.
- Click Create Contact.
Import contacts from a CSV
- Click Import.
- Drop your CSV file on the window, or click to browse.
- Choose the options:
- Update existing contacts — when an email is already in Contacts, fill in the record with the columns from your file. Off by default: rows whose email already exists are skipped.
- Apply tags to new contacts — tags added to every contact the import creates.
- Check Columns detected, then click Import contacts.
The first row of the file must be the header, and it needs an email column. ProjectHQ also reads name, phone, company, status and source. Any other column is ignored unless its name starts with attr. — attr.plan becomes a custom attribute called "plan". When the import finishes, rows that couldn't be imported are listed with the reason.
Imported contacts don't appear on the Lead Board by default, so a big list doesn't flood it. Add the ones you're working on with Add to lead board.
On the free plan
On the free plan, new contacts keep being collected, but their names and details are hidden. Contacts shows how many are waiting and Unlock your leads. See Plans, trial and limits.