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Every visitor who provides their information — through a form, identity verification, or contact capture — becomes a contact in ReplyBubble. The Contacts section gives you a unified view of everyone who has interacted with your chatbot.

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Contact List

The main view shows all contacts in your workspace with key information at a glance. Each row shows:
  • Name (with email shown alongside when both are known) and company
  • Tags (up to 3, with a count for additional tags) and a spam classification dot
  • Status indicator (colored dot)
  • Last active time
  • Assigned team member

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Searching

Search by name, email, or company (2+ characters). Results filter as you type.

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Filtering

Status filter — Show contacts by lifecycle stage: Tag filter — Filter by tags you’ve assigned to contacts. Show spam toggle — Spam contacts are hidden by default. Toggle this on to review them. Segments — Save any combination of the above filters as a reusable, named segment, or build a dynamic rule-based segment with a live member count. See Contact Segments.

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Stats

A row of cards at the top shows counts for total contacts, new contacts, active contacts, and qualified contacts. Use these to track lead flow at a glance.

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Export

Click Export to download your contacts as a CSV file. The export includes all contact fields, tags, and status. Useful for importing into a CRM or doing analysis in a spreadsheet.

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Contact Detail

Click any contact to see their full profile and activity history.

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Profile Header

The top of the contact page shows:
  • Avatar, name, email, and company
  • Status selector — Change the contact’s lifecycle stage with a dropdown
  • Assignment — Assign the contact to a team member for follow-up
  • Tags — Add or remove tags to organize contacts by category (e.g., “VIP”, “pricing-inquiry”, “demo-requested”)
  • Spam classification — Override the automatic spam score if a contact was incorrectly flagged, with confidence level shown
  • AI insight — An auto-generated summary of what this contact has asked about and their engagement level
  • Verified identity badge — Shows if the contact was verified through user verification
  • Fingerprint data — Browser and device information collected during conversations
  • Form field data — Any data submitted through forms

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Activity Timeline

Below the profile, a reverse-chronological timeline shows everything this contact has done:
  • Conversations — Previews of each chat thread
  • Form submissions — Data from any forms they completed
  • Notes — Internal notes added by your team
  • Contact captures — When and how the contact was first captured
Use the filter at the top of the timeline to show specific event types (e.g., only conversations or only form submissions).

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GDPR Actions

The ••• menu in the profile header (visible to workspace Owners only) has three actions:
  • Export data (GDPR) — Downloads a JSON file of everything ReplyBubble holds on this contact.
  • Delete contact — Permanently deletes the contact record. Their conversation history is retained but anonymized.
  • Erase all data (GDPR) — The full right-to-be-forgotten erasure: permanently deletes the contact and all of their conversations, messages, and form submissions. Nothing is retained.
Both delete and erase require a confirmation dialog and cannot be undone.

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Contact Status Workflow

Contacts flow through lifecycle stages as you qualify and manage them:
You can change a contact’s status at any time from their detail page. There are no restrictions on transitions — move contacts to whatever status reflects their current state.

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Spam Management

ReplyBubble automatically scores contacts for spam likelihood. When a contact is flagged:
  • A spam dot appears next to their name in the list
  • They are hidden from the default view (use the “Show spam” toggle to see them)
  • A dismissible banner warns you when spam contacts exist
You can override any spam classification from the contact’s detail page if the automatic scoring was wrong.

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Tips

  • Review new contacts regularly. Move them to Active or Qualified as you assess them so your list stays organized.
  • Use tags to segment contacts. Tags like “pricing”, “support”, or “enterprise” help you quickly find groups of related contacts.
  • Assign contacts to team members for follow-up accountability. Assignments are visible on the contact card and in the list.
  • Export weekly for CRM sync. If you are not using a direct integration, a weekly CSV export keeps your CRM data current.
  • Check AI insights for a quick summary before reaching out to a contact. The auto-generated summary gives you context without reading every conversation.