A contact record is a single-page view of everything VipeCloud knows about a contact - their details, communication history, active series, upcoming meetings, opportunities, and more. When you have a question about a contact, their record is the first place to look.
How to Open a Contact Record
Click the contact's name anywhere in VipeCloud.
You can also search for the contact by name, email, or phone number in the search bar in the top navigation.
How the Contact Record Is Laid Out
The left side of the record holds cards with structured information about the contact. The sections below follow the cards' default order, and you can hide or reorder cards in CRM Settings. The right side holds the action buttons and the full activity timeline.
Name and Communication Status
The contact's name is at the top of the left column, and you can add a profile image to the left of it. Directly below the name is the contact's communication status, which shows whether they're unsubscribed or bounced.
If a contact isn't receiving emails, check this section first.
Include the bounce reason in any support request or chatbot conversation about deliverability for a specific contact.
Meetings Card
The Meetings card shows upcoming and past meetings with the contact, booked through the VipeCloud Scheduler.
Past meetings can be flagged as Attended or No Show.
If you use the AI Booking Agent, meetings the agent books appear here. Marking a meeting No Show can trigger the booking agent to contact the lead for a rebook, or launch a series.
The Meeting Notes button on the right side of the card logs notes for a specific meeting.
To see a meeting's details and what the contact filled out when they booked:
On the Meetings card, click the meeting name.
The Calendar Event pop-up shows the meeting's date and time, scheduler, meeting link and phone number, and Cancel/Reschedule Link. For one-on-one meetings it also has a Submitted Data section with each answer from the booking form. For more, see How to See What Someone Filled Out When They Booked.
Open Tasks Card
The Open Tasks card shows incomplete tasks associated with the contact. Use tasks to log follow-ups or record that a meeting or call happened.
To create a task, click the + button in the upper right of the card.
For more on tasks, see Log Your Activities and Create Follow-Ups.
Opportunities Card
The Opportunities card shows all opportunities associated with the contact, both open and closed.
Details Card
The Details card holds the contact's built-in fields in two sections you can expand or collapse:
Standard - Name, email, phone, address, and the other built-in fields you fill in.
System - Fields VipeCloud sets or manages: Contact Status, Unsubscribe, Bounced, Undeliverable, Text Opt Out, Added By, Email Verification Status, and Source.
On this card:
To call a contact, click the phone icon next to their number. The call places if you have a VoIP system or are on mobile.
You can manage Unsubscribed and Text Opt-Out status here.
If a contact is bounced, you can view the bounce reason and override it here.
The pencil icon in the upper right corner of the card edits the fields in a form. To change one value, double-click it instead - see How to Edit a Field Directly on the Contact Record.
Custom Fields Card
The Custom Fields card shows the contact's custom field data. The pencil icon in the upper right corner edits the values in a form, or you can double-click a single value to edit it.
How to Edit a Field Directly on the Contact Record
You can change a single value on the Details or Custom Fields card without opening the edit form. This works on the contact record page and in the contact record pop-up.
Double-click the value you want to change.
Type or select the new value.
Press Enter or click away from the field to save.
To cancel without saving, press Escape. To open a field from the keyboard, tab to it and press Enter or Space.
Fields that work differently:
Locked fields - Show a lock icon and stay read-only. An admin can change them from the edit form. See How Field Governance Works.
Unique fields - If another contact already has the value, VipeCloud refuses it and leaves the field open so you can change it.
Phone and website - Double-click the value to edit it. Click the icon next to it to call the number or open the link.
System section and social profile fields - Can't be edited this way. Use the edit form.
Notes Card
The Notes card holds freeform notes about the contact, separate from the activity timeline. Use it for evergreen information you want to remember over time, such as preferences, communication habits, or personal context.
Estimates Card
The Estimates card shows any estimates created for this contact. Estimates are closely tied to opportunities, and you can link them to an opportunity from this card.
Accounts Card
The Accounts card shows any accounts associated with the contact.
To associate an account, click the + button, then search for an existing account or create a new one.
Series Card
The Series card shows all series activity for the contact: in progress, completed, and canceled.
To launch a new series for this contact, click the + button in the upper right corner of the card.
Contact Lists Card
The Contact Lists card shows every contact list the contact belongs to, with their subscription status on each list.
To add the contact to a list, click the + button.
To remove the contact from a list, click Remove on the right side of that list's row.
Content Card
The Content card holds files attached to the contact record.
To attach a file, click the + button, then upload a new file or add existing content from your library.
Action Buttons
The action buttons sit at the top of the right panel.
Email - sends an email to this contact.
Text - sends a text message to this contact.
More - opens a dropdown with Send Video Email, Launch Series, and Delete Contact.
Contact Score
Below the action buttons is the contact's engagement score for a set number of days. It reflects how much the contact engaged with your emails or tracked web visits during that window. Contact scoring settings control how it's calculated.
Recent Activity
The activity timeline shows all tracked interactions between you and the contact in chronological order.
Your outbound activity, such as emails sent and tasks logged, appears on the right.
The contact's inbound activity, such as email opens, clicks, and replies, appears on the left.
Repeat opens of the same email, and repeat clicks on the same link, stack into one entry with a count, such as Email Opened (11x). Each open isn't listed separately.
What appears in the timeline depends on your setup:
All emails sent from VipeCloud appear here, including open and click tracking.
If Inbox Sync is configured, emails sent from your connected email account (Gmail, Outlook, etc.) also appear here, along with all replies, whichever system was used to send.
Texts appear here if texting is configured.
Completed tasks, logged calls, and in-person meetings appear here when recorded.
How to Act on an Activity Item
Hover over an item in the timeline.
Click the three-dot circle.
Select an option.
Options vary by item type and can include:
View - shows the full email content.
Add Email to Item - associates the email with an opportunity, account, or other object.
Reply - replies to the email.
Forward - forwards the email.
Hide from VipeCloud - removes the item from the timeline, for sensitive communications.
How to Bookmark an Activity Item
Bookmarks keep important conversations or activities from getting buried in the timeline over time.
Click the bookmark icon on an activity item.
To see your saved items, click the Bookmarks tab at the top of the recent activity panel.
To go back to the full timeline, click the Activity tab.
How to Change How Far Back the Activity Timeline Goes
At the top of the activity panel, click the Last X Days selector.
Select a number of days, or select All History to see the contact's full history.
If the activity feed loads slowly, set it to 7 or 14 days.
Key Notes
Cards on the left side can be reordered or hidden. Go to CRM Settings to customize card layout.
The bounce reason in the communication status area helps diagnose deliverability issues. Include it when contacting support.
The Notes card is for persistent, evergreen information. Log individual interactions as tasks instead.
Inbox Sync must be configured for third-party emails to appear in the activity timeline. Without it, only emails sent through VipeCloud are tracked.
Deleted contacts can't be recovered, whether the contact was deleted from the contact record or from the Contacts table.