What This Does
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 any contact's name anywhere in VipeCloud to open their record.
Or, use the search bar in the top navigation to search by name, email, or phone number.
Left Side: Contact Cards
The left side of the record contains cards with structured information about the contact. Cards can be hidden or reordered in CRM Settings. The sections below follow the default order.
Name and Communication Status
At the top of the left column, you'll see the contact's name. You can add a profile image to the left of their name.
Directly below the name is their communication status. If a contact is unsubscribed or bounced, it will appear here.
If a contact isn't receiving emails, check this section first.
Include the bounce reason in any support request or chatbot conversation when troubleshooting deliverability for a specific contact.
Meetings
This card is powered by the VipeCloud Scheduler and shows upcoming and past meetings with the contact.
Past meetings can be flagged as Attended or No Show.
If you use the AI Booking Agent, meetings booked by the agent appear here. Marking a meeting as No Show can trigger the booking agent to contact the lead for a rebook, or launch a series.
Use the Meeting Notes button on the right side of the card to log notes for a specific meeting.
Open Tasks
This card shows incomplete tasks associated with the contact.
Click the + button in the upper right of the card to create a new task.
Tasks can be open or completed - use this to log follow-ups or record that a meeting or call happened.
Opportunities
This card shows all opportunities associated with the contact, both open and closed.
Details
This card contains the contact's standard fields - name, email, phone, and other built-in fields that have data.
Phone numbers are click-to-dial. Tapping a number will attempt to place a call if you have a VoIP system or are on mobile.
Unsubscribed and Text Opt-Out status can be managed here.
If a contact is bounced, you can view the bounce reason and override it here if needed.
Use the pencil icon in the upper right corner of the card to edit fields.
Custom Fields
This card shows all custom field data for the contact.
Use the pencil icon in the upper right corner to edit custom field values.
Notes
This card is for freeform notes about the contact, separate from the activity timeline.
Use this for evergreen information - things you want to remember about the contact over time, such as preferences, communication habits, or personal context.
Estimates
This card shows any estimates that have been created for this contact. Estimates are closely associated with opportunities and can be linked to them directly from this card.
Accounts
This card shows any Accounts associated with the contact.
Click the + button to search for an existing account to associate, or create a new one directly from this card.
Series
This card shows all series activity for the contact: in-progress, completed, and canceled.
Click the + button in the upper right corner to launch a new series for this contact.
Contact Lists
This card shows every contact list the contact belongs to, including their subscription status on each list.
Click the + button to add the contact to a list.
Use the Remove button on the right side of a row to remove them from a specific list.
Content
This card is where you can attach files to the contact record.
Click the + button to upload a new file or add existing content from your library.
Right Side: Activity and Actions
The right side of the contact record contains action buttons and the full activity timeline.
Action Buttons
At the top of the right panel:
Email - sends an email directly to this contact
Text - sends a text message to this contact
More - opens a dropdown with three additional options:
Send Video Email
Launch Series
Delete Contact
Contact Score
Below the action buttons, you'll see the contact's engagement score for a set number of days. This reflects how much the contact has engaged with your emails or tracked web visits during that window.
Recent Activity
The activity timeline shows all tracked interactions between you and the contact in chronological order.
Your outbound activity (emails sent, tasks logged) appears on the right.
Their inbound activity (email opens, clicks, replies) appears on the left.
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 regardless of which system was used to send.
Texts appear here if texting is configured.
Completed tasks, logged calls, and in-person meetings appear here when recorded.
Interacting with Activity Items
Hover over any item in the timeline to see a menu (three-dot circle). Options vary by item type and may include:
View - see the full email content
Add Email to Item - associate the email with an opportunity, account, or other object
Reply - reply to the email directly
Forward - forward the email
Hide from VipeCloud - remove the item from the timeline for sensitive communications
Bookmarks Tab
At the top of the recent activity panel, you can switch between the Activity tab and the Bookmarks tab.
Click the bookmark icon on any activity item to save it to the Bookmarks tab.
Use bookmarks to surface critical conversations or activities so they don't get buried over time.
Adjusting the Activity Time Window
At the top of the activity panel, you'll see a Last X Days selector.
This controls how far back the timeline loads.
If the activity feed is loading slowly, set this to 7 or 14 days.
To view a contact's full history, select All History from the dropdown.
Key Notes
Cards on the left side can be reordered or hidden. Go to CRM Settings to customize card layout.
The bounce reason shown in the communication status area is useful for diagnosing deliverability issues. Include it when contacting support.
The Notes card is intended for persistent, evergreen information - most users don't use it for logging individual interactions and tasks for that.
Inbox Sync must be configured for third-party emails to appear in the activity timeline. Without it, only emails sent through VipeCloud will be tracked.