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General Contact manager configuration

Coordinator, Funnel Stage, Duplicate Contacts

Updated over 2 weeks ago

These settings affects the entire workspace you have in Witei. Please follow these steps to access these settings:

  1. Settings > Contact manager > General

A. Assignment flow of new contacts automatically created in the workspace.

  • When no Coordinator or Delegated User is assigned Witei will assign the new contact based on:

    • The sales manager of the property the contact is interested in, as long as the contact request has a reference to a property created in your workspace.

    • If the contact request does not have a property reference that can be associated, it will be assigned to the administrator user with the most seniority that was created in the workspace.

  • When a Coordinator is assigned, all the contacts that are automatically created in your workspace will be assigned to him/her, whether they come from a contact request from the portals or from the Web contact form, the Coordinator user will have to reassign them later to the rest of the users of the workspace.

  • When a Delegated User is chosen, he/she will be assigned the contacts that Witei cannot assign, these contacts are those that can be created by a contact request without a real estate reference or that the reference does not exist in your workspace, as well as the contacts that come for example from the Web contact form.

B. Coordinator

You will be able to select a user as Coordinator. This feature is optional, you can include it in your office or not. The user named as coordinator will receive all the requests and will have to reassign them to the rest of the users.

You can activate it by following these steps:

- 1. Configuration > Contact manager > General > Coordinator.

C. Delegate User

If you don't want to assign a "Coordinator", you can choose a "Delegate User " to whom the contacts created in the CRM will be assigned. If you don't choose any of these, Witei will assign these contacts to the oldest Administrator user.

You can activate it by following these steps:

- 1. Configuration > Contact manager > General > Delegate User

Important: If a user is selected as the "Coordinator," the "Delegate" field must be left blank. Both elections cannot be held simultaneously.

D. Default funnel stage

You can select a funnel in Witei where all new contacts will enter this stage without having to select it manually.

In order to select a default funnel follow the steps below:

1. In the side menu > Settings > Contact manager > General

2. Access the Default Pipeline Stage drop-down menu.

3. Select the Funnel and the Stage that you want to be the default pipeline stage.

E. Allow duplicate contacts

With Witei you can configure whether or not you want to save contacts with the same email or phone number in your CRM.

If you want to be able to duplicate the contact files with the same data, you should access to:

  1. Settings > Contact manager > General

  2. Enable "allow duplicate contacts" button.

If Witei detects that the contact already exists, based on their email or phone number, it will tell you with a message indicating the following:

  • Phone in use by: Contact name

  • Responsible: User in charge of managing it

Once you have entered all the data, you must save and you will have automatically generated their file.

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