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Contacts is your organization’s shared directory of people who matter across deals - your own agents, wholesalers, vendors, and anyone else the team works with repeatedly. Open Settings > Advanced Settings > Contacts to search the directory, add or edit people, and (as an admin) manage the role list.
Key things to know
  • Every teammate can add and edit contacts; deleting one requires being its creator or an admin.
  • Each contact needs a Name plus at least a phone or an email, and a phone number or email can belong to only one contact in your organization.
  • Inbound messages from numbers ProPilot doesn’t recognize create Unknown placeholder contacts marked NEEDS SAVING - complete them here.
  • Deleting a contact hides it from the directory but keeps its message history for your organization.

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What’s in the directory

The directory lists each contact with their role badge, phone, email, and the properties they are associated with. Use the search box (matches name, role, phone, or email) and the role filter dropdown to narrow the list, and Refresh to reload it. If you try to add someone whose phone or email already exists (often as a property-tied conversation contact), ProPilot opens the existing record so you can save or update it instead of creating a duplicate.

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Add a contact

1

Open the form

Click Add contact in the top-right of the Contacts page.
2

Fill in the details

Enter the Name, choose a Role, and add a Phone (SMS) and/or Email. At least one of phone or email is required.
3

Save

Click Save. The contact becomes available across property and communication workflows for the whole team.

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Contact roles

Roles classify contacts so the directory stays organized and filterable:
  • System roles - Listing Agent, My Agent, Wholesaler, and Unknown are built in and cannot be deleted.
  • Custom roles - admins click Manage roles to add roles like “Title Company” or “Contractor”. A custom role can only be deleted while no contact uses it.
  • Non-admins can use any existing role on contacts but see role management as view-only.

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Unknown placeholder contacts

When an inbound message arrives from a number that doesn’t match anyone, ProPilot creates a placeholder contact with the Unknown role and a NEEDS SAVING badge. Edit it here to add the person’s real name, role, and details - this turns the placeholder into a proper directory contact and keeps future messages attributed correctly.

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How this differs from property conversations

Property conversations in Messages are tied to a specific listing or saved deal, and listing agents are usually attached automatically when you save a property. The Contacts directory is for people you reuse across deals - your own buyer’s agents, wholesalers, and vendors - plus the unknown placeholders waiting to be completed. A directory contact’s card also lists the properties they have been associated with.

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Used by

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Common questions

Anyone on the team can add and edit contacts. Deleting a contact requires being the person who created it or an admin. Managing the role list (adding or deleting roles) is admin-only.
The contact is hidden from the directory, but its messages are kept for your organization, so conversation history is not lost.
It was created automatically from an inbound message from an unrecognized number. Click Edit, fill in the real name and role, and save to complete it.
Phone numbers and email addresses are unique per organization - each can belong to only one contact. If the number already exists, ProPilot opens the existing contact so you can update it instead.
System roles (Listing Agent, My Agent, Wholesaler, Unknown) can never be deleted, and custom roles can only be deleted while no contact is using them. Reassign those contacts to another role first.
Yes, when your organization has a Google account connected. ProPilot imports incoming email from saved contacts, so adding someone here with the address they write from is enough for their next message to land in Messages - you do not have to email them first. The address has to match what they actually send from. See Managing and deleting email imported from Gmail.
Not exactly. Property conversations are tied to a specific listing or saved deal, while the Contacts directory holds reusable organization records. The two stay linked: a directory contact’s card shows the properties they are associated with.