> ## Documentation Index
> Fetch the complete documentation index at: https://docs.propilotapp.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Contacts

> Manage your organization's shared contact directory: agents, wholesalers, vendors, and custom roles.

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.

<Info>
  **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.
</Info>

## 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.

| Field           | Rules                                                                                |
| --------------- | ------------------------------------------------------------------------------------ |
| **Name**        | Required                                                                             |
| **Role**        | Picked from your organization's role list; defaults to **My Agent** for new contacts |
| **Phone (SMS)** | Optional, but phone or email is required; unique within your organization            |
| **Email**       | Optional, but phone or email is required; unique within your organization            |

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.

## Add a contact

<Steps>
  <Step title="Open the form">
    Click **Add contact** in the top-right of the Contacts page.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save">
    Click **Save**. The contact becomes available across property and communication workflows
    for the whole team.
  </Step>
</Steps>

## 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.

## 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.

## How this differs from property conversations

Property conversations in [Messages](/features/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.

## Used by

* [Messages](/features/messages)
* [Property Details](/features/property-details)
* [Deal Pipeline](/features/deal-pipeline)

## Common questions

<AccordionGroup>
  <Accordion title="Who can add, edit, or delete contacts?">
    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.
  </Accordion>

  <Accordion title="What happens when I delete a contact?">
    The contact is hidden from the directory, but its messages are kept for your organization, so
    conversation history is not lost.
  </Accordion>

  <Accordion title="Why does a contact say NEEDS SAVING?">
    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.
  </Accordion>

  <Accordion title="Why can't I save a second contact with the same phone number?">
    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.
  </Accordion>

  <Accordion title="Why can't I delete a role?">
    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.
  </Accordion>

  <Accordion title="Does saving a contact make their emails show up in Messages?">
    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](/features/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](/integrations/gmail).
  </Accordion>

  <Accordion title="Is this the same as a property conversation contact?">
    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.
  </Accordion>
</AccordionGroup>