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AIBS.LLC · AI Boost Training
The Contacts Tab —
Everything You Need to Know
Master Smart Lists, Custom Fields, Tags, and importing contacts into AI Boost. Your CRM is only as powerful as the data inside it — this module covers all of it.
What's inside the Contacts tab
The Contacts tab is the core of your AI Boost CRM. Every lead, prospect, and client lives here. Understanding its four key features — Smart Lists, Custom Fields, Tags, and Importing — gives you full control over who gets what message, when, and why.
Four things to master
📋
Smart Lists
Dynamic, auto-updating segments. Filters contacts in real time based on your rules.
🗂️
Custom Fields
Store any extra data per contact — policy number, industry, anniversary date, and more.
🏷️
Tags
Labels that trigger workflows, segment contacts, and track status across the funnel.
📥
How to Import
Bring contacts from any platform via CSV in under 10 minutes — clean and duplicate-free.
Where to find it
Left Sidebar → Contacts → Smart Lists tab
AIBS workflow: Always tag contacts on import → build Smart Lists from those tags → use Smart Lists to trigger targeted workflows. That's the full loop.
What is a Smart List?
A Smart List is a dynamic, self-updating contact segment. Unlike a static list you manage manually, a Smart List continuously adds or removes contacts in real time as they meet or stop meeting your filter criteria. Set the rules once — AI Boost handles the rest.
How to create a Smart List
01
Navigate to Smart Lists
Contacts → Smart Lists tab
- From the left sidebar, click Contacts.
- At the top of the Contacts page, click the Smart Lists tab.
- Click + New Smart List to start building.
Contacts → Smart Lists → + New Smart List
02
Name your list and add filters
Define who belongs in this list
- Give your Smart List a clear, descriptive name — e.g., "Hot Leads — Opened Email, Not Booked".
- Click + Add Filter to define the criteria. You can stack multiple filters.
- Use AND logic (all conditions must be true) by adding multiple filters in sequence.
- Use OR logic (any condition can be true) by clicking + Add Filter Group.
Example: "Opened 3+ emails AND (Has Tag VIP OR Opportunity Value > $10K)" — complex logic is fully supported.
03
Available filter types
What you can filter on
- Contact fields — name, email, phone, address, any standard field.
- Custom fields — any field you've created (policy number, niche, anniversary, etc.).
- Tags — has tag, does not have tag.
- Pipeline / opportunity data — stage, value, assigned user.
- Engagement activity — email opens, clicks, SMS replies, form submissions, website visits.
- Dates — contact created, last activity, last reply.
- Workflow status — enrolled in, completed, not enrolled in.
- Appointment data — has upcoming appointment, no-showed, attended.
Always exclude: Use negative filters like "Does Not Have Tag: unsubscribed" and "Does Not Have Tag: do-not-contact" on every marketing Smart List.
04
Save, use, and export
What you can do with your Smart List
- Click Save — the list is now live and updates in real time automatically.
- Use it to trigger bulk actions: send SMS, send email, add to workflow, add/remove tags.
- Select columns to display — customize which fields show in the Smart List view.
- To export: click the three-dot menu on your Smart List → Export as CSV.
- Smart Lists can also be created directly from an import — tag the import batch and filter by that tag.
Smart List examples for AIBS clients
Hot leads — not booked
Opened email in last 14 days AND No appointment booked AND No tag: closed
Reactivation targets
Last activity > 60 days ago AND Pipeline stage: closed lost AND No tag: reactivation-sent
Review request ready
Tag: appointment-completed AND No tag: review-requested AND Created in last 7 days
Annual review due
Custom field: last review date > 11 months ago AND Tag: active-client AND No tag: review-booked
What are Custom Fields?
Custom Fields let you store any additional data on a contact that isn't covered by standard fields (name, email, phone, etc.). Use them to capture industry-specific information, personalize automation messages with merge tags, and build precise Smart List filters.
Settings → Custom Fields → + Add Field
Field types available
Text
Single line. Names, IDs, short answers.
Text Area
Multi-line. Notes, descriptions, long answers.
Number
Numeric values. Policy amounts, scores, counts.
Date
Date picker. Anniversary, policy renewal, DOB.
Dropdown
Single choice from a predefined list.
Radio
One selection from visible options.
Checkbox
Multiple selections. Services interested in.
File Upload
Attach documents or images to a contact.
Signature
Capture e-signatures on forms.
Monetary
Currency amounts. Deal value, revenue.
How to create a Custom Field
Step-by-step: creating a custom field
Settings → Custom Fields → + Add Field
- Go to Settings → Custom Fields from the sub-account sidebar.
- Click + Add Field — a modal opens.
- Choose your field type (text, date, dropdown, etc.).
- Name the field clearly — this name becomes the merge tag in your messages. E.g. Policy Renewal Date becomes .
- Set it as required if it must be filled on the Add Contact form.
- Choose whether it applies to Contact level or Opportunity level.
- Click Save — the field is now available across forms, Smart Lists, and workflow actions.
Any contact-level custom field can be added, reordered, and marked required on the Add Contact form. Manage field order in Settings → Custom Fields.
Using Custom Fields in automations
Merge tags in SMS & email
Personalize messages with contact data
- Every custom field becomes a merge tag you can insert into SMS, email, and workflow messages.
- Format: — AI Boost replaces this with the contact's actual value at send time.
- Use in Smart List filters — e.g., filter all contacts where Policy Renewal Date is within 30 days.
- Use in workflow conditions — If/Else branch based on custom field value.
- Update custom fields automatically via the Update Contact Field workflow action.
AIBS example: Insurance clients — create a "Policy Renewal Date" date field. Build a Smart List for renewals within 30 days. Auto-trigger a renewal reminder workflow. Zero manual work.
Recommended custom fields by industry
Insurance
Policy TypeRenewal DatePolicy NumberCarrier
Law Firm
Case TypeIntake DateReferral SourceCase Status
Real Estate
BudgetArea of InterestBuyer/SellerPre-Approved
Medical
Last VisitInsurance ProviderNext RecallProvider
What are Tags?
Tags are labels applied to contacts that indicate status, source, behavior, or category. They are the primary mechanism for triggering and controlling workflows in AI Boost. A contact can have unlimited tags.
How tags work in AI Boost
Tags trigger workflows
The most powerful use of tags
- A workflow can be triggered when a tag is added to a contact — or when a tag is removed.
- Example: tag client-paid added → triggers the AIBS Welcome Message workflow instantly.
- Tags can be added/removed by: form submissions, workflow actions, manual entry, CSV import, pipeline stage changes.
- Use the Add Tag and Remove Tag actions inside any workflow to control a contact's journey.
Rule: Every major workflow in AI Boost should start with a tag trigger. Tags = the on/off switch for your automations.
How to add and manage tags
Multiple ways to tag a contact
- Manually on a contact: Open contact record → Tags field → type and add tag.
- Bulk action: Select multiple contacts in the Contacts list → Bulk Actions → Add Tag.
- On import: Apply a tag to all contacts in a CSV import batch during the import process.
- Via workflow action: Add the Add Tag action at any step in a workflow.
- Via form submission: Configure the form to auto-apply a tag when submitted.
- To manage all tags: Settings → Tags — view, rename, merge, or delete tags globally.
Settings → Tags → manage all tags
AIBS tag naming system
Keep tags consistent across all client accounts
- Use lowercase-with-hyphens — consistent, easy to filter, avoids duplicates. Never use spaces or caps.
- Use category prefixes to group related tags: source- status- action- campaign-
- Import tags: use source-name-month-year format: mailchimp-export-jan-2026
Example tag library
source-facebook-ad
source-referral
status-active-client
status-closed-won
status-closed-lost
action-review-requested
action-reactivation-sent
campaign-open-enrollment
campaign-annual-review
client-paid
intake-complete
do-not-contact
unsubscribed
Always add do-not-contact and unsubscribed as exclusion filters on every marketing Smart List. Missing this sends messages to opted-out contacts — a compliance risk.
Before you import — prep your CSV
The quality of your import depends almost entirely on how well your CSV is formatted before you upload it. Take 10 minutes here to save hours of cleanup later. AI Boost accepts CSV files up to 50MB.
- At minimum, include email address or phone number — used for deduplication. Include both when possible.
- Don't skip the phone field — even if email is your primary identifier, phone enables SMS workflows.
- Standard column headers: First Name Last Name Email Phone Address City State
- Any custom fields you've created in AI Boost can be mapped during import — they'll appear as column options in the mapping step.
- Download the sample file from the import screen to see the exact format AI Boost expects.
Step-by-step import process
1
Go to Contacts → Smart Lists tab and click the Import Contacts button in the top right. Alternatively: Contacts → three-dot menu → Import.
2
Upload your CSV file (up to 50MB). Click "Download Sample File" first if you're unsure of the format.
3
Map your columns to AI Boost contact fields. Drag unmatched columns to the correct field, or select "Don't import" for columns you don't need. Custom fields you've created will appear here too.
4
Choose your import mode:
Create Only
Update Only
Create & Update
Use Create & Update to safely add new contacts and update existing ones without duplicates.
5
Name your import and set optional details — this helps you find it later in Bulk Actions history.
6
Apply tags to the import batch. Always tag your imports — use the format source-name-month-year, e.g., mailchimp-export-jan-2026 or trade-show-orlando-feb-2026.
7
Optionally: Create a Smart List from this import, add contacts to a Workflow, or apply additional tags — all available in the final confirmation screen.
8
Check the mandatory consent checkbox confirming all contacts have given appropriate consent to be contacted. This is required before the import will proceed.
9
Click Bulk Import. Monitor progress under Contacts → Bulk Actions. You'll see a live status tracker — large imports may take a few minutes.
How AI Boost handles duplicates
Duplicate detection & merging
AI Boost auto-merges on email or phone
- AI Boost automatically merges contacts based on phone number or email — if a match is found, the system updates the existing record instead of creating a duplicate.
- Additional emails and phone numbers from the import are stored as secondary fields — they don't replace primary data.
- CSV imports cannot create duplicates — the deduplication is automatic.
- To configure deduplication preferences: Settings → Contact Deduplication.
You can safely re-import an updated contact list using Create & Update mode — existing contacts get refreshed, new ones get added, no duplicates created.
After the import
- Find your import in Contacts → Bulk Actions to see status, errors, and the number of contacts created vs. updated.
- Filter contacts by the import tag you applied — this becomes your Smart List for that batch.
- If contacts are unexpectedly set to DND (Do Not Disturb) for all channels after import — check the DND settings applied during import. Adjust to channel-specific DND only if needed.
- Start engaging — bulk send an intro SMS, enroll in a welcome workflow, or assign to a pipeline stage directly from the Smart List.
AIBS workflow post-import: Tag the batch → filter by tag → bulk enroll in a "New Contact Nurture" workflow → workflow adds them to the correct pipeline stage automatically. Zero manual sorting.
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