Contacts Guide

Contacts are the people and companies your organization works with — applicants looking to buy or rent, vendors selling or letting a property, lawyers, and other professionals in your network. This guide explains how to create and manage contacts, and how to use AvaroAI’s AI features to work with them more effectively.

The Contacts List

Navigate to Operations → Contacts to see all contacts in your organization. The list shows each contact’s name and professions, their assigned coordinator, their interest level, and their next scheduled follow-up date.

Use the search box to find contacts by name, email address, or profession. The list updates as you type.

Creating a Contact

Using AI (Recommended)

The fastest way to create a contact is to let AvaroAI do the work for you. Rather than filling in every field manually, you paste in your notes about the person — exactly as you might write them in a message or email — and the AI extracts the relevant details and populates the contact record automatically.

On the Create Contact page, paste your notes into the text area. The more information you include, the better the result. For example:

Miss Emma Draycott, architect at ‘Draycott & Co Ltd’. Enquiry came through Rightmove. She wants a modern flat in Manchester city centre, budget up to 420k.

AvaroAI will read those notes and fill in the contact’s name, title, company, requirements, price range, and referral channel. AI processing may take up to 30 seconds. A small number of AI credits are used each time.

Creating an Empty Contact

If you prefer to fill everything in yourself, leave the notes field blank and click Create. An empty contact record will be created and you can populate it from the edit page.

Editing a Contact

Click on any contact’s name to open their record. The edit page is divided into four tabs.

Profile Tab

Management

Assign a Coordinator — the team member directly responsible for this contact. Every contact must have a coordinator.

Identity

• Title — The contact’s salutation (e.g. Mr, Mrs, Ms, Miss, Dr, Prof).
• Name — Their full name.
• Company — Their employer or business, if relevant.

Communication

• Email address — The contact’s primary email. This must be unique across your organization — no two contacts can share the same address.
• Phone number — Their primary phone number. If they have secondary numbers, add them in the Notes tab.
• Website — Their personal or company website, including http:// or https://.

Professions

Assign one or more professions to help categorize the contact’s value to your organization. This is optional — if the contact is purely a vendor or applicant you can leave this blank. Available professions include Accountant, Architect, Builder, Financial Advisor, Lawyer, Mortgage Broker, Photographer, Surveyor, and many more.

Overview Tab

Applicant Requirements

If the contact is looking to buy or rent a property, use this field to describe what they are looking for. Write it in plain English, as if explaining to a colleague — for example:

Modern, 3-bedroom flat in Manchester city centre, budget up to 420k.

These requirements are analyzed by AvaroAI when matching the contact to listings. The more specific and detailed the requirements, the better the matches will be. Keep in mind that content here is used by the AI for matching, while content in the Notes tab is not.

Price Range

Select the contact’s approximate budget from the dropdown. Ranges run from under 50K up to 50M+. This is only relevant for applicants.

Referral Channel

How did this contact come to you? Enter the source here (e.g. Rightmove, word of mouth, website). Your organization can maintain a set of referral channel tags to keep this consistent — click a tag to apply it automatically.

Interest Level

Select how motivated this contact currently is:

Follow-up Date

Set a date to be reminded to check in with this contact. Follow-up dates appear in the contacts list and on your dashboard schedule.

Track Contact

Enable this to keep the contact visible on your dashboard. Useful for high-priority clients you want to monitor at a glance.

Address Tab

Record the contact’s home or office address. All fields are optional. The address is stored for reference but does not affect matching or AI features.

Notes Tab

Use this tab for any additional information worth keeping — special instructions, background context, secondary phone numbers, or anything else relevant to the contact. This field holds up to 5,000 characters. Note that content here is not used by AvaroAI when matching the contact to listings.

Matching a Contact to Listings

AvaroAI can automatically find listings that suit an applicant’s requirements. From the contacts list, open the actions menu for a contact and choose Find listings.

The matching page shows listings ranked by how closely they match the contact’s stated requirements, sorted by match percentage. Each result shows:

• Match % — The percentage score.
• The listing’s status, reference, property type, price, and number of bedrooms.

From this page you can also copy brochure links for selected listings to share with the contact directly.

For matching to work well, make sure the contact has detailed requirements written in the Applicant Requirements field, and that the listings have thorough descriptions.

Files

You can attach files to a contact. Click View files from the actions menu to open the file manager for that contact. See the Files Guide for details on uploading and managing files.

Contact Actions

From the actions menu on any contact in the list, or from the header on the contact edit page, you can:

• Call — Opens a phone call directly if a phone number is saved.
• Send email — Opens your email client.
• Viewings — See all viewings scheduled for this contact.
• Files — Upload and manage documents associated with this contact.
• Find listings — Run an AI match to find suitable listings.
• Delete — Permanently remove the contact. This action requires confirmation.

Custom Fields

If your organization has created custom fields for contacts, they appear on the Overview tab under Additional fields. These are fields defined by a Manager in Organization → Custom Fields and are specific to your organization’s workflow. They may be required or optional depending on how they were configured.

Importing Contacts

If you have an existing database of contacts, you can import them in bulk. Click Import on the contacts list page and upload a pipe-separated CSV file (maximum 5 MB). AvaroAI will process the file in the background and email you when the import is complete.

The remainder of this guide covers the import process.

File format rules

• Use a pipe (|) as the separator, not commas.
• Maximum of 500 lines (each line is one contact).
• No header row - the file must contain data rows only.
• Each line must contain all columns in the exact order listed below.
• Empty (optional) values should still be represented by separators.

Column order (important)

Each row must contain the following columns in this exact order:

1. coordinator
2. title
3. name
4. email
5. phone
6. company
7. website
8. line_1
9. line_2
10. city
11. region
12. post_code
13. country
14. channel
15. interest
16. professions
17. requirements
18. notes
19. connect_at
20. price_range

Column descriptions & rules

Each column must be present and observe the following validation rules.

1. coordinator (required)

• Must be a valid email address.
• 6–100 characters.
• This must match an existing team member’s email in your organization.

2. title (required)

• Text value.
• 2–4 characters.
• Examples: Mr, Ms, Dr.

3. name (required)

• Text value.
• 2–50 characters.
• Full name of the contact.

4. email (required)

• Valid email address.
• 6–100 characters.

5. phone (optional)

• Text value.
• 8–15 characters.
• Must be E.164 compatible (see below).

6. company (optional)

• Text value.
• 2–50 characters.

7. website (optional)

• Must be a valid URL (including http:// or https://).
• 11–100 characters.
• Example: https://example.com.

8. line_1 (optional)

• Address line 1.
• 5–30 characters.

9. line_2 (optional)

• Address line 2.
• 5–30 characters.

10. city (optional)

• Town or city.
• 2–30 characters.

11. region (optional)

• State, county, or region.
• 2–30 characters.

12. post_code (optional)

• Postal or ZIP code.
• 2–16 characters.

13. country (required)

• Text value.
• Must match one of the supported country values:
• ‘aland_islands’, ‘albania’, ‘algeria’, ‘american_samoa’, ‘andorra’, ‘angola’, ‘anguilla’, ‘antigua_and_barbuda’, ‘argentina’, ‘armenia’, ‘aruba’, ‘australia’, ‘austria’, ‘azerbaijan’, ‘bahamas’, ‘bahrain’, ‘bangladesh’, ‘barbados’, ‘belgium’, ‘belize’, ‘benin’, ‘bermuda’, ‘bhutan’, ‘bolivia’, ‘bonaire_sint_eustatius_and_saba’, ‘bosnia_and_herzegovina’, ‘botswana’, ‘brazil’, ‘british_indian_ocean_territory’, ‘british_virgin_islands’, ‘brunei’, ‘bulgaria’, ‘burkina_faso’, ‘burundi’, ‘cambodia’, ‘cameroon’, ‘canada’, ‘cape_verde’, ‘cayman_islands’, ‘chad’, ‘chile’, ‘china’, ‘christmas_island’, ‘cocos_keeling_islands’, ‘colombia’, ‘comoros’, ‘cook_islands’, ‘costa_rica’, ‘croatia’, ‘curacao’, ‘cyprus’, ‘czech_republic’, ‘denmark’, ‘djibouti’, ‘dominica’, ‘dominican_republic’, ‘ecuador’, ‘egypt’, ‘el_salvador’, ‘eritrea’, ‘estonia’, ‘eswatini’, ‘ethiopia’, ‘falkland_islands’, ‘faroe_islands’, ‘fiji’, ‘finland’, ‘france’, ‘french_guiana’, ‘french_polynesia’, ‘french_southern_territories’, ‘gabon’, ‘gambia’, ‘georgia’, ‘germany’, ‘ghana’, ‘gibraltar’, ‘greece’, ‘greenland’, ‘grenada’, ‘guadeloupe’, ‘guam’, ‘guatemala’, ‘guernsey’, ‘guinea’, ‘guyana’, ‘haiti’, ‘heard_island_and_mcdonald_islands’, ‘honduras’, ‘hong_kong’, ‘hungary’, ‘iceland’, ‘india’, ‘indonesia’, ‘iraq’, ‘ireland’, ‘isle_of_man’, ‘israel’, ‘italy’, ‘ivory_coast’, ‘jamaica’, ‘japan’, ‘jersey’, ‘jordan’, ‘kazakhstan’, ‘kenya’, ‘kiribati’, ‘kosovo’, ‘kuwait’, ‘kyrgyzstan’, ‘laos’, ‘latvia’, ‘lebanon’, ‘lesotho’, ‘libya’, ‘liechtenstein’, ‘lithuania’, ‘luxembourg’, ‘macao’, ‘madagascar’, ‘malawi’, ‘malaysia’, ‘maldives’, ‘mali’, ‘malta’, ‘marshall_islands’, ‘martinique’, ‘mauritania’, ‘mauritius’, ‘mayotte’, ‘mexico’, ‘micronesia’, ‘moldova’, ‘monaco’, ‘mongolia’, ‘montenegro’, ‘montserrat’, ‘morocco’, ‘mozambique’, ‘namibia’, ‘nepal’, ‘netherlands’, ‘new_zealand’, ‘nicaragua’, ‘niger’, ‘nigeria’, ‘norfolk_island’, ‘north_macedonia’, ‘northern_mariana_islands’, ‘norway’, ‘oman’, ‘pakistan’, ‘palau’, ‘panama’, ‘papua_new_guinea’, ‘paraguay’, ‘peru’, ‘philippines’, ‘poland’, ‘portugal’, ‘puerto_rico’, ‘qatar’, ‘republic_of_the_congo’, ‘reunion’, ‘romania’, ‘russia’, ‘rwanda’, ‘saint_barthelemy’, ‘saint_helena’, ‘saint_kitts_and_nevis’, ‘saint_lucia’, ‘saint_martin’, ‘saint_vincent_and_the_grenadines’, ‘samoa’, ‘san_marino’, ‘saudi_arabia’, ‘senegal’, ‘serbia’, ‘seychelles’, ‘singapore’, ‘sint_maarten’, ‘slovakia’, ‘slovenia’, ‘solomon_islands’, ‘south_africa’, ‘south_georgia_and_the_south_sandwich_islands’, ‘south_korea’, ‘spain’, ‘sri_lanka’, ‘suriname’, ‘svalbard_and_jan_mayen’, ‘sweden’, ‘switzerland’, ‘taiwan’, ‘tanzania’, ‘thailand’, ‘timor_leste’, ‘togo’, ‘tonga’, ‘trinidad_and_tobago’, ‘tunisia’, ‘turkey’, ‘turks_and_caicos_islands’, ‘uganda’, ‘ukraine’, ‘united_arab_emirates’, ‘united_kingdom’, ‘united_states_minor_outlying_islands’, ‘united_states’, ‘uruguay’, ‘us_virgin_islands’, ‘uzbekistan’, ‘vanuatu’, ‘vatican_city’, ‘venezuela’, ‘vietnam’, ‘wallis_and_futuna’, ‘western_sahara’, ‘zaire’, ‘zambia’, ‘zimbabwe’.

14. channel (required)

• Text value.
• Where the contact came from.
• 2–30 characters.

15. interest (required)

• Text value.
• The current interest level in buying or renting.
• Must match a supported interest value:
• ‘high’, ‘elevated’, ‘average’, ‘low’, ‘none’.

16. professions (optional)

• Text value.
• A comma-separated list of professions with no duplicates.
• Must match a supported profession value:
• ‘accountant’, ‘appraiser’, ‘architect’, ‘builder’, ‘cleaner’, ‘courier’, ‘electrician’, ‘energy_assessor’, ‘engineer’, ‘environmental_consultant’, ‘financial_advisor’, ‘gardener’, ‘graphic_designer’, ‘home_stager’, ‘hvac_specialist’, ‘inspector’, ‘insurance_broker’, ‘interior_designer’, ‘it_specialist’, ‘lawyer’, ‘maintenance_contractor’, ‘marketer’, ‘mortgage_broker’, ‘personal_concierge’, ‘pest_controller’, ‘photographer’, ‘plumber’, ‘project_manager’, ‘property_manager’, ‘relocation_provider’, ‘roofer’, ‘security_specialist’, ‘surveyor’, ‘translator’, ‘urban_planner’.

17. requirements (optional)

• Text value.
• Buyer or tenant search requirements.
• 50–500 characters.
• Use this for detailed context.

18. notes (optional)

• Text value.
• 5–5000 characters.
• General notes about the contact.

19. connect_at (optional)

• Date value.
• When the contact should be followed up with.
• Use a standard date format such as YYYY-MM-DD.
• Example: 2025-03-01.

20. price_range (optional)

• Text value.
• Must match a supported price range value:
• ‘under_50k’, ‘between_50k_and_75k’, ‘between_75k_and_100k’, ‘between_100k_and_150k’, ‘between_150k_and_200k’, ‘between_200k_and_300k’, ‘between_300k_and_400k’, ‘between_400k_and_500k’, ‘between_500k_and_750k’, ‘between_750k_and_1m’, ‘between_1m_and_1_5m’, ‘between_1_5m_and_2m’, ‘between_2m_and_3m’, ‘between_3m_and_5m’, ‘between_5m_and_7_5m’, ‘between_7_5m_and_10m’, ‘between_10m_and_15m’, ‘between_15m_and_25m’, ‘between_25m_and_50m’, ‘over_50m’.

Handling optional fields

• Optional fields must still be included in the row.
• Leave them empty, but keep the pipe separators.
• Example: value1||value3 (empty value between pipes).

Formatting phone numbers as E.164

AvaroAI uses the E.164 standard for phone numbers. This requires that a number be properly formatted.

Rules

1. Must begin with a ‘+’ symbol prefix.
2. Must include the country code.
3. Must exclude any leading zeros.
4. Must include the area code.
5. Must include all remaining digits.
6. Must not include routing e.g. office extensions.
7. Must exclude characters e.g. spaces or hyphens.

Examples

The following table demonstrates how phone numbers in different regions should be written to be compliant.

Example row

coordinator@example.com|Mr|John Smith|john.smith@example.com|447700900123|Acme Ltd|https://acme.com|123 Main Street||London|Greater London|SW1A 1AA|united_kingdom|agent|low|engineer,architect|Lorem ipsum dolor sit amet, consectetur adipiscing elit.|Lorem ipsum dolor sit amet, consectetur adipiscing elit.|2025-02-15|under_50k

Common mistakes to avoid

• Using commas instead of |
• Adding a header row
• Exceeding 500 rows
• Missing required fields
• Incorrect column order
• Invalid email or URL formats

If all rows follow these rules, the file should import.

You will be notified by email if any rows fail to import.