orca.floContacts: tags, fields, segments, import and export
The Contacts page lists everyone who has messaged you, on any channel, with everything you know about them. Open it from Contacts in the left menu.
Updated
Tags
Tick contacts in the list, type a tag and press Add tag or Remove tag to change it for all of them at once, or open one contact and add tags in its details.
Tags are yours to define, for example “VIP”, “Botox” or “Wholesale”. You can filter by them, save them into segments and send broadcasts to them.
Custom fields (with AI filling)
Open the Fields tab
Admins and managers see Contacts → Fields. Click to add a field.
Name it and pick a type
Text, Number, Date, Yes / no or Dropdown (with your own choices), for example “Budget (AED)” or “Treatment interest”.
Let the assistant fill it (optional)
Tick the box for the assistant to fill it in from the conversation, and optionally say what to look for (“their monthly budget in AED”). Fields it filled show a small sparkle badge.
Edit any value yourself
Your team can type or change a value in the contact’s details at any time. Once a person has set a value, the assistant never overwrites it.
Filters and segments
Click Filter and add rules: stage, temperature, tag, source, email, last message, date added, or any of your custom fields. Choose whether contacts must match all rules or any of them.
Press Save as segment to keep a filter for later, for example “Hot leads who haven’t replied in 7 days”. Saved segments are available in the segment picker, and when you send a broadcast or build a workflow.
Import a CSV
Export from your spreadsheet
Save your list as CSV with a header row and one contact per row (up to 50,000 rows and 10 MB). Moving from another tool? Use Switch to OrcaFlo instead.
Upload it
Contacts → Import → upload the file. OrcaFlo shows the first rows and guesses what each column is.
Check the columns
Make sure one column is the phone number. Map the others to name, email, stage, tags, notes or your custom fields, or create a new field from a column. Set the country code for numbers written without one.
Choose what happens to existing contacts
Fill in empty details only, overwrite with the file, or skip them. You can also tag everyone in the file, for example “imported-sept”.
Import
A progress bar shows how many were added, updated and skipped, and why any row was skipped (for example no phone number, or already in OrcaFlo with nothing new).
Imported contacts are never messaged automatically
Importing only adds people to your Contacts. The assistant, follow-ups and reminders don’t message anyone until that person writes to you, or you send them a broadcast yourself.
Export all your data
Admins can open Contacts → Export and download everything in one ZIP: contacts, custom fields, conversations, appointments, orders, broadcasts and more, as spreadsheet (CSV) files. The download link works once and for 10 minutes, and the file is deleted after 24 hours.
Activity and the inbox
Each contact has an Activity timeline: conversations, stage changes, tags, bookings, orders, broadcasts, follow-ups and notes, newest first.
Open a conversation and the Contact details panel shows the same tags, fields and timeline, so you don’t have to leave the chat.
If you don’t see this in your panel yet, email support@orcaflo-panel.com and we’ll switch it on for your business.
Questions
Admins and managers can manage fields, import and segments; agents can view and edit contacts; only admins can export. If your business hides customer phone numbers and emails from agents, they stay hidden on the Contacts page too. See Team roles.
It fills the ones you tick for AI filling. It doesn’t change fields your team set, and it never messages a customer to fill a field.