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How to Manage Your Contacts

Updated
Feature Availability User Permissions Time to Complete Skill Level
Philippine and US stores on Launch, Grow, Scale and Premium Trial. Not available on Free Store owner, or a team member with Contacts access (View, Create, Edit, Delete) About 10 minutes Beginner

Summary

Overview: Contacts is your customer list. Customers are added automatically when they create an account in your online store, check out as a guest or send your Contact Us form. You can also add contacts yourself. For each contact you can see their details, tags, orders and the emails and SMS you've sent them, and you can export your list as a CSV file.

Prerequisites:

  • A store on the Launch, Grow, Scale or Premium Trial plan.
  • Store owner access, or a team member with Contacts access.

Step-by-Step Instructions

Step 1: Open your contact list

  1. In the sidebar, click Contacts.
  2. The table shows Contact ID, First Name, Last Name, Customer Type, Email, Mobile Number, Source, No. of Orders, Amount Spent, Status, Tags and Actions.
  3. Type in Search... to find a contact. Click a column header to sort by it. Use the page-size control to show 10, 25, 50 or 100 contacts per page.

If your Philippine store has the Senior/PWD Discount add-on turned on, the table also has a Senior/PWD column with each contact's ID status, and a row of quick filters above it: All contacts, Senior/PWD, Pending review (with a count of the IDs waiting for you), Approved and Not approved. See How to Review Senior Citizen and PWD IDs.

Where contacts come from (the Source column):

Source How the contact was added
Store They created an account in your online store, or you added them yourself
Guest Checkout They placed an order without creating an account
Google / Facebook They signed up using Google or Facebook
Contact Us Form They sent your Contact Us form. These contacts get the tag New automatically

The Status column shows whether the contact has a customer account in your online store, for example Registered or Unregistered.

Step 2: Add a contact

  1. Click Add Contact.

  2. On Create New Contact, fill in:

    Section Field Notes
    Contact Details First Name, Last Name Required
    Customer Type Individual or Wholesale Pricing
    Contact Information Email Required. Must not already belong to another contact
    Mobile Number Required
    Additional Information Tags Optional. Click the box to add tags (see Step 4)
    Send Email Request to Create an Account Optional. Emails the contact a link to create an account in your online store

  3. Click Save. If you ticked Send Email Request to Create an Account, a Create Account box asks you to confirm. Click Confirm.

  4. You see Successfully added lead.

Wholesale Pricing customers can see your wholesale price tiers. To choose it, the Wholesale Pricing add-on must be active. If it isn't, you are taken to its Marketplace page.

Step 3: View and edit a contact's profile

  1. Click the Contact ID, or click ... under Actions and choose View.
  2. The top of the profile shows the customer's name, email, Customer Type, tags, Source, Last Order Date and Status. The side panel shows Created Date, Last Seen and Last Email.
  3. Use the tabs:
    • Contact Details: name, email, mobile number and saved shipping addresses.
    • Order History: the contact's orders, with Order ID, Order Date, Status, Payment Method and Total Amount. Click an Order ID to see the order details.
    • Conversations: the emails and SMS you've sent this contact, marked Sent or Failed. A failed SMS can be sent again.
    • Senior/PWD: only on Philippine stores with the Senior/PWD Discount add-on turned on. The customer's ID photos and details, and the buttons to approve the ID or tag it not approved. See How to Review Senior Citizen and PWD IDs.
  4. To change details, click Edit Contact on the Contact Details tab, make your changes, and click Save.

To add a shipping address while editing:

  1. Under Shipping Information, click Add New Address.
  2. Fill in the address. The Country is set to your store's country (Philippines or United States) and can't be changed.
    • Philippine stores: State / Province, City / Town, Barangay, Address Line, a 4-digit Zip Code, optional Landmark, and a pin on the map (Please Pin Your Exact Location).
    • US stores: Address Line, optional Apartment, Suite, etc., City, State and a 5-digit ZIP Code. Address Line, Apartment and City can be up to 35 characters each.
  3. Click Save, then click Confirm in the Update Lead box. You see Successfully updated lead shipping address.

You can also click ... → Edit in the contact list to open Edit Contacts.

Step 4: Tag your contacts

Tags help you group contacts, for example "VIP" or "Wholesale".

  1. In the contact list, click the tag icon (Add Tag) in the Tags column. On a profile, click + Add Tag.
  2. In the Tags window, type in Search or Create New:
    • Click an existing tag to add it.
    • To make a new tag, type its name and press Enter or click Create "...". You see Successfully added tag.
  3. Close the window to save the contact's tags.

Deleting a tag from the Tags window removes it from every contact that has it. You're asked to confirm first.

Step 5: Filter your list

  1. Click the filter button next to Add Contact.
  2. Choose one or more filters: Amount Spent, Created Date, Customer Type, Email Contact Date (with a Not Contacted option), No. of Orders, Order Date, Source (Is / Is Not) or Tag (Is / Is Not).
  3. Click Apply. Click Clear to remove the filters.

Step 6: Export contacts

  1. Tick the checkbox of each contact you want to export.
  2. Click Export Contact (or Export Contacts if you selected more than one).
  3. A CSV file named Prosperna_Export_Contacts- plus the date downloads. It includes the contact's ID, name, email, mobile number, source, status, customer type, tags, number of orders, total amount spent, last order date, last email date and created/updated dates.

Step 7: Help a customer from their profile

On a contact's profile, under Assist Customers:

  • Call-In Order → Create New Order: create an order for the customer with a payment link you can send them. The contact must have a mobile number. You need both Orders and Contacts access.
  • Reset Password → Send Reset Link: emails the customer a password reset link that works for 24 hours. Click Confirm Reset. If the contact has no account yet, you see Lead is not registered. You can click Send Registration Link to invite them to create one.

Step 8: Delete contacts

  1. Click ... → Delete on a contact, or tick several contacts and click the delete icon.
  2. The Delete Lead(s) box warns that deleting also removes the customer's account in your online store. Click Confirm.
  3. You see a message such as Successfully deleted 1 lead.

Verify It Worked

Success criteria:

  • A new contact appears in the Contacts list with Source Store.
  • The contact's tags show in the Tags column and on their profile.
  • After editing, the profile shows the new details and address.
  • The exported CSV opens in your spreadsheet app with one row per selected contact.

Troubleshooting

Common errors

  • "Please complete all the required fields.": fill in First Name, Last Name, Email and Mobile Number.
  • "Email already exists. Please try again.": another contact already uses this email. Search for that email and edit the existing contact instead.
  • "Must be a valid mobile number.": check the mobile number and country code.
  • "Tag name already exists.": use the existing tag instead of creating a new one.
  • "100 tag limit reached.": your store has 100 tags. Delete tags you no longer use.
  • "Please select at least one contact": tick at least one contact before clicking Export Contacts.
  • "No data to export": the selected contacts couldn't be exported. Refresh the page and try again.
  • "Invalid Postal Code" (Philippine stores): enter a 4-digit ZIP code.
  • "Please pin your location": drop a pin on the map before saving the address.
  • Clicking Create New Order shows "Please complete all the required fields.": the contact has no mobile number. Add one and save, then try again.

Limitations & considerations

  • There is no import option. You can add contacts one at a time, or they are added automatically from your online store.
  • Contacts are matched by email. One email can belong to only one contact.
  • Addresses can only be entered for your store's country (Philippines or United States).
  • Deleting a contact also removes their customer account in your online store.

Next Steps & Related Resources

Need more help? For more information and assistance, please send an email to support@prosperna.com.

Last Updated: 10/19/2026