Private Notes, Tasks & Linked Deals
The Contact Profile Sidebar in Chatofy turns your WhatsApp Shared Inbox into an integrated mini CRM. Team members can view contact metadata, lifecycle status, manage internal notes, schedule follow-up reminders, and create sales pipeline deals without switching away from active customer conversations.
1. Internal Staff Notes & @Mentions
Private notes let you add internal comments to any conversation that are visible only to your team, not to the customer on WhatsApp. Use notes to log customer preferences, background context, or handover instructions.
@ followed by an agent's name or email to summon the interactive teammate autocomplete popup.- Select an active conversation in the Shared Inbox.
- Switch the composer to Internal Note Mode (or expand Internal Notes in the right sidebar).
- Type
@to search organization members with avatar initials and email. Use ↑ ↓ arrows and Enter / Tab to select. - When posted, tagged team members are rendered as stylized mention badges in the chat thread and receive an instant real-time in-app notification linking straight to the conversation.
- Notes display timestamps in Indian Standard Time (IST) and can be deleted by team members when resolved.
2. Follow-Up Tasks & Reminders
Schedule structured follow-ups right from the chat so no sales lead or customer query falls through the cracks.
- Task Types: Categorize reminders as
Follow-Up,Call,Demo, orOther. - Scheduling: Click + in the Follow-Up Tasks header or select “Schedule Follow-Up” to set due date and time in IST.
- Overdue Alerts: Tasks past their due date display a prominent red Overdue badge.
- Quick Actions: Click Done to mark completed or +1d to snooze the task by 24 hours.
3. Linked Sales Pipeline Deals
View and create sales opportunities connected to the contact directly within the sidebar.
- Live Stage Status: View deal title, monetary value formatted in your workspace currency, and current pipeline stage color tag.
- Quick Deal Creation: Click the + button to create a new deal with a title and value, automatically linked to the contact and placed in your default sales pipeline stage.
- Pipeline Navigation: Click the external link icon to jump directly to the Kanban Pipeline Board.
4. Contact Lifecycle Tracking
Every contact displays an indicator badge reflecting their current CRM lifecycle stage:
Lead
Prospective customer
Customer
Active paying client
At Risk
Requires urgent attention
Churned
Former customer
To update contact details or lifecycle stage, click the Pencil (Edit Contact) button in the sidebar header.
CRM Pro-Tip
When qualifying a lead in WhatsApp, schedule a follow-up task and create a linked deal in the sidebar before closing the chat to ensure your sales metrics and pipeline conversion stay up to date. You can also manage all leads, remarks, follow-ups, and product inquiries directly from the Contacts page or manage your offerings under the Products & Services catalog.
5. Products & Services Catalog & Contacts Lead Management
Chatofy provides unified lead and product management across both the Shared Inbox and the Contacts directory:
- Products & Services Catalog (
/products): Navigate to Products & Services in the sidebar to view, search, and manage physical products, retainer services, and SaaS subscription tiers with standardized pricing currencies and default pipeline routing. - Contacts Lead Drawer (
/contacts): Opening any contact drawer enables scheduling follow-up tasks, recording detailed remarks and internal notes, updating lifecycle status, and linking catalog product inquiries with interest levels. - Shared Inbox Parity: All changes to remarks, follow-ups, and product inquiries made in the Contacts drawer synchronize in real time with the Shared Inbox contact profile sidebar.