You can customise your Account Settings with options to manage your notifications, personalisation, follow ups, uncontacted leads, and file & page branding.

To view and manage your Account Settings, go to the Account tab on the right side of the application footer and tap on Settings.

Notifications

To manage your Notification settings, go to your Account tab and tap on Settings > Notifications. You’ll be able to review and customise the following options:

• New Lead Alerts will send you instant notifications as soon as you receive a new lead via integrations such as your website or Facebook Ads. You can enable or disable these alerts for the app and via email.
• New Lead Reminders will send you additional push notification alerts if you haven’t acted on a new lead within 15 minutes and 60 minutes.
• Upcoming Activity Alerts will send you a push notification for client timeline activities that have been set up with a future date or time. You can choose to be notified at time of activity, 15 minutes before activity, or 1 hour before activity.
• Daily Summary Email will send you a daily email that contains a summary of your new leads, content views, upcoming follow-ups, and activities.
• Daily Summary Email Timing allows you to select the time that the Daily Summary Email will be sent.
• Test Push Notifications will send you a test notification to ensure that your push notifications are working correctly.

Personalisation

To manage your Personalisation settings, go to your Account tab and tap on Settings > Personalisation. You’ll be able to review and customise the following options:

• Default Display Name determines the name used for the variable ‘@clientName’ in your templates when the Display Name of your client is empty.

• Default Sending Channel determines the default app to use when sending content to a client via Quick Responses, the Content Tab, or Bulk Sending. You can select from WhatsApp, SMS, email, or Telegram. This channel will be used as the default button when sending content, but you can always view and choose another option while sending.

• Quick Contact Buttons determines which contact options are available to contact clients when viewing their Client Details.

• Default Home Screen determines the default screen shown when opening the Privyr app. You can select from Home, Capture, Actions, Clients, and Content.

• Default Content Tab is the first tab that appears whenever you open your Content Tab. You can select from Messages, Files, or Pages.

• Content List View determines the types of content to show on your Messages, Files, and Pages tabs. You can choose to show Created by My Team and Created by Other Teams, or both.

Follow Ups

To manage your Follow Up settings, go to your Account tab and tap on Settings > Follow Ups.

Whenever you contact a client via one of the contact buttons on the Client Details Screen, or send them content (message/file/page), their follow-up date and time will be automatically updated based on your settings.

By default, if a client has no follow-up, or one that is currently due, their follow-up will be updated to 3 days later at 8:00 AM. These settings can be configured to suit your specific needs.

View more information on how Follow Ups work under the Follow Up Reminders article.

Uncontacted Leads

To manage your Uncontacted Leads settings, go to your Account tab and tap on Settings > Uncontacted Leads

MARK LEADS AS CONTACTED

New leads received from integrations such as your website or Facebook Lead Ads will be automatically added to your account and marked as ‘Uncontacted‘. You can customise your settings to automatically remove the ‘Uncontacted’ label when you perform any of the following actions:

• Click their contact button – this will unmark the lead as soon as you click the call, SMS, email, or WhatsApp contact buttons on their Client Details screen.
• Send a message, file, or page – this will unmark the lead as soon as you send them a message, file, or page through the Quick Response, Content tab, or Bulk Send features.
• Add an activity to the timeline – this will unmark the lead as soon as you manually add a Phone Call, Message, Meeting, or Note activity to their timeline.

If all of the above options are disabled, the ‘Uncontacted’ label will never be automatically removed. Regardless of your settings, you can always manually mark or unmark an uncontacted lead via the Options menu on the Client Details screen.

DEFAULT INTRO MESSAGE

When viewing leads that are marked as ‘Uncontacted‘, you will be prompted to send your Default Intro Message. You can configure your default message by selecting any Message template from your content list.

Click here to view the full guide on Sending a Default Intro Message.

Duplicate Leads

To manage your Duplicate Lead Settings, go to your Account tab and tap on Settings > Duplicate Leads.

When a new lead is received from your external lead source integrations and their phone number and/or email address matches an existing client, you can choose to either create a new client entry for the duplicate lead or merge the duplicate lead with the Existing Client.

CREATE A NEW CLIENT

When a new duplicate lead is received, it will create a new client entry, which is added to your Client List. You will also see a Duplicate clients found warning message when opening their Client Details.

MERGE WITH THE EXISTING CLIENT

When a new duplicate lead is received, it will merge the lead with the existing client that’s already in your Client List. You will still receive an app and/or email notification for it, but instead of creating a new entry, the duplicate lead details will be added to the existing client’s timeline instead.

Note that this only affects new duplicate leads received going forward, and will not merge existing duplicate contacts already in your client list.

If you’re using Privyr with a Team, the new duplicate lead will be assigned to the same team member handling the existing contact.

Lead Source Details

You can show the Facebook Page or Facebook Campaign of a lead directly on your client lists. By default, the Facebook Page will be shown; however, you can choose to show the Facebook Campaign instead, or neither.

Activity Geolocation

Allow the app to automatically capture the Geolocation of your device when creating an activity.

Note that you need to grant Location access to the Privyr app in your device’s Settings.

File & Page Branding

To manage your File & Page Branding settings, go to your Account tab and tap on Settings > File & Page Branding. You’ll be able to review and customise the following options, which will affect all of your files and pages.

• Link Branding controls how your file and page links appear, and can be customised to feature your personal branding:
  • Classic makes all your links unbranded, with a format of www.privyr.com/share/…
  • Branded will include your personalisation at the front of your links. You can change your branded URL to your name or brand, which will be automatically applied every time you send a file or page. Don’t worry, previously sent links of a different format will still work even after you change this setting.
• Brand Logo & Colours allows you to request a custom branding that will appear on your files and pages. View more about how this branding is used in File Branding.

Note that File & Page Branding customisations are only available with Privyr Pro.

Your user profile contains all of your account information such as your profile photo and contact details. It is important to keep this updated as some fields may be included in content that you share with clients, and can also be used to log in or receive notifications for your account.

Updating Your User Profile

You can edit your user profile by tapping on your name and photo at the top of your Account tab. From here, you’ll be able to view and update the following fields:

• Profile Photo will be displayed on any files or pages that you send to clients, as part of your branding. Tap to take a photo or select an existing one from your phone.
• Name will be displayed on any files or pages that you send to clients, as part of your branding. It is best to use your full name or something that your clients will recognise.
• Phone Number is your mobile phone number, and is displayed on any files or pages that you send to clients.
• WhatsApp Number is the number that you use for WhatsApp, and will be opened when clients click on the WhatsApp button on your files and pages. This is set to your phone number by default but is editable if you have a different WhatsApp number. Simply ignore this field if you don’t use WhatsApp.
• Email Address is used to send you client alerts, account notifications, billing invoices, and general updates. We will not send or make your email available to any unsolicited marketing.
  • Note that this field is not editable as it is used to log into your account via email one-time-password. If you wish to update your registered email address, please contact customer support.
• Company Name is displayed below your name on any files and pages that you send to clients. If you don’t have (or don’t want to show) a company name, you can update this to your title, role, tagline, or anything else you prefer.

Once you’ve updated your profile details, tap on SAVE to save your changes. This will also immediately update your branding and details on any files or pages you’ve previously sent.

Your Clients screen shows all leads and clients that you’ve added to Privyr, with options to search your client list and phonebook, view client details, perform bulk actions, and add or import new contacts to your account.

There is also a Groups tab to view and organise your clients easily, such as by new leads, recently active, or your own custom groups.

All Clients Tab

The All Clients tab shows all new leads and clients in your Privyr account. You’ll be able to see each client’s name, a preview of their notes, and the last piece of content you sent them (if any). Click on any client to view their full client details.

New Leads received via integrations such as your website or Facebook Lead Ads will have an ‘UNCONTACTED‘ label displayed next to their name.

Use the search box at the top of the screen to find contacts in your client list and phonebook. If you select a contact from your phonebook, you’ll be given the option to import it directly to your Privyr account.

You can also use the (+) button to enter a new contact or import one or multiple contacts from your phonebook.

Tap and hold on any client to trigger multi-select mode and perform bulk actions such as bulk sending content or bulk deleting clients.

Your client list is sorted by the date the client was added to Privyr, with the most recent one at the top.

Client List Filter

You can use the Filter option on the upper right to easily filter leads on your Client List. You can apply one or more filters based on your preferences for the following criteria below, then click Apply Filters to see the filter result.

1. Date Created – date range when the client was added/created
2. Assigned to – to whom the client is assigned to
3. Date Assigned – date range when the client was assigned to the assignee
4. Follow Up – date range of the scheduled Follow Up Date of the client
5. Last Activity – date range of the last activity to the client
6. Contacted Status – if the client’s status is Contacted or Uncontacted
7. Source – which lead source the client come from
8. Groups – which Group/s the client is added to
9. Custom Client Fields (if available)

Groups Tab

The Groups tab displays the default groups as well as any custom groups you’ve created. The following default groups will always be displayed at the top of the screen:

• Uncontacted Leads that you haven’t acted on yet. This list shows the most recently received leads first, with a purple dot highlighting new leads since you last checked the list.
• View leads By Lead Source. This is a quick filter to view leads based on the lead source they came from (Facebook, Websites, Privyr Lead Forms, etc.)
• Clients who Recently Viewed Content, which are those who opened one of your file or page links in the last 7 days. This list will be sorted by the most recently viewed, with a purple dot highlighting new views since you last checked the list.

You can create, manage, and edit up to 100 custom groups, which will be displayed in alphabetical order below the default groups. View more details at Client Groups.

Bulk Client Actions

From your client list or client search results screen, tap and hold on any client to trigger multi-select mode and perform bulk actions. You can select up to 50 clients at a time, with options to perform the following actions:

• Send Content to all selected clients via the Bulk Send flow
• Manage Groups for all selected clients
• Manage Follow Ups for all selected clients
• Mark all selected clients as Uncontacted or Contacted
• Delete all selected clients

Content sent through Privyr is auto-personalised for the client and can be quickly sent via WhatsApp, SMS, email, or other apps in seconds, without any typing or copy + pasting needed. These interactions are automatically saved into both the client timeline and content history for future reference.

Files and Pages have the additional feature of being trackable, so you’ll know exactly when your clients are interested and viewing them.

You can send content via the Quick Response feature when viewing a client’s details, or from the Message, File, or Page detail screens. You can also send auto-personalised content to up to 50 clients at once with our Bulk Sending feature.

To view and manage your content, click on the Content tab in the application footer.

Messages

Messages are introductions, follow-ups, updates, and other text-based content that you wish to send to leads and clients. Messages support plain text, links, and emojis, and are auto-personalised for the client when sending.

You can add unlimited messages to your account, for any and every occasion. To find out more about how to use messages, see Managing Your Messages.

Files

Files are PDF documents that you can upload to your Privyr account. These are auto-personalised for the client, automatically feature your branding and contact details, and even let you track when they are viewed.

You can add unlimited PDF files to your account, such as product or service brochures, catalogues, price lists, invitations, or other information you wish to share. To find out more about how to use files, see Managing & Tracking Your Files.

Pages

Pages are simple websites that contain text, images, videos, maps, and other types of content. These pages are auto-personalised for the client, feature your branding and contact details, and even let you track when they are viewed.

You can add unlimited pages to your account to help you organise and share information on your products, services, events, and anything else you may need. This can all be done directly within the Privyr app, without any additional platforms or hosting required.

To find out more about how to use pages, see Managing & Tracking Your Pages

Bulk Content Actions

From your content template list or content template search results screen, tap and hold on any content template to trigger multi-select mode and perform bulk actions. You can select up to 20 content templates at a time (you can also bulk-select up to 20 at a time via the Select First 20 button in the top right), with options to perform the following actions:

• Manage folders for all selected content templates
• Delete all selected content templates

Share Access to your Content Templates

You can allow other Privyr users to add a copy of your Message, File, and Page templates to their accounts and share it with their clients under their own name and branding.

To find out more about how to share access to your content templates with other Privyr users, see Share Access to Content Templates

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You can connect Privyr to your Facebook Pages to receive new leads from your Facebook & Instagram Lead Ads in your Privyr account. This gives you instant new lead alerts and automatically creates the leads in your client list so you can immediately contact them.

You can also share leads from your Facebook Pages with other recipients via email, even if they don’t have a Privyr account.

Note that you’ll need to have a Facebook account with access to one or more Facebook Pages that are running Facebook Lead Ads or Lead Generation in Messenger.

Connecting to your Facebook Account

Connecting your Privyr account to your Facebook Lead Ads only takes 30 seconds, and can be done directly within the Privyr mobile app:

1. From your Account tab
2. Tap on Integrations
3. Click Facebook
4. Log into your Facebook Profile
   • Note that if you wish to change the Facebook profile you’re connecting to, you’ll need to log into that account on your phone’s Facebook app or web browser and then try to connect again.
5. Select the Facebook Pages you want Privyr to have access to and click Continue
6. Select the Facebook Business Accounts that are managing the Facebook Pages you’ve selected from the previous page and click Continue
7. Click Save after reviewing Privyr’s access request
8. That’s it! You’ll see a success screen confirming the Facebook Pages you’ve connected to your Privyr account. 

We’ll send you a test lead within 15 seconds to demonstrate what happens once you receive a new lead from Facebook, and also give you the option to import past Facebook leads to your Privyr account.

All leads from the selected Facebook Pages will flow through to your Privyr account going forward. If you have new Facebook Pages that you’d like to connect in the future, follow the steps below to update your Facebook Page links.

Note that if you’ve previously connected your Facebook account to Privyr, you’ll need to follow the steps below to manage and update your connected Facebook Pages.

Importing Past Leads

The first time you connect your Facebook account to Privyr, you’ll be automatically prompted to import your Facebook leads from the last 24 hours or last 7 days.

If you skip this step or wish to import leads for newly connected pages later on, you can trigger an import by going to your Account tab > Integrations > Facebook page and tapping on Options > Import Past Leads.

This will give you the option to import leads from the past 24 hours, 7 days, 30 days, and 90 days, and will fetch leads from all connected Facebook Pages and add them to your account, ensuring that existing leads are not duplicated.

Note that Facebook does not keep your leads for more than 90 days, so that is the maximum timeframe to import your past leads.

Updating your Connected Facebook Pages

If you want to add or remove Facebook Pages linked to your Privyr account, you may do so by Managing your Facebook Pages through your Account tab > Integrations > Facebook page and complete the following steps:

1. In the Facebook integration screen, click on Options
2. Select Manage Facebook Pages
3. Click on OK
4. When setting up your Facebook connection, select Edit Previous Settings
5. Toggle the pages to add or remove them from Privyr
6. Finally, select the Facebook Business Accounts managing the Facebook pages, then continue with your Facebook setup

Renewing Facebook Permissions

Facebook permissions to access leads will automatically expire a few weeks to months after connecting to Facebook. This is normal and is part of Facebook’s process to ensure permissions are always opt-in and under your control.

When this happens, you will receive warnings via the Privyr app and email that your Facebook permissions are expiring or have expired. To refresh your Facebook permissions, go to your Account tab > Integrations > Facebook page and tap on Options > Renew Facebook Permissions. Simply follow the instructions to Continue and renew access.

Note that permissions will also expire if you change your Facebook account password or edit access to your Facebook Pages. In either case, just reconnect to Facebook from the Privyr app to update the permissions and ensure you don’t miss out on any leads.

New Lead Alerts

Once you connect your Facebook Lead Ads to your Privyr account, any new leads from those Facebook Pages will send you a new lead alert via the Privyr app and email. You can configure these alerts via your Account Notification Settings.

Tap the alert to view the lead with all the captured information displayed on their notes field. You can immediately contact them or send an auto-personalised Quick Response.

You can also enable additional alerts if you haven’t acted on a new lead within 15 minutes and 60 minutes, in case you missed the first notification. You can enable these extra alerts via your Account Notification Settings.

All new leads from your Facebook Lead Ads will be displayed with an UNCONTACTED label in their client details and the client list until you act on them. They’ll also appear in your Uncontacted Leads group and Actions tab.

Depending on your Uncontacted Leads Settings, the UNCONTACTED label may be automatically removed when you view the lead, click their contact buttons, send them content, and/or set a follow up date. You can also manually mark or unmark a lead as UNCONTACTED via the options menu when viewing the lead.

WhatsApp Auto-Responder

You can set up a WhatsApp Auto-Responder to instantly message new leads on WhatsApp. Any new lead you receive via your integrations will be immediately and automatically messaged from your own WhatsApp number, even when you’re busy or offline.

All messages are sent from your existing WhatsApp Business number, so you can view and continue all conversations directly in the WhatsApp Business app on your phone or laptop.

Privyr’s Auto-Responder works through WhatsApp’s official APIs (Privyr is a verified Meta Business Partner), keeping your WhatsApp account and data safe while complying with WhatsApp’s Terms and Conditions.

For more information on setting this up, view our full guide on WhatsApp Auto-Responder.

Optimising Lead Ads with Meta Conversions API (CAPI)

The Meta Conversions API (CAPI) integration is used to optimise your Facebook Lead Ad campaigns, improving lead quality while reducing cost per qualified lead. It works by sending lead quality signals back to Meta to train their ad algorithms on which leads are good for your business, so your campaigns can be optimised to maximise the number of high-quality conversion leads.

Privyr’s Meta Conversions API (CAPI) integration takes less than 5 minutes to set up, and can be powered by the Privyr mobile app on your phone or the web version of Privyr on your laptop, desktop, or tablet computer.

Whenever you update the LEAD STAGE field on any Facebook lead in Privyr, the data is automatically sent to Meta to optimise your ad targeting, decrease cost per result, and accurately measure campaign outcomes.

• Optimised Ad Targeting: Your conversion data will be used to fuel Meta’s AI to locate and convert new customers more accurately
• Cost Efficiency: Reduce your cost per result by allocating your ad budget more effectively toward high-potential customers based on your conversion data
• Campaign Outcome Measurement: Gain a clearer understanding of which channels yield the best results, allowing you to focus on strategies that work

View more information on setting up Meta Conversions API with Privyr to optimise your lead ad campaigns on our guide to Meta Conversions API (CAPI) for Facebook Lead Ads.

Distribute Facebook Leads to other Recipients

You can automatically share leads from Facebook with other recipients via email, even if they don’t have a Privyr account. This is useful if you’d like to distribute leads to your clients or colleagues, and can be configured to forward all leads to all recipients, or distribute leads equally in a Round Robin fashion.

Recipients will receive new lead details instantly via email and/or the Privyr app, with attribution ‘This lead was sent to you by @name at @company’ (where @name and @company are replaced with the Name and Company from your User Profile, respectively).

Find out more about Automatic Lead Distribution.

Delayed Facebook Lead Alerts

Privyr gives instant alerts for new leads generated via Facebook Lead Ads, so you can immediately get in touch with your leads.

However, there are cases where new lead alerts are delayed due to your Facebook settings. This issue may occur if you previously connected certain systems such as Hubspot to receive your Facebook Leads and/or changed your Facebook Business Manager settings, which can impact whether Facebook allows lead alerts to other systems.

If we detect delayed alerts for your account, we’ll give you warnings in the new lead alert emails that your leads may be delayed. Follow the steps below to ensure that real-time lead notifications are enabled for Privyr and all other connected systems:

1. Go to your Facebook Business Manager Settings at https://business.facebook.com/settings/leads-accesses/
2. Click on Integrations > Leads Access
3. Select the Business / Page that you’re receiving leads from
4. Click on the CRMs tab
5. Click on the Assign CRMs button
6. Select Privyr from the list
7. Click on the Assign button
8. Click on Done
9. Privyr should now appear under your Connected CRMs list, and you’ll receive instant new lead alerts going forward

Disconnecting from Facebook

You can completely disconnect your Privyr and Facebook accounts to stop receiving new leads from your Facebook Lead Ads. This can be useful if you want to change Facebook accounts or prevent access to those Facebook leads going forward.

To fully disconnect your Facebook Account, go to your Account tab > Integrations > Facebook and tap on Options > Disconnect Facebook account

Facebook Integration FAQ and Common Issues

Here are some of the common questions and issues faced when using the Facebook integration with Privyr:

Connecting Facebook to Privyr

• I have multiple Facebook accounts. How do I select or change the account to use with Privyr?
• I can’t see or select the Facebook Page(s) I want to connect to Privyr
• How do I connect more Facebook Pages to Privyr?
• I created a new Facebook Lead Form. How do I connect it to Privyr?
• Error: ‘Insufficient Permissions’ when connecting Facebook Pages
• Error: ‘Failed to Connect’ when connecting Facebook Pages
• Error: ‘Permissions Expired’ on Facebook Pages

Receiving and Viewing Facebook Leads in Privyr

• I’m not receiving any Facebook Leads
• Some of my Facebook Leads are missing
• My Facebook lead alerts are delayed. Why aren’t they immediate?
• How do I view the Campaign, Adset and Ad Details for a lead?
• How to download my leads from Facebook Ads Manager and Page?

Checking Facebook Permissions for Leads Access

• How do I check if I have Admin permissions to a Facebook Page?
• How do I check if I have Leads Access in Facebook Business Manager?
• How do I check if I have Admin or Advertiser permissions on Facebook Ads Manager?

You can manage your Subscription plan via your Account tab, with the option to subscribe to Privyr, update billing details, or cancel your subscription.

There are no obligations or credit card details required during the free trial. After your trial expires, you’ll have the option to subscribe or let your account automatically expire.

All billing & payments are handled by Stripe, the leading secure payments provider trusted by millions of business globally including Google, Amazon, Grab, Uber, and Spotify.

Subscribing to Privyr

To subscribe to Privyr, go to your Account tab and tap on the GET A SUBSCRIPTION button to view the available plans.

You can choose either a monthly or yearly billing cycle, with a discount if you opt for the annual plan. After selecting the plan that works best for you, you’ll be prompted to enter your credit card details and confirm the purchase to immediately activate your account.

Note that you’ll only be charged once your free trial ends, so don’t worry about losing out if you still have some time left in your trial.

Once your trial ends, you’ll receive an invoice confirming payment to the email listed under your User Profile (make sure your email is updated so you can receive the invoices). Your subscription will automatically renew to ensure uninterrupted access until you cancel.

Updating your Billing Details

You can update your billing details at any time by going to your Account tab and tapping on Subscription to view your current subscription plan and billing details.

Tap on Change next to your billing details to use a different credit card for future payments.

Cancelling your Subscription

You can cancel your subscription at any time by going to your Account tab and tapping on Subscription to view your current subscription plan and billing details.

Tap on Cancel my subscription at the bottom of the screen to confirm the cancellation. Note that you’ll still be able to use your Privyr account throughout your paid up period, and will only lose access once it ends.

If you’re subscribed with team accounts, please note that if you cancel your subscription, you would need to resubscribe if you wish to invite or reactivate team accounts.

Privyr makes it quick and easy to enter new contacts, import from your phonebook, or connect to your website, Facebook, TikTok, and other lead sources so that your leads and clients are always at your fingertips.

If you’re always meeting new people, you can use our Quick Add & Send Message feature to send a personalised message to someone you just met, without having to add them to your phonebook.

Adding Contacts & Importing from Phonebook

You can add and import contacts from your contact list via two methods:

• Search Bar: use the search bar at the top to find contacts across your client list and phonebook. Tap on a phonebook contact to immediately start importing them.
• The (+) Button: tap the (+) button to manually enter a new contact or import up to 50 contacts from your phonebook at once.

Note viewing and importing of contacts from your phonebook requires permissions to your phone’s contacts. If you don’t see your phonebook contacts when searching or importing, check your phone settings and grant Privyr access to phone contacts.

Quick Add Contact & Send Message

If you’ve just met someone in person (or virtually) and want to send them a personalised message to connect immediately, you can do so in one step via the Quick Add & Send Message feature.

1. On your Client List, tap the (+) button
2. Select Quick Add & Send Message
3. Enter the contact’s name and number, then tap SEND WHATSAPP (or SMS / Email, depending on your settings)
   • You can tap-and-hold on SEND WHATSAPP to change to SMS or email
4. This will immediately send the personalised WhatsApp message
5. The contact will be added to your client list, and you’ll be able to set a follow up, add notes, add to your phonebook, or send something else.

The auto-personalised message can be fully customised or selected from one of your existing message templates. The last sent message will be saved and pre-populated the next time you Quick Add & Send.

Entering a new Contact

When entering a new client, you’ll be shown a simplified form with the following fields:

• Client Name is only visible to you within the Privyr app for easy reference and searching, and is never shown to your client. It is usually the same as the contact name in your phonebook. This field is required.
• Display Name is used for auto-personalisation and is shown to your clients on content that you send them, such as in your messages, files, and pages. Make sure this is appropriate to be seen by your client. It is usually just the client’s first name (e.g. ‘Katherine’) but can also be a more formal salutation (e.g. ‘Ms. Lim’) depending on your relationship. This field is required.
• Mobile Number is the phone number of your contact, and used to enable quick-sending of content via apps like WhatsApp or SMS. This field is optional.
• Notes are for you to remember details about the contact, such as their preferences and requirements. These are private to you, and never shown to your clients. This field is optional.

If you wish to add more details, tap on the MORE FIELDS button to show the following fields:

• WhatsApp Number is for you to enter a number that the client uses for WhatsApp, if it is different from their mobile number. If left blank, it will be assumed to be the same as their mobile number. This field is optional.
• Email Address is the email of the contact, and is used to enable quick sending of content via email. This field is optional.

Once you’re done, tap the SAVE button to create the contact in your Privyr account. You can always edit or delete the contact at any time.

Note that the app will warn you if the contact already exists in your Privyr account, so you won’t have to worry about duplicates.

Saving to Phonebook

You can quickly save a contact from Privyr to your phonebook without having to copy and paste their details. When viewing the client in Privyr, tap on the Options menu in the top right of the screen, followed by Add to Phonebook.

This is useful when you created a contact in Privyr before adding them to your phonebook, or received a new lead to your account via your website or Facebook Lead Ads integration.

Note that the app will warn you if the contact already exists in your phonebook, so you won’t have to worry about duplicates.

Editing Clients

When viewing a client in Privyr, you can edit their contact details by tapping the Options menu in the top right of the screen, followed by Edit Client.

Note that changing the Display Name will also update the name shown on any files or pages that you previously shared with the contact.

Deleting Clients

When viewing a client in Privyr, you can delete their record by tapping the Options menu in the top right of the screen, followed by Delete Client.

You can also delete multiple clients at a time via the bulk actions feature on your client list.

Note that deleting a client will permanently remove them from your Privyr client list, along with any associated data in Privyr. All file or page links previously shared with the client will also be made invalid. However, this does not delete or affect any data in your phonebook.

Other Ways to Add Clients to Privyr

Lead Source Integrations

You can connect your Privyr account to lead sources such as your website, Facebook Lead Ads, TikTok Lead Generation, LinkedIn Lead Gen Forms, Google Forms, WordPress, Wix, Typeform, Zapier, and much more via Privyr’s lead source integrations.

Import Clients from Spreadsheet

If you have many existing contacts that you want to add to Privyr, you can import them in bulk from a spreadsheet.

Privyr has built-in follow-up reminders for every client, making it easy to keep your relationships warm and prevent any leads from falling through the cracks.

Follow-up reminders can be automatically set when you interact with a client, quickly snoozed for days, weeks, or months, and will give you contextual alerts that can be easily acted upon.

Client Follow Ups

Every client in Privyr has a follow-up reminder, which is displayed in the Follow Up section when viewing the client. You can set or change the client’s follow-up by tapping on the Follow Up section and selecting a new date and/or time.

On top of scheduling the follow-up for a day, week, or month later, you can also choose from the following options:

• Select custom date and time to specify an exact date and time to follow up.
• Someday if you want to be reminded of the client in the future, but don’t have any specific timeframe to get back in touch. The system decide when to remind you of the client.
• No Follow Up if you don’t want to get back in touch with them ever again. This is usually appropriate for lost or abandoned leads.

Follow Up Alerts

You’ll receive follow-up alerts via the Privyr app on the date and time that a client’s follow-up is due. These notifications include the client’s name, the last thing you sent them, and whether or not they interacted with it (for files and pages only).

Tap the alert to open the client details screen and view more information about them, such as their notes and timeline. From here, you can quickly contact them or send a quick response to keep your relationship warm and engaged.

Once done, you can snooze the follow-up so that you’ll be reminded to touch base with the client again in the future.

Actions Tab

The Actions tab allows you to efficiently engage and follow up with your leads by showing all the actions you need to do for your clients, including Follow Ups and Uncontacted Leads, in a single page. Simply tap on any lead to view their details and quickly perform the appropriate action.

By default, you’ll see the actions that are Due Today, but you can easily change the Due Date to Upcoming or Overdue by tapping on the Due Today banner on the upper left-hand corner.

You can apply filters to narrow down or find specific activities based on Due Date, Assigned Team Member, and Type of Action (All Actions, Uncontacted Leads, Follow Ups).

You will also see the number of clients with overdue actions at the bottom of the screen, allowing you to quickly identify which leads or clients need immediate attention because their follow ups or actions are already past due.

Follow Up Settings

Whenever you contact a client via one of the contact buttons on the Client Details Screen, or send them content (message/file/page), their follow-up date and time will be automatically updated based on your settings.

By default, if a client has no follow-up, or one that is currently due, their follow-up will be updated to 3 days later at 8:00 AM.

You can change this default setting by going to your Account > Settings > Follow Ups, then selecting the conditions to automatically set the follow-up, and the default follow-up date and time.

• Automatically Set Follow Ups: Specify the condition to update the follow-up
• Default Follow Up Date: Set how many days ahead the follow-up will be scheduled
• Default Follow Up Time: Choose the time of day for the follow-up alert

Updating Follow Ups After Contacting a Client

When you contact your client via one of the Contact Buttons on their Client Details Screen, their follow-up date and time will be automatically updated based on your Follow Up Settings.

You can quickly update the client’s follow-up by tapping on the Follow Up section and selecting a new date and/or time.

Updating Follow Ups After Sending Content

When you send content to a client through Privyr, their follow-up date and time will be displayed on the confirmation screen after sending. This follow-up date is automatically updated based on your Follow Up Settings.

You can quickly update the client’s follow-up from here by clicking on the follow-up section and selecting a new date and/or time.

Bulk Updating Follow Ups

You can view and update the Follow Ups of multiple clients at a time via the Bulk Actions feature on your Client List.

Just tap and hold on a client to trigger multi-select mode, then select the Calendar Icon in the footer to view the follow-ups of the selected clients.

You can individually update the follow-up of each client by clicking the Change button next to their name, or use the Set All option to update all at once.

Quick Responses allow you to send auto-personalised content to a lead or client within seconds. These can be sent via WhatsApp, SMS, email, or other chat apps, without any typing or copy + pasting needed.

When you combine Quick Responses with a library of introductions, follow-ups, and other content, you’ll be able to keep every lead warm and engaged to build strong, personal relationships with minimal effort.

All client notifications such as new lead alerts, follow up reminders, and view alerts open the client screen, so interacting with your clients is always only one tap away.

Want to automate the first message to a new lead? You can set up a WhatsApp Auto-Responder to instantly message new leads on WhatsApp.

Any new lead you receive via your integrations will be immediately and automatically messaged from your own WhatsApp number, even when you’re busy or offline.

Sending Quick Responses

SENDING QUICK RESPONSES VIA MOBILE APP

When viewing a client in the Privyr app, tap the QUICK RESPONSES button at the top of the screen and select the message, file, or page you wish to send.

The content will be auto-personalised for the client, and you’ll have a chance to review and make changes before sending. Once you’re ready, click on SEND VIA WHATSAPP (or SMS or EMAIL, depending on your settings).

If the person you wish to send to isn’t on your client list yet, you can add their contact and send them a personalised message in one step via Quick Add & Send Message.

SENDING QUICK RESPONSES VIA DESKTOP

When viewing a client on the desktop web version of Privyr, tap the QUICK RESPONSE button at the top right of the screen.

In the Quick Response modal, select the message, file, or page you wish to send, and whether you want to send it via WhatsApp, SMS, or Email.

If the Skip review screen checkbox is disabled, you will be brought to a review screen where you can edit the message and change the messaging platform before sending your Quick Response.

Otherwise, if the Skip review screen checkbox is enabled, your selected messaging platform will be opened immediately upon selecting your message, file, or page.

Note that Privyr will use the default WhatsApp / SMS / Email application of your device, so you may need to configure your device settings if your preferred application or account isn’t opening correctly.

Tips & Tricks

SELECTING & CREATING CONTENT

When choosing content to send to a client, you can tap to view the Messages, Files, or Pages tab. You can also tap the (+) button to create a message template, which can be reused to send to other clients in the future.

View more information on Managing your Content, Messages, Files, and Pages.

BEFORE SENDING CONTENT

Before sending, you can review the content with several options to edit the client, content, and channel to send through:

• Edit Client – update the client’s details such as display name, phone number, email, etc. View more information on editing clients.
• Quick Edit Message – edit the message for this client, but don’t save the changes for future use.
• Edit Message Template – update the message template and save the changes for future use. View more information on message templates.
• More Share Options – tap the share icon on the left to view more sending options such as WhatsApp, SMS, email, and other applications. You can also edit your default send channel in your account preferences.

AFTER SENDING CONTENT

After sending the content, you’ll see a summary of what you sent, the client’s follow up, and suggested actions.

• Click on DONE to proceed back to the client’s detail page. Alternately, click on the back icon to go back and re-send the content (e.g. via another channel).
• The client’s Follow Up reminder will be displayed. Tap it to update the date and/or time.
• If you want to send another item to the client, tap the SEND CLIENT SOMETHING ELSE button and select the next message, file, or page to send.
• Tap on More Options to view the message, file, or page details, or go back to the home screen.

Client Timeline

All messages, files, and pages that you send through Privyr will automatically appear on the client’s timeline, giving you a full history of your interactions. Tap on each timeline item to view more options.

These interactions are also saved under the sharing history when viewing the details of a Message, File, or Page.

WhatsApp Auto-Responder

Want to automate the first message to a new lead? You can set up a WhatsApp Auto-Responder to instantly message new leads on WhatsApp. Any new lead you receive via your integrations will be immediately and automatically messaged from your own WhatsApp number, even when you’re busy or offline.

All messages are sent from your existing WhatsApp Business number, so you can view and continue all conversations directly in the WhatsApp Business app on your phone or laptop.

Privyr’s Auto-Responder works through WhatsApp’s official APIs (Privyr is a verified Meta Business Partner), keeping your WhatsApp account and data safe while complying with WhatsApp’s Terms and Conditions.

For more information on setting this up, view our full guide on WhatsApp Auto-Responder.