Effective contact management is essential for successful WhatsApp marketing, and KWIC provides efficient tools to support both single contact addition and bulk contact uploads. Whether you’re adding one customer or importing thousands, KWIC ensures your data remains organized, segmented, and ready for targeted campaigns. Its streamlined process helps you manage contacts with ease, enabling personalized messaging that drives engagement and improves conversions.

Understanding KWIC Contact Management System

Key Features of KWIC Contact Management

Tag-based Organization: Organize contacts using custom tags for targeted campaigns
Bulk Import Capabilities: Upload hundreds or thousands of contacts simultaneously
Campaign Integration: Seamlessly connect contacts to your marketing campaigns
Custom Parameters: Add personalized data fields for enhanced targeting
Multi-channel Support: Manage contacts for both WhatsApp and SMS campaigns

Benefits of Proper Contact Organization

Improved Campaign Targeting: Send relevant messages to specific customer segments
Higher Engagement Rates: Personalized messaging based on contact tags and data
Efficient Campaign Management: Streamlined workflow for marketing operations
Better ROI Tracking: Monitor campaign performance across different contact segments
Compliance Management: Maintain proper opt-in records and communication preferences

Method 1: Adding Single Contacts in KWIC

Step 1: Login to Your KWIC Account

Access Your Dashboard:

Navigate to the KWIC application login page
Enter your registered email address and password
Click “Login” to access your dashboard
Ensure you have proper permissions for contact management

Step 2: Setting Up Tags for Contact Organization

Navigate to Tag Manager:

From the main dashboard, locate and click on “Profile” in the navigation menu
Select “Tag Manager” from the dropdown options
This opens the tag management interface where you can create and organize contact categories

Creating Your First Tag:

Click on “Add Tag” button in the Tag Manager section
Enter a descriptive tag name that reflects the contact category
Examples: “VIP Customers”, “New Subscribers”, “Cart Abandoners”, “Premium Members”
Click “Save” to create the tag

Tag Creation Best Practices:

Use clear, descriptive names that your team can easily understand
Create tags based on customer behavior, demographics, or purchase history
Consider creating hierarchical tags (e.g., “Customers-Premium”, “Customers-Standard”)
Regularly review and clean up unused tags
Document tag purposes for team reference

Step 3: Adding Individual Contacts

Navigate to Contact Section:

Return to the main navigation menu
Click on “Contacts” to access the contact management area
Select “Add Contact” to begin the individual contact creation process

Contact Information Entry:

Full Name: Enter the contact’s complete name
Use proper formatting (First Name Last Name)
Avoid abbreviations for professional appearance
Double-check spelling for accuracy

Phone Number: Input the WhatsApp-enabled phone number
Include country code (e.g.,91 for India, 1 for US)
Verify the number format is correct
Ensure the number is active and WhatsApp-enabled

Tag Assignment: Select the appropriate tag from your created tags
Choose the most relevant tag for campaign targeting
You can assign multiple tags if supported
Create new tags if existing ones don’t fit

Additional Contact Details(Optional):

Customer Parameters:

Do you need customer details means it will be added

Example:

Key : (Key Name) and Value : (Value)
Email address (if available for multi-channel campaigns)
Location information for geographic targeting
Customer preferences and communication frequency
Purchase history or customer value data
Custom notes for future reference
Click Add Contact to save Contact

Step 4: Templates Sent to Single Contact

Open the Chat
Click the “+” Icon to Access Templates
Enter the Customer’s Phone Number
Choose a Template and Send

Method 2: Bulk Contact Upload in KWIC

Step 1: Accessing Bulk Upload Feature

Navigate to Bulk Upload:

Login to your KWIC account using your credentials
Go to the main navigation and select “Contacts“
Click on “Add Contact” and choose “Bulk Upload” option
This opens the contacts bulk import interface with template download options

Step 2: Download and Prepare Excel Template

Template Download Process:

Click on “Download Sample CSV“
Save the file to a easily accessible location on your computer
Open the template file in Microsoft Excel / Google Sheets, or a similar spreadsheet application
Review the column headers and required fields

Step 3: Excel Sheet Data Entry Guidelines

Column-by-Column Instructions:

Name:

Ensure the name and number do not include any special characters, emojis, or symbols. Only plain text (letters and numbers) is accepted.
special characters that might cause import errors
Consider using proper case (if need : First Letter Capitalized)

WhatsApp Number:

Include country code for all numbers (e.g., 91 for India, 1 for USA)
Remove any spaces, dashes, or special characters
Verify each number is WhatsApp-enabled before import
Use consistent formatting for all number

Broadcast Setting:

Enter “TRUE” to enable WhatsApp campaign inclusion
If you enter “FALSE” to exclude from broadcast campaigns
This setting controls campaign eligibility for each contact
Most contacts should be set to TRUE for marketing purposes

SMS Setting:

Enter “TRUE” to enable SMS campaign inclusion
If you enter “FALSE” to exclude from SMS campaigns
Allows for multi-channel campaign management
Consider customer preferences when setting this value

Tag Assignment:

Use exact tag names that already exist in your KWIC account
Create tags in KWIC before bulk upload if new categories are needed
Consistent tag naming is crucial for successful import
Consider using standardized tag formats across all contacts

Key & Value (Custom Parameters):

Optional fields for additional customer data
Examples: “Purchase Date”, “Customer Tier”, “Location”, “Interests”
Use consistent data formats within each column
These fields enable advanced personalization in campaigns (e.g, key: FavroteColor, Value: Green)

Step 4: Data Validation and Quality Assurance

Pre-Upload Checklist:

Verify all phone numbers include proper country codes
Check that all tag names match existing tags in KWIC
Ensure TRUE/FALSE values are consistent for Broadcast and SMS columns
Remove any duplicate entries
Validate that all required fields are completed

Common Data Issues to Avoid:

Missing country codes in phone numbers
Inconsistent tag naming (case sensitivity matters)
Empty required fields
Special characters in names or numbers
Incorrect TRUE/FALSE formatting

Step 5: Uploading Your Contact List

Upload Process:

Save your completed Excel file in .csv type with all contact data
Return to the KWIC bulk upload interface
Click “Choose File” or “Browse” to select that file
Click “Upload” to begin the import process

Post-Upload Verification:

Wait for the upload confirmation message
Check for any error reports or failed imports
Review the imported contact count against your Excel file
Verify that tags and custom parameters imported correctly
Test a few contacts to ensure data accuracy

Troubleshooting Common Contact Import Issues

Excel File Format Problems

File Format Solutions:

Save Excel / Google sheet files in .csv format for best compatibility
Avoid using “other” files unless specifically supported
Check for hidden characters or formatting issues
Ensure proper column headers match template exactly

Phone Number Import Errors

Common Issues and Solutions:

Missing Country Codes: Add country codes to all numbers
Incorrect Formatting: Remove spaces, dashes, and parentheses
Invalid Numbers: Verify all numbers are active and WhatsApp-enabled
Duplicate Numbers: Remove duplicate entries before upload

Tag Assignment Failures

Tag-Related Problems:

Non-Existent Tags: Create tags in KWIC before bulk upload
Case Sensitivity: Ensure exact tag name matches
Special Characters: Avoid special characters in tag names
Empty Tag Fields: Provide default tags for contacts without specific categories

Category: Health-tech

How to Add Contacts in KWIC: Complete Step-by-Step Guide for Single and Bulk Upload