Contacts across workspaces: see and filter contacts from every branch
Many businesses run more than one workspace: one per branch, clinic, property or brand. Each contact belongs to one workspace. When you want to look across them, open All workspaces, or a workspace group. Contacts then shows everyone together, with a Workspace column and a Workspace filter to tell them apart.
Find it: Workspace switcher (top of the sidebar) → All workspaces (or a group) → Sidebar → Contacts
When to look across workspaces
| If you want… | Open |
|---|---|
| To work one branch's list day to day | That workspace |
| To compare branches, or find a person when you don't know the branch | All workspaces |
| To see a few branches together, such as "North region" | The workspace group |
| To export everyone in one file | All workspaces, then Export |
The Workspace column
The table has a Workspace column next to Stage, in every view. It shows each contact's workspace. Click a contact's workspace to move them (see below). Like any column, you can drag it somewhere else or remove it with its ⋯ menu. See Customize your Contacts table.
Move a contact to another workspace
Sometimes a contact is in the wrong workspace. A guest called your Goa hotel's number but is booking your Jaipur hotel. A patient switches to another clinic branch. A student moves to another campus. Move the contact instead of making a new one: their history comes along.
You can start in three places:
- The contact panel: click the workspace name under the contact's name (it has a small arrow). Or Details → Contact Info → Workspace.
- The table: click the contact's cell in the Workspace column.
- Many at once: tick the rows, then click Move to workspace in the bar.
- Click the workspace name. You'll see: Move to workspace, a Search workspaces… box, the contact's workspace ticked and marked Current, and every other workspace you can open. At the bottom: "Call history, WhatsApp chats, notes, files and open tasks come along."
- Pick the new workspace. You'll see: for example "Move Priya Sharma to Jaipur?" and "Priya leaves Goa and shows up in Jaipur's contacts." Below it, Stage in Jaipur and Owner in Jaipur.
- Check the stage and the owner. Most of the time there is nothing to change: the hints say "Same stage as now." and "Rahul works in Jaipur too." You'll see: a stage to pick if the new workspace doesn't have the contact's stage, for example "Booked isn't a stage in Jaipur. Pick one."
- Click Move 1 contact (or Move 12 contacts). You'll see: "Priya Sharma moved to Jaipur" with View and Undo. The row leaves the list if you're inside the old workspace.
Changed your mind? Click Undo within 10 seconds. The contact goes back with their old stage and owners. Only the person who made the move can undo it.
What moves with the contact
| Part | What happens |
|---|---|
| Calls, WhatsApp chats, notes and files | Come along. The contact's timeline still shows every call, also the ones from the old workspace. |
| Open Team inbox requests | Move with the contact. If a request's assignee doesn't work in the new workspace, it goes back to the team. |
| Stage | Stays the same if the new workspace uses that stage. Otherwise Voxido uses the stage with the same name there. If there's none, you pick one in the dialog. A move doesn't count as a stage change: no stage automations run. |
| Owner and Backup owner | Stay if they work in the new workspace too. If not, pick a new owner or Leave unassigned, and the backup owner is cleared. |
| Campaigns | The old workspace's campaigns stop for the contact, for example "Goa's campaigns stop for Priya." The new workspace's campaigns can pick them up. |
| Activity | Shows who changed Workspace, from where to where. |
When a contact can't move
A workspace can't have two contacts with the same phone number, and Voxido never merges contacts for you. So a workspace is greyed out in the menu when it already has a contact with this number (or one of its associated numbers): "Already a contact there with this number". Click Open next to it to see that contact.
When you move many contacts, the dialog lists the ones that will be skipped, for example "2 will move: Priya, Arjun" and "1 is skipped: Ravi is already a contact in Jaipur with this number." Click Open it to see the other contact. A contact is also skipped if it has the same number as another selected contact, or is already in that workspace.
Anyone who can open both workspaces and edit contacts can move a contact. The menu only lists workspaces you can open.
Filter by workspace
- In All workspaces (or a group), open Contacts.
- Click Filters → Workspace. You'll see: your workspaces, each with its number of contacts. In a group, only the group's workspaces.
- Tick one or several. Type in Find a workspace to search. You'll see: a chip such as "Workspace: Main" under the toolbar.
The Workspace filter works together with search, stages and the other filters. Download filtered records follows it too. See Export contacts. Switching to a single workspace clears it.
Where new and imported contacts go
Add contact and Import put contacts in one workspace:
- In a workspace: that workspace.
- In All workspaces: your default workspace.
- In a group: your default workspace if it's in the group, else the group's first workspace. The form says which, such as "Adds to Main, in North region".
The import dialog always names the workspace under Import contacts. Switch first if it's the wrong one.
Shared stages, fields and segments
Stages, custom fields and segments can belong to one workspace or be shared by all.
| Made in | Belongs to | Inside a workspace you can |
|---|---|---|
| A workspace | That workspace only | Edit and delete it |
| All workspaces | Every workspace. It shows an Org-wide tag. | Use it. For a stage or a field, you can also switch on Hide in this workspace. |
Pick your path:
- Same process everywhere? Create stages and fields once in All workspaces. Each branch can hide the ones it doesn't use.
- Each branch works differently? Create them inside each workspace.
The default stage can't be hidden. To edit or delete an org-wide item, switch to All workspaces. See Contact stages and Custom fields.
Who sees All workspaces
- All workspaces only shows once your account has two or more workspaces.
- People whose access is limited to some workspaces don't get All workspaces or groups. They work in one workspace at a time and never see the Workspace filter. When they move a contact, the menu only lists the workspaces they can open.
- An admin changes someone's workspace access in Settings → People. See People and teams.
The same phone number can belong to two contacts in two different workspaces. They are separate records, each with its own stage, fields and owner. That's also why a contact can't move into a workspace that already has their number.
Common problems
I can't see All workspaces in the switcher. Your account has one workspace, or your access is limited to some workspaces.
I can't move a contact to a workspace. It's greyed out. That workspace already has a contact with the same phone number. Click Open to see them. If they're the same person, keep that one and delete the other, or change the number on one of them first.
I moved a contact and the stage changed. The new workspace doesn't use the old stage, so Voxido picked the stage with the same name there, or the one you chose in the dialog. Change it in the contact panel if it's wrong.
I can't edit a stage. It says Org-wide. It's shared by every workspace. Switch to All workspaces to edit it.