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Contacts

Contacts are CalKeep's lightweight CRM. Every booking auto-creates or matches a contact, every connected calendar provider's contacts can sync in, and every follow-up task can attach to a contact.

Manage at People in the sidebar.

Where contacts come from​

SourceBehavior
BookingsEach booking auto-creates a contact (or matches an existing one by email) so follow-up has a home.
Provider syncGoogle and Microsoft contacts sync in if you grant the contacts scope when connecting the account. iCloud and Yahoo (CalDAV) don't expose contacts the same way.
Manual createAdd a contact directly from People → New contact.
CSV / vCard importBulk-import from a file. See Import.
Public APIPOST /api/v1/contacts (Business+ tier). See API tokens.

Contact fields​

Each contact carries the standard set — name, organization, emails, phone numbers (with type labels: business, mobile, home), addresses, notes, tags — plus a few CalKeep-specific fields:

  • Owner — the user who created or imported the contact.
  • Reminders — outstanding follow-up reminders.
  • Linked tasks — tasks attached to this contact.
  • Linked bookings — bookings tied to this contact.
  • Shared with — workspace teammates who have access via a share.

Import​

Go to People → Import.

CalKeep auto-detects:

  • Google Contacts CSV
  • Outlook CSV
  • iCloud CSV
  • vCard (single or multi-card)
  • Generic CSV (with an explicit column-mapping step)

Two-step flow:

  1. Dry run — upload the file. CalKeep shows row count, duplicate matches, validation errors, and a per-row preview before any write.
  2. Commit — pick a duplicate strategy and click Import:
    • Skip duplicates — rows that match an existing contact are skipped.
    • Merge duplicates — non-empty incoming fields win; arrays concatenate; the existing contact id is preserved.
    • Overwrite duplicates — replace matched contact's fields, preserving id, workspaceId, createdAt.

A 10 MB file cap applies. Files larger than that should be split.

Export​

People → Export produces:

  • CSV — Excel-ready, with a stable column order.
  • vCard — standard contacts format for restoring elsewhere.

Exports are workspace-scoped — only contacts in your workspace are included.

AI cleanup​

Years of provider sync, CSV imports, and manual edits create duplicates and junk. CalKeep's AI cleanup runs in two phases:

Phase 0 — Bulk pattern rules (deterministic)​

These run before any AI is invoked:

  • Strip Outlook notes boilerplate — remove repeated .\n\n accumulations the Outlook directory adds.
  • Dedupe phone variants — country-code-aware (e.g., 1-555-... vs +15555...).
  • Relabel mis-classified phones — business vs home vs mobile.
  • Split business names — extract organization from a "Name (Company)" pattern.
  • Dedupe duplicate notes paragraphs — strip repeated boilerplate blocks.

Preview match counts at People → AI Cleanup → Bulk rules before applying.

Phase 1 — Per-contact AI cleanup​

For genuinely-ambiguous cases, an LLM proposes specific changes per contact. By default this uses the platform Anthropic Claude provider; Business+ workspaces can bring their own key. See AI provider.

Every operation creates a DedupOperation record. Every change is reversible per record — one click to revert.

The job runs in the background in chunks. You can pause, resume, or retry-failed contacts at any time.

For the buyer-facing positioning, see AI calendar and contact cleanup.

Junk contact handling​

Contacts with no email AND no phone (typically Outlook directory stubs that synced in by mistake) are deleted from the provider during sync — not just hidden in CalKeep. This stops them from re-importing on the next poll cycle.

If you want to preserve a contact that has neither email nor phone, add at least one of those fields manually before the next sync.

Sharing​

Contacts are workspace-scoped, so all admins can see them by default. For finer-grained sharing of individual contacts:

  1. Open a contact and click Share.
  2. Pick teammates and a permission level — VIEW or EDIT.
  3. The shared user sees the contact in their list and can view (or edit) the shared fields.

Edit-permission shares use a conflict-detection system: if two users edit the same contact at once, the second save shows a diff and asks the user to resolve. Edits are scoped to a whitelist of editable fields — some fields (owner, audit metadata) are never editable through a share.

Share contact at: People → [contact] → Share.

Sharing requires the Pro plan or higher.

Follow-up reminders​

Each contact can have follow-up reminders. Channels:

  • In-app — a notification in the CalKeep notification inbox.
  • Email — branded reminder email.
  • SMS — text message (number on file required).
  • WhatsApp — Pro+ tier with explicit per-user opt-in. See [Notification settings] for the WhatsApp opt-in flow inside the app.

Reminders fire from a background worker. Overdue reminders (>24h) fall back to in-app only to avoid spamming.

Snooze and dismiss are per-channel.

Programmatic access​

Workspace admins on Business+ can read and (in the first slice) create contacts via the API:

GET    /api/v1/contacts
GET    /api/v1/contacts/:id
POST   /api/v1/contacts
PATCH  /api/v1/contacts/:id

See API tokens for authentication and the full resource list.

The contact.created and contact.updated webhooks fire on commit so your CRM, support tool, or marketing automation system can stay in sync. See Webhooks.