Optni AIHelp guides

Leads, contacts and insights

Contacts: search, export and delete

Everyone who has called or texted, or been added, is a contact — one per phone number. The page is named for your industry: Patients, Clients or Customers. For software businesses it's Contacts, next to Leads.

Who can do this: Everyone can search. Export and delete: owners and admins.

Steps

  1. Step 1: Select Patients, Clients or Customers in the sidebar.

    The contacts page with tabs for All, Texts on and Opted out.

  2. Step 3: Open a contact to see their conversation, calls and bookings.

    A contact's page with their details, texting status and history.

  3. Step 4: To give someone a copy of their data, select Export data.

    You get one JSON file with their details, conversations, calls, bookings and consent records.

    The Export data button ringed.

  4. Step 5: To erase someone, select Delete contact.

    The Delete contact button ringed.

  5. Step 6: Read what's erased and kept, type their name, and select Delete permanently.

    This can't be undone. Export first if they asked for a copy.

    The delete dialog listing what is erased and what is kept, with a field to type the name.

What delete erases

  • Name, phone, email and notes.
  • Every text message and call transcript.
  • Call recordings and AI summaries.
  • Their bookings in Optni.

What delete keeps (with personal details removed)

  • The access log — who opened what and when. Kept for 6 years.
  • Text-consent records, so a STOP keeps working if they text again.
  • Records in your other systems (for example your practice-management system). Delete them there too.