For AI agents: the complete documentation index is available at https://docs.clickmax.io/en/llms.txt, the full documentation bundle is available at https://docs.clickmax.io/en/llms-full.txt, and this page is available as Markdown at https://docs.clickmax.io/en/features/max/manage-contacts-data-with-max.md.
  • English

      • How do I use the AI to look after my contacts data?

      Describe the question in your own words ("which custom fields does nobody fill in?", "where is the Hot lead tag used?", "what is late for the team this week?", "validate Ana's email"). The AI looks at your account and answers with numbers and names; when the answer calls for a change, it proposes it and waits for your yes before applying it.

      Before you start:

      • Role: the AI sees what you see on the Contacts screens. Someone who works the CRM as an attendant sees and closes only their own activities; Owner, Admin and Editor see the team's.
      • The answers match the Custom fields, Tags and Activities screens. Numbers can take a few seconds to reflect something that was just saved.
      • To use your own AI instead of Max, see Connect your AI to Clickmax (MCP).

      1. Ask for the health of your custom fields

      Say whether you mean contact fields or opportunity fields — the AI asks when it is unclear.

      • Overview: total active and inactive fields, average fill, how many are Healthy, Needs attention, Critical or Unused, fields per type and the average of each group.
      • Fields to review: ask for only the Critical ones, only the Unused ones, those of one group, or a search by name. Each field comes with the percentage filled (over all contacts, or all opportunities) and how many segments, automations, forms, dashboards, reports, schedules and stage rules depend on it.
      • One field in detail: fill, how many contacts filled it in the last 30 days, the 6-month curve, the most frequent values and the resources that use the field, by name. You can also ask who filled it and how the value got in (typed, import, form, automation and so on).

      A field is Unused when no resource depends on it and fewer than 5% of records have it; it is Critical when something depends on it but fewer than 25% have it.

      2. Ask to organize several fields at once

      Say the change and the criterion ("move the address fields to the Address group", "deactivate the Unused fields in the Old group"). The AI shows which fields are included and asks you to confirm.

      • You can change the group, allow them in filters, pin, make required, deactivate or reactivate. Each field's name, identifier, type and options are not changed in bulk.
      • Deactivating is the same as Delete field on the screen: values already filled in are kept, but segments and automations that depend on the field stop working. That is why the AI lists what depends on each field before deactivating and asks for confirmation.
      • A batch is all or nothing: if one field cannot change (for example, reactivating a select field with no options), none changes and the AI tells you why.

      More about the screens in How do I change several custom fields at once?.

      3. Ask how your tags are used

      • Manual tags: ask for the most used, the ones nobody uses, or the list sorted by contacts, opportunities, or the automations, segments, forms or boards that depend on each.
      • One tag in detail: how many contacts have it (and what share of the base that is), how many got it in the last 30 days, the 6-month curve and the resources that depend on it, by name.
      • System tags: pick an event (for example, purchase approved) and the AI shows how many contacts triggered it, the pace over the last 7 and 30 days, on which days and hours it happens, who triggers it most, what usually comes with it and which automations listen to it. "Usually comes with it" is measured over the 500 most recent contacts with the event, so it is an indication, not an exact number.

      Before deleting a tag, the AI shows the automations, segments, forms and boards that depend on it. Deleting removes the tag from the contacts and opportunities that have it, and whatever depended on it can no longer find it — so it asks for your confirmation.

      4. Check the team's activities

      Ask for tasks and appointments together, as on the Activities screen: "what is late?", "what does Pedro have tomorrow?", "how many meetings are booked this week?", "find the activities of the contact with phone (11) 98765-0001".

      • Counts: ongoing, completed and late for the slice you ask for (attendant, pipeline, period, type).
      • Late follows the screen's rule: only what is still open and past its end (the task's deadline plus its duration, or the meeting's end); an all-day task is only late when the day rolls over.
      • Day by day: the AI groups by day in your time zone. A task with no deadline has no day; ask for it separately.
      • Search: the contact's name, email or phone all work, as do title, pipeline and attendant. Activities of lost or deleted opportunities are left out.

      To complete or cancel several at once, say the selection ("complete Pedro's late tasks"). The AI confirms how many tasks and how many meetings are included, applies them one by one and tells you what worked and what failed. Cancelling a meeting notifies the participants; give the reason, which is recorded. Same rules as How do I complete or cancel several activities at once?.

      5. Ask how a teammate is doing

      Ask "who is on my team?", "who has not accepted the invite yet?" or "how is Ana doing?". The AI answers with what the person's profile shows in Settings → Members:

      • Who they are: status (Active, Pending invite or Deactivated), role, job roles, since when they are in the workspace, who invited them and their last access.
      • Portfolio: open opportunities where the person is the responsible attendant, the contacts on those opportunities and the actions they recorded in the last 8 weeks, week by week (the last bar is the most recent 7 days).
      • Going deeper: ask "and her opportunities?" or "what is late for her?" and the AI lists that person's opportunities, tasks and meetings. Someone who has not accepted the invite yet, or has no attendant profile, has no opportunities or tasks to show — the AI says so.

      The list of people needs the view permission on Dados da conta. Each person's profile and numbers follow the Members screen: they only show for whoever has the Pessoas com acesso permission. Recorded actions count what the person did in the CRM (opportunity changes, meetings, fields, notes); they are not the tasks and meetings of the Activities screen.

      6. Validate a contact's email

      Name the contact ("validate Ana's email"). The AI checks right away and answers Valid, Invalid or Risky, with the reason. It is the same action as Validate email now in the contact menu, and the result goes into the contact's history.

      • To see the current status you do not need to validate: ask "which contacts have an invalid email?" or "show Ana's email status".
      • Validation is one contact at a time, not for the whole base. Repeating it on the same contact within 1 hour returns the result already saved.
      • Changing a contact's email already triggers a new check by itself; do not ask again.

      What each status means is in What the contact's email validation status means.

      7. Ask for a contact's X-ray

      Ask "give me Ana's X-ray" or "is Ana ready to buy? When is the best time to reach her?". The AI answers with the same content as the contact X-ray card in My Contacts:

      • Purchase intent: high, medium, low or none over the last 30 days, with up to the three strongest signals (pending order, checkout started, meeting booked, quiz completed, page revisited, among others).
      • Purchases: total spent, average ticket, number of purchases, what is still open (Pix or boleto generated and not paid in the last 30 days) and the latest orders.
      • Where they answer: each channel with the opt-in, when the last conversation and the contact's last reply happened, and the best time: the 2-hour slot when they are most active, in Brasília time.
      • Last 14 days: day-by-day activity and what they did most.

      The written summary only shows if it was already generated on the card in the last 24 hours. Without permission to see sales, amounts and the summary are hidden — a zero total in that case does not mean the contact never bought.

      8. Check whether a contact already exists before creating it

      Ask "create the contact João, [email protected], (11) 98765-0001" and the AI first looks for anyone with the same email, phone or Instagram. If it finds one, it shows the existing contact and asks whether you want to use it instead of creating another. You can also just ask "is this phone already in my base?".

      • The email must be identical; the phone is compared normalized, including a mobile number without the ninth digit; Instagram ignores case and the @.
      • To create, a contact needs a name and at least one of email, phone and Instagram.
      • If the phone already belongs to a contact, no new contact is created: the requested tags go to the existing contact.

      9. Ask whether an import or export finished

      Ask "did yesterday's import finish?", "how many contacts did the import create?" or "where is the export file?". The AI reads the same Bulk actions history and answers the status (queued, running, completed or failed), the progress, how many contacts were created, updated or were duplicates and, for finished exports, the file link.

      • It covers contact bulk actions, contact import and export, and the exports of opportunities, activities, visitors, message sends, automation runs and form answers.
      • The AI does not start an import: the file has to be uploaded on the screen. See Import your first contacts.
      • If your access to connected accounts is restricted, exports of message sends and of contact activities made by someone else are only visible to that person.

      If it didn't work

      • The AI says it found no activities you can see on screen: it respects your role. Attendants see only their own; ask an Owner, Admin or Editor for the team's slice.
      • The AI refused to deactivate or reactivate fields: one of the fields no longer exists in the account, or is a select field with no options. Nothing was changed; fix it and ask again.
      • I validated the email and the status is still unverified: the verification service may be unavailable or not responding. The automatic check tries again later.
      • The contact has no email: there is nothing to validate.
      • The AI did not show a teammate's numbers: the profile needs the Pessoas com acesso permission. Without it, the AI shows only the list of people. See Permissions by role.
      • The X-ray shows zero purchases: without permission to see sales the amounts are hidden. Ask someone who has that permission.
      • I asked to create a contact and the AI brought back an existing one: the phone was already in the base. Use the existing contact or fix the number.
      • The import does not show up: the history lists the most recent actions first; say the day or ask for more items.
      • The fill numbers look outdated: they can take a few seconds to reflect a recent save. Ask again.