How do I manage contacts, companies, team members, capture settings, and fix duplicates in Green Weka?
Green Weka keeps your business contacts, companies and team members organised, so you always know who’s who. There are three main views: Contacts, Companies and My Team. Each helps you keep work and personal details tidy, and makes sure your records stay clean across all your connected apps.
The Contacts view shows everyone Green Weka knows about: people from your phone contacts, plus anyone added from calls, emails or chats. New contacts learned by the system are marked with an AI-LEARNED tag. Each contact card shows their phone numbers and emails (tap to call, with a quick confirmation on your phone), any aliases you've set, a Capture switch, privacy message settings, and an "on my team" switch. You can also rename, delete or edit details right from the card.
You can turn Capture OFF for any contact. When Capture is OFF, their calls and emails are never captured or analysed, but they can still leave you a voicemail. Their voicemails show up on the Unanswered calls page with a summary, but are not analysed further or emailed. This is handy for friends and family.
You can set a privacy message for each contact, including "First-time callers only" if you want the message to play just once for new callers. Aliases help the assistant recognise and match names, even if they're said or spelled differently.
The Companies view lets you see and manage the businesses your contacts belong to. This is useful for linking people to their workplaces and keeping company records up to date. For shared numbers (like a switchboard or main line), Green Weka gives the organisation its own card and each caller their own contact. If someone calls from a shared number and doesn’t say who they are, the call files to the organisation. On the ringing screen and in summary emails, you’ll see "Name (Company)".
If a caller later emails you from a new address, but their email signature has the mobile number already on file, Green Weka links the email to the same contact. This keeps your records tidy.
If Green Weka isn't sure whether a new contact is a workmate or a customer, you'll see a prompt asking you to choose. Sorting these as you go keeps everything downstream accurate, including your integrations with tools like Fergus or Simpro. If you make a mistake, you can re-sort a contact later.
A Review banner at the top of Contacts shows how many likely duplicates Green Weka has found; tap the banner to review and merge or dismiss them. You can also use "Select to merge" in the page header at any time. If you delete a contact by mistake, you have a 5-second Undo. After that, the Deleted contacts list in Contacts keeps deleted contacts for 30 days, with a Restore button.
On the call’s edit screen, the Caller dropdown lets you fix who a call was with: "Fix this name..." corrects the name, or "A different person on this number..." marks the number as shared.
The My Team view is where you add your workmates. You can add a teammate before they ever call you: just type their name and mobile number, then click "Add to my team". This tells Green Weka they're a workmate, not a customer. Keeping your team list up to date stops workmate calls and emails from being mixed up with customer records. The My Team list also feeds the desktop dialer's Put through list, the Also ring card, and the Receptionist's transfer list. To receive transferred calls, a teammate needs their own Green Weka account.
Remember, changes you make in Green Weka do not affect your phone's own contact list. They're kept separate for your peace of mind.