Status record
Each status has:- Name — the label shown in dropdowns (min 3 characters, max 255, unique within your workspace).
- Colour — a hex colour code (up to 7 characters, e.g.
#FF0000). Used to colour-code the status badge wherever it appears. - Default flag — marks one status as the default applied to new contacts that come in through channels that don’t specify one.
Xobito does not ship pre-seeded statuses. You define them to match your own sales or support lifecycle.
Typical statuses
| Status | When to use |
|---|---|
New lead | Just came in, hasn’t been qualified yet. |
Hot lead | Highly engaged, ready to buy. |
Customer | Has made a purchase. |
Inactive | No engagement for 90+ days. |
Unsubscribed | Asked to stop receiving messages. |
Blocked | Marked your messages as spam, or abusive behaviour. |
Status vs. Group vs. Custom Field
New users often confuse these. Quick guide:| Concept | How many per contact | Use for |
|---|---|---|
| Status | One | Lifecycle stage (“Hot lead”, “Customer”) |
| Source | One | Where they came from (“Website”, “Referral”) |
| Group | Many | Marketing segments (“VIP”, “Newsletter”) |
| Custom field | Many (one value each) | Data (“Plan: Pro”, “Birthday: 1990-05-12”) |
Open the Status library
In the sidebar, go to Contacts → Status. This is where you manage the full list of statuses available to your team.Create a status
Give it a name
Min 3 characters, max 255. Must be unique within your workspace. Keep it short and consistent — “Customer” not “customers”.
Pick a colour
Choose a hex colour (up to 7 characters, e.g.
#22C55E for green). Red for “Unsubscribed”, green for “Customer”, amber for “Hot lead” is a common scheme.Mark as default (optional)
If you want this status to be applied automatically to incoming contacts that don’t have a status set, tick the default flag. Only one status should be default at a time.
Edit or delete a status
Assign a status to a contact
On the contact form
When creating or editing a contact, pick a status from the dropdown. This field is required. See Add a Contact.During CSV import
Include astatus_id column in your CSV with the numeric ID of an existing status. See Import from CSV.
From an automation
A Bot Flow can change a contact’s status as part of its logic — for example, “If the user answers ‘yes’ to ‘Are you interested?’, set status to Hot lead.” See Bot Flows.Filter and report by status
- In the contact list, filter by status to see only contacts with a specific label.
- In campaign analytics, engagement can be split by status.
- In Bot Flows, branch a conversation based on the contact’s current status.
Best practices
Keep the list short
Keep the list short
5 to 10 statuses is usually enough. If you need more granularity, you probably want groups or custom fields instead.
Always have an 'Unsubscribed' status
Always have an 'Unsubscribed' status
When a contact asks to stop receiving messages, switch them immediately. Never include unsubscribed contacts in marketing campaigns.
Pick one default
Pick one default
Set exactly one status as default so incoming contacts always have a valid starting point.
Train your team
Train your team
Statuses only work if everyone uses them the same way. Write a short “what each status means” guide for your agents.
Automate where you can
Automate where you can
A Bot Flow can update a contact’s status based on their replies, keeping the database accurate without manual work.
Related
Sources
Track where each contact came from.
Groups
Create marketing segments your contacts can belong to.
Custom fields
Store arbitrary data points per contact.
Bot flows
Automate status changes based on conversations.