Know which relationships need your attention

Not all contacts are equally engaged. Some you spoke with last week. Others you haven't reached in months. Understanding the difference between warm and cold contacts helps you prioritize your outreach and ensure no important relationship slips through the cracks.

What Are Warm Contacts?

A warm contact is someone you've recently engaged with. You've had a conversation, exchanged emails, met for coffee, or interacted in some meaningful way. The relationship is active and top of mind for both parties.

Warm contacts are valuable because:

• They remember who you are
• They're more likely to respond to outreach
• The relationship has momentum
• Follow-ups feel natural, not forced

What Are Cold Contacts?

A cold contact is someone you haven't interacted with recently. The relationship has gone quiet. They may still be in your database, but there's been no recent activity to keep the connection alive.

Cold contacts aren't necessarily lost. They simply need re-engagement. But the longer a contact stays cold, the harder it becomes to reconnect naturally.

Why This Matters

Tracking warm and cold contacts helps you:

• Prioritize outreach - Focus on warming up cold contacts before they forget you
• Maintain relationships - Keep warm contacts engaged with regular touchpoints
• Spot neglected connections - Identify valuable contacts you've lost touch with
• Measure engagement - Understand how actively you're nurturing your network

How Officaid Tracks Relationship Health

Officaid automatically categorizes your contacts based on recent activity:

• Warm - Contacts with recent interactions logged in the system
• Cold - Contacts without recent activity who may need re-engagement
• Not Tracked - Contacts you've chosen to exclude from engagement tracking

This classification updates automatically as you log activities. When you record a call, meeting, or message, the contact becomes warm. As time passes without interaction, they gradually become cold.

Viewing Warm and Cold Contacts

Navigate to Network → Interactions to see your contacts organized by engagement level. The Overview tab shows you:

• How many contacts are warm, cold, or not tracked
• Reasons to connect (upcoming birthdays and anniversaries)
• Recent and upcoming activities

This dashboard helps you quickly identify which relationships need attention and gives you reasons to reach out.

Not Tracked Contacts

Not every contact needs engagement tracking. Internal team members, personal contacts, or people you interact with outside of business may not need to appear in your warm/cold metrics.

Officaid lets you mark contacts as Not Tracked to exclude them from engagement monitoring. These contacts remain in your database but won't affect your relationship health statistics.

Keeping Contacts Warm

The best way to keep contacts warm is consistent, meaningful engagement. This doesn't mean constant selling. It means staying in touch:

• Send a quick check-in email
• Send a WhatsApp message
• Comment on their LinkedIn posts
• Remember their birthday or work anniversary
• Share an article they might find interesting
• Schedule a coffee catch-up

Officaid makes this easy with built-in email and WhatsApp messaging, plus the Reasons to Connect feature that surfaces upcoming birthdays and other opportunities to reach out naturally.

Frequently Asked Questions

What's Next?

Now that you understand warm and cold contacts, explore how to manage your interactions:

• Understanding Interactions - See how the Interactions module works
• Navigating the Interactions Dashboard - Learn to use the engagement overview
• Tracking vs Not Tracking Contacts - Configure which contacts to monitor