Contacts

The Contacts section is your central address book within the phone.systems™ platform. It is designed to help you efficiently store, organize, and manage all the contact information essential for your organization’s communications.

Use the following guides to manage your contacts effectively:

User Interface Elements

Navigate the contact list and use filters.

User Interface Elements

Creating Contacts

Add new contacts to your address book manually.

Creating Contacts Manually

Importing Contacts

Bulk-upload contacts using a CSV file.

Importing Contacts from a CSV File

Phonebooks

Learn how to assign contacts to the Phonebook.

Phonebooks

Editing and Deleting Contacts

Modify or remove existing contact information.

Editing and Deleting Contacts

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User Interface Elements

The main Contacts screen provides an overview of all your stored contacts, along with powerful tools for searching and making quick edits.

Fig. 1. The Contacts menu.

Using the Filter Bar

Use the filter bar to search for contacts by:

• Full name

• Company name

• Job title

• Phone numbers

• Emails

• Source

• Type

• Phonebook

Click Filter to apply.

Fig. 2. Using the filter bar to search for contacts.

The Contact List

The table displays your contacts with the following columns:

Field	Description
First Name	The contact’s first name.
Last Name	The contact’s last name.
Company Name	Associated organization.
Job Title	Contact’s role or title.
Phone Numbers	Primary contact number(s).
Emails	Primary email address(es).
Source	Origin of the contact (e.g., manual, import).
Type	Contact category (e.g., Lead, Customer).
Phonebook	Visibility assignment (Company or User).

Note

You can perform inline edits for some of the columns directly in the table. Simply double-click a cell or click the pencil icon that appears on hover to modify the information in that field.

Fig. 3. Contact List.

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Creating Contacts Manually

To create a new contact:

1. Click the Add New Contact button ( ) in the bottom right corner of the screen.

Fig. 4. The Add New Contact Button.

2. A form will appear. Fill in the Contact details:

Field	Description
First Name	The first name of the contact (required).
Last Name	The last name of the contact (required).
Company Name	The organization or company the contact is associated with.
Job Title	The contact’s job position or title.
Phonebook	Assigns the contact’s visibility. Select Company Phonebook to make it visible to all users, or select a specific user’s name to make it private to them.

3. In the Numbers section, click Add a phone number to enter one or more phone numbers for the contact.

4. In the Emails section, click Add an email to enter one or more email addresses for the contact.

5. Click the Save button to create the new contact.

Fig. 5. The Create Contact form.

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Importing Contacts from a CSV File

To import multiple contacts at once, you can upload a CSV file:

1. Click the Add New Contact button ( ) and select Import CSV.

Fig. 6. The Add New Contact Button.

2. In the Import Users screen, either click to select a CSV file from your computer or drag and drop the file onto the screen.

Fig. 7. The CSV file import screen.

3. A pop-up window will appear. You must agree that you have a prior relationship with the contacts in the list. Check the box and click Submit to proceed.

   Your CSV must:

   • Use commas as separators.

   • Include headers.

   • Be under 20MB in size.

   • Include only contacts who have opted in or are known.

Fig. 8. The import confirmation pop-up.

4. Choose whether to Merge Duplicates to prevent creating contacts that already exist.

5. On the Match contact properties, match the columns from your CSV file to the corresponding properties in phone.systems™.

6. Click Next to complete the import.

Fig. 9. Import Contacts Window.

CSV File Format Example

First Name	Last Name	Email	Phone Number	Job Title
Mike	Brown	Mike.Brown@businessdev.com	+1-555-1234567	Business Development Manager
Pete	Smith	Pete.Smith@ithelpdesk.com	+1-555-9876543	IT Support Engineer
Jane	Smith	Jane.Smith@finance.com	+1-555-5551111	Financial Analyst
Sarah	Johnson	Sarah.Johnson@marketing.com	+1-555-2223333	Digital Marketing Strategist
John	Doe	John.Doe@engineering.com	+1-555-4447777	Software Development Lead

Download the example CSV file here.

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Phonebooks

The Phonebook feature controls contact visibility in the phone.systems™ App Contacts. Contacts can be public to your organization or private to a specific user.

When creating a contact, specify the phonebook to which the contact will be assigned to.

• Company Phonebook: Contacts assigned here are visible to all users in your organization.

Note

By default, all new contacts are assigned to the Company Phonebook unless changed manually.

• User Phonebook: Contacts assigned to a specific user are only visible to that user in their private phonebook. You can manage the list of available Users in the Users section, and see how these contacts appear in the phone.systems™ App Contacts guide.

Fig. 10. Assigning a contact to a phonebook during contact creation.

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Editing and Deleting Contacts

You can modify or remove contacts at any time using the Actions menu available next to each entry in the contact list.

Editing a Contact

1. Click the Actions menu next to the contact.

2. Select Edit.

Fig. 11. The Actions menu for a contact.

3. Modify any contact details, including the Phonebook assignment.

4. Click Save to apply changes.

Fig. 12. Editing an existing contact’s details.

Deleting a Contact

1. Click the Actions menu next to the contact.

2. Select Delete.

Warning

Deleting a contact is permanent. The entry will be immediately removed and cannot be restored.

Fig. 13. The Actions menu for a contact.