phone.systems™ App Contacts
The Contacts section allows you to manage and view your saved contacts, including both external and team members. You can search for specific contacts, view lists of external and internal team members, and initiate calls directly by clicking the phone icon next to a contact.
Fig. 1. Contacts
Creating Contacts
In the phone.systems™ app, you can create new contacts directly in the Contacts section.
To create a new contact:
Go to the External Contacts section.
Click the
icon in the top right corner of the application interface.
Fig. 1. Create Contacts Button
A contact creation screen will appear. Enter the following details:
First Name: The first name of the contact.
Last Name: The last name of the contact.
Number(s): One or more phone numbers of the contact.
Email: The email address of the contact.
Job Title: The contact’s job title.
Company Name: The contact’s company name.
Once you have entered all the details, click Save to add the contact.
Fig. 2. Creating a Contact
These contacts will appear in the contacts menu of the phone.systems™ app.
Note
Team Contacts can only be created via the phone.systems™ UI by creating new users.
Editing Contacts
To edit external contacts, navigate to the Contacts External Tab menu and click on the contact you want to edit.
Once you click on the contact that you wish to edit, click on the
button.
Fig. 1. Edit Contact Button
Make the desired changes in the Edit contact menu and click Save to apply the changes.
Fig. 2. Editing Contacts
The changes will appear on your phone.systems™ UI at the contacts menu.
Note
Team Contacts can only be edited via the phone.systems™ UI by editing an existing user.
Deleting Contacts
To delete External Contacts, go to the contacts menu in your phone.systems™ UI.
Locate the contact you want to delete, click the Actions button, and select Delete.
Fig. 1. Deleting External Contacts
To delete Team Contacts, navigate to the users menu in your phone.systems™ UI.
Locate the contact you want to delete, click the Actions button, and select Delete.
Fig. 2. Actions Button
If the user has any active dependencies, you will see them in the Delete User screen.
To proceed with the contact deletion, click the I am aware that by deleting this User(s) I will also remove the dependencies checkmark and click Delete.
Fig. 3. Deleting Team Contacts
Contact Status
The phone.systems™ app provides real-time contact status visibility for Team Contacts, allowing users to see whether their colleagues are available for calls.
This feature helps streamline communication by ensuring users only attempt to call contacts who are available.
Available – The contact is online and can receive calls.
Unavailable – The contact is online but is unable to take calls.
In-call – The contact is currently engaged in a call.
Offline – The contact is not connected to the system.
Note
Contact statuses are only displayed for Team Contacts. External contacts and non-team members do not have a visible status.
Fig. 1. Contact Status
Available Status
The Available status means the contact is actively connected to the phone.systems app and can receive incoming calls.
The user is online and logged into the app.
Their device (mobile or desktop) is registered and ready to receive calls.
If a Team Contact has the Available status, other team members can call them without restrictions.
Unavailable Status
The Unavailable status means the contact is online but has manually set their status to unavailable, preventing them from receiving calls.
The user is still logged into the app but has set their status to Unavailable.
Their device remains registered, but incoming calls will not ring through.
If another team member attempts to call them, the call may go to voicemail or follow call forwarding rules (if configured).
A user might set themselves as Unavailable when they are in a meeting, taking a break, or unable to take calls for any reason.
In-call Status
The In-call status is displayed when a contact is currently on an active call using phone.systems.
The user is engaged in a call and cannot accept new incoming calls.
If another team member attempts to call them, the call may go to voicemail or follow call forwarding rules (if configured).
Once the call ends, their status will update based on their availability (Available or Unavailable).
Offline Status
The Offline status means the contact is not connected to the phone.systems app, making them unreachable.
The user is logged out of the app, or their device is not registered.
If another team member attempts to call them, the call may go to voicemail or follow call forwarding rules (if configured).
They will not receive incoming calls until they reconnect to the system.
Add a contact to Favorites
You may add favorite External and Team contacts to appear at the front of the contact list.
To add a contact to favorites, open the contact which you want to add to the favorite list, and click on the
icon to mark it as a favorite.
Fig. 1. Favorite Button
Once you add a contact to your favorites, a gold star symbol will appear next to their name, and they will be listed at the top of your contact list.
Fig. 2. Favorite Contacts
Search Bar
The phone.systems™ app allows you to quickly find contacts by entering their name or phone number.
To search for contacts by name, enter the first few letters of either the first name or the last name as it appears in the contact’s full name.
Fig. 1. Searching Contacts By Name
To search for contacts by phone number, enter the first few digits of the phone number or internal number as it appears in the contact’s number list.
Fig. 2. Searching Contacts By Number