# phone.systems(TM) App Contacts The **Contacts** section of the phone.systems(TM) application allows you to view and manage your saved contacts, including both external contacts and internal team members. This guide explains how to navigate your contact list, create and manage contacts, understand user statuses, and use features like phonebooks and favorites. **Viewing Contacts & Phonebooks** Learn to navigate your External and Team contacts and use phonebook filters. [Viewing Contacts & Phonebooks](#app-contacts-viewing) **Creating & Editing Contacts** Add new external contacts and edit their details directly within the app. [Creating & Editing Contacts](#app-contacts-creating-editing) **Deleting Contacts** Understand the process for removing both External and Team contacts. [Deleting Contacts](#app-contacts-deleting) **Status, Favorites & Search** Learn about real-time user status, favorites, and search functionality. [Status, Favorites & Search](#app-contacts-features) --- ## Viewing Contacts & Phonebooks The Contacts section is divided into two main tabs, allowing you to easily distinguish between your external contacts and your internal team. > - **External Contacts:** This tab displays all contacts from your company phonebook and your personal phonebook. > - **Team Contacts:** This tab lists all internal [Users](../Users/users.html#ps3-users) within your phone.systems(TM) account. > [![External Contacts](../../_images/fig912.png)](../../_images/fig912.png) > > > **Fig. 1** External Contacts > [![Team Contacts.](../../_images/fig991.png)](../../_images/fig991.png) > > > **Fig. 2** Team Contacts. ### Phonebooks Phonebooks control which contacts are visible to each user. You can choose from the following three options: > - **All phonebooks:** Shows both company and personal contacts. > - **Company:** Shows company contacts only. > - **Personal:** Shows contacts in your personal phonebook only. > [![All Phonebooks.](../../_images/phonebook1.png)](../../_images/phonebook1.png) > > > **Fig. 3** All Phonebooks. > [![Company Phonebook.](../../_images/phonebook2.png)](../../_images/phonebook2.png) > > > **Fig. 4** Company Phonebook. > [![Personal Phonebook.](../../_images/phonebook3.png)](../../_images/phonebook3.png) > > > **Fig. 5** Personal Phonebook. --- ## Creating & Editing Contacts Note **Team Contacts** cannot be created or edited using the phone.systems(TM) app. They must be created as new [Users](../Users/users.html#ps3-users-create-new) in the phone.systems(TM) UI. ### Creating External Contacts In the phone.systems(TM) app, you can create new contacts directly in the **Contacts** section. To create a new contact: > 1. Open the **Contacts** tab on the phone.systems(TM) app. > 2. Click the [![+-icon](../../_images/%2B-icon.png)](../../_images/%2B-icon.png) > icon in the top right corner of the application interface. > 3. A contact creation screen will appear. Enter the following details: > > > | **Field** | **Description** | > > | --- | --- | > > | **Phonebook** | Assign the contact to the shared **Company Phonebook** or your **Personal Phonebook**. | > > | **First Name** | The first name of the contact. | > > | **Last Name** | The last name of the contact. | > > | **Number(s)** | One or more phone numbers for the contact. | > > | **Email** | The email address of the contact. | > > | **Job Title** | The contact's job title. | > > | **Company Name** | The contact's company name. | > 4. Click **Save** to add the contact. The contacts will appear in the [contacts menu](../Contacts/index.html#ps3-contacts) of the phone.systems(TM) app. > [![Create Contacts Button](../../_images/fig174.png)](../../_images/fig174.png) > > > **Fig. 6.** Create Contacts Button > [![Creating a Contact](../../_images/fig184.png)](../../_images/fig184.png) > > > **Fig. 7.** Creating a Contact ### Editing External Contacts To edit a contact in the phone.systems(TM) app: > 1. Navigate to the **Contacts** section. > 2. Locate the contact you want to modify from the relevant phonebook view (for example, **Company** or **Personal** phonebook). > 3. Click on the contact to open the details. > 4. Click the [![edit-contact](../../_images/edit-contact.png)](../../_images/edit-contact.png) > icon to open the edit form. > 5. Make the desired changes in the **Edit contact** menu. > 6. Click **Save** to apply the changes. Edits will be immediately reflected in the [contact list](../Contacts/index.html#ps3-contacts) within the phone.systems(TM) interface. > [![Edit Contact Button.](../../_images/fig194.png)](../../_images/fig194.png) > > > **Fig. 8.** Edit Contact Button. > [![Editing Contacts.](../../_images/fig203.png)](../../_images/fig203.png) > > > **Fig. 9.** Editing Contacts. --- ## Deleting Contacts *Delete Personal External Contacts* To delete a contact from your **Personal Phonebook** in the phone.systems(TM) app: 1. Navigate to the **Contacts** section. 2. Select **Personal** in the phonebook filter and locate the contact you want to delete. 3. Click on the contact to open the details. 4. Click the trash icon in the top right corner. 5. In the **Delete contact** window, click **Delete** to confirm. Important Deleting a contact cannot be undone. [![Delete Contact Button](../../_images/delete-contact.webp)](../../_images/delete-contact.webp) **Fig. 10.** Delete Contact Button [![Delete Contact Confirmation](../../_images/delete-contact-confirm.webp)](../../_images/delete-contact-confirm.webp) **Fig. 11.** Deleting a Contact *Delete Company External Contacts* To delete **Company Phonebook** contacts, open the [Contacts menu](../Contacts/index.html#ps3-deleting-contacts) in your phone.systems(TM) UI. Note Only contacts in your **Personal Phonebook** can be deleted in the app. Deleting is not available for contacts in the **Company Phonebook** in the app. 1. Locate the contact you want to delete. 2. Click the **Actions** button next to the contact. 3. Select **Delete** to remove the contact. [![Deleting External Contacts](../../_images/fig2113.png)](../../_images/fig2113.png) **Fig. 12.** Deleting an External Contact in the phone.systems(TM) UI *Delete Team Contacts* To delete **Team Contacts**, go to the [Users menu](../Users/users.html#ps3-users-deleting) in your phone.systems(TM) UI. 1. Locate the user you want to delete. 2. Click the **Actions** button and select **Delete**. [![Actions Button](../../_images/fig0.png)](../../_images/fig0.png) **Fig. 13.** Actions Button in the Users Menu If the user has any active dependencies, they will be listed in the **Delete User** screen. To confirm deletion, check the box labeled **I am aware that by deleting this User(s) I will also remove the dependencies**, and click **Delete**. [![Deleting Team Contact](../../_images/fig50.png)](../../_images/fig50.png) **Fig. 14.** Deleting a Team Contact --- ## Status, Favorites & Search ### Contact Status The **phone.systems(TM)** 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](../../_images/available-inline.svg)](../../_images/available-inline.svg) *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. [![unavailable](../../_images/unavailable-inline.svg)](../../_images/unavailable-inline.svg) *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). [![in-call](../../_images/in-call-inline.svg)](../../_images/in-call-inline.svg) *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](../../_images/offline-inline.svg)](../../_images/offline-inline.svg) *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. Note Contact statuses are only displayed for **Team Contacts**. External contacts and non-team members do not have a visible status. [![../../_images/fig_status.png](../../_images/fig_status.png)](../../_images/fig_status.png) **Fig. 15.** Contact Status ### Favorite Contacts You can mark both **External** and **Team** contacts as favorites to have them appear at the top of your contact lists and in the dedicated **Favorites** tab. 1. Open the contact you wish to favorite. 2. Click the **star icon** ([![star](../../_images/star.png)](../../_images/star.png) ) to mark it as a favorite. > [![../../_images/fig2410.png](../../_images/fig2410.png)](../../_images/fig2410.png) > > > **Fig. 16.** Favorite Button > [![../../_images/fig252.png](../../_images/fig252.png)](../../_images/fig252.png) > > > **Fig. 17.** Favorite Contacts > [![../../_images/fig25.1.png](../../_images/fig25.1.png)](../../_images/fig25.1.png) > > > **Fig. 18.** Favorite Contacts Tab ### Using the Search Bar In **phone.systems(TM)**, use the search bar to quickly find contacts by name or phone number. > - For **name** searches, type any part of the first or last name. > - For **phone number** searches, type any part of the phone or internal number. Results appear instantly as you type. > [![../../_images/fig261.png](../../_images/fig261.png)](../../_images/fig261.png) > > > **Fig. 19.** Searching Contacts By Name > [![../../_images/fig272.png](../../_images/fig272.png)](../../_images/fig272.png) > > > **Fig. 20.** Searching Contacts By Number On this page