# Contacts

The Contacts section is the shared address book for your phone system. Contacts stored here appear in the [phone system app](../phone-system-app/app-overview.md), so your team sees the same names and numbers wherever they take calls.

![Contacts interface showing list of contacts and filtering options](/docs/phone-system-guide/main-menu/img/contacts-main.png)

## Managing Contacts {#managing-contacts}

The contacts list shows one row per contact with these columns (the filter bar above it offers the same fields, plus a full-name search):

| Column | Description |
|--------|-------------|
| First name | Contact's first name |
| Last name | Contact's last name |
| Company name | Organization or business name |
| Job title | Contact's role or position |
| Phone Numbers | Associated phone numbers (extra numbers are collapsed behind a "+N" badge) |
| Emails | Contact email addresses (collapsed the same way) |
| Source | Where the contact came from, e.g. added manually or imported from CSV |
| Type | Contact classification |
| Phonebook | Whether the contact is shared with everyone in the company or belongs to a single user |

### Creating Contacts {#creating-contacts}

To add a new contact:

1. Click the + button in the bottom right corner
2. Select "Create new"
3. Fill in the contact details:

![Create contact form showing available fields](/docs/phone-system-guide/main-menu/img/contacts-create.png)

Only **First name** and **Last name** are required. Company name, job title, phone numbers and email addresses are optional.

:::tip
You can add multiple phone numbers and email addresses for each contact by clicking the "Add number" or "Add email" buttons. Click Save when you're done.
:::

### Editing Contacts {#editing-contacts}

To modify an existing contact:

![Edit contact interface showing editable fields](/docs/phone-system-guide/main-menu/img/contacts-edit.png)

1. Locate the contact in the list
2. Click the Actions menu (⋮)
3. Select "Edit"
4. Update the necessary information
5. Click Save to apply changes

### Deleting Contacts {#deleting-contacts}

1. Locate the contact in the list
2. Click the Actions menu (⋮)
3. Select "Delete"

:::warning
Deleting a contact is permanent — the entry is removed immediately and can't be restored. If you only need to change a number or email, use Edit instead.
:::

## Importing Contacts {#importing-contacts}

For bulk contact management, you can import contacts using a CSV file:

1. Click the + button
2. Select "Import CSV"
3. Choose your CSV file or drag and drop it (maximum file size 20 MB)
4. Confirm you have a prior relationship with the people in the file (see [Import Confirmation](#import-confirmation))
5. Choose whether to **Merge duplicates** and match your CSV columns to contact fields (see [Matching columns](#matching-columns))
6. Click **Next** to run the import

![CSV import interface](/docs/phone-system-guide/main-menu/img/contacts-import.png)

### CSV File Format {#csv-file-format}

Your CSV file should follow this format:

| First name | Last name | Emails | Phone Numbers | Job title |
|------------|-----------|---------|---------------|-----------|
| Mike | Brown | Mike.Brown@sales.com | +1-555-123-4567 | Sales |
| Pete | Smith | Pete.Smith@support.com | +1-555-987-6543 | Support |
| Jane | Smith | Jane.Smith@customerservice.com | +1-555-555-1111 | Customer Service Representative |
| Sarah | Johnson | Sarah.Johnson@marketing.com | +1-555-222-3333 | Marketing Manager |
| John | Doe | John.Doe@engineering.com | +1-555-444-7777 | Lead Engineer |

:::note
Your file must:
- use commas as the separator (semicolon- or tab-separated files are not accepted)
- include a header row
- be under 20 MB
:::

### Import Confirmation {#import-confirmation}

![Contact import confirmation dialog](/docs/phone-system-guide/main-menu/img/contacts-warning.png)

Before importing contacts, you must confirm that:
- All contacts are expecting to hear from your organization
- You have prior relationships with these contacts
- The contact list wasn't purchased or provided by third parties

Tick the box and click **Submit** to continue.

### Matching columns {#matching-columns}

The last step shows two options:

{/* SCREENSHOT NEEDED: #/contacts → + → Import CSV → upload a file and submit the confirmation, show the "Merge duplicates" checkbox and the "Match contact properties" table */}

- **Merge duplicates** — when a row in your CSV has the same email as an existing contact, the import overwrites that contact's details with the values from the file. Untick it to keep the existing contact unchanged and skip the duplicate.
- **Match contact properties** — the import detects your column headers and lines them up with contact fields (First name, Last name, Emails, Phone Numbers, Job title, Company name). First name and Last name must be matched; any column marked "Not matched" is ignored.

Click **Next** to finish.

## Filtering Contacts {#filtering-contacts}

The filter bar at the top of the contacts list allows you to search by:
- Full name
- Company name
- Job title
- Phone numbers
- Emails
- Source
- Type

Click the Filter button to apply your selected criteria and narrow down the contact list.

## Best Practices {#best-practices}

1. **Contact Organization**
   - Use consistent naming conventions
   - Keep contact information up to date
   - Remove outdated contacts regularly
   - Document contact sources

2. **Import Management**
   - Verify CSV formatting before import
   - Review imported contacts for accuracy
   - Update existing contacts when needed
   - Maintain clean contact data

3. **Data Quality**
   - Include complete contact information
   - Validate email addresses and phone numbers
   - Use standardized formats
   - Regular data cleanup

:::tip
When importing contacts, take time to properly format your CSV file to ensure a smooth import process. This will help maintain clean and consistent contact data in your system.
:::