Manage Contacts is the administrative tool for viewing and editing the contact points registered for each person in the organisation — phone numbers, mobile numbers, and email addresses. It is available under the Data menu.
Contacts referents view
Permission levels
Access to Manage Contacts is tiered:
- Level 1 (own structure): Can view and edit contacts for users in your own Department.
- Level 2 (own area): Can view and edit contacts for all users in your Area (all Departments under your Area).
- Level 3 (all users) or Founder: Full access to all contact records in the organisation.
How to find a user
The default view lists users within your access scope. Use the search bar to filter by name, surname, or personal code. Click a user's name or personal code to open their contact record.
Managing contact points
The contact record shows all registered phone numbers and email addresses for that person. For each entry you can:
- Add a new phone number or email address using the form at the bottom of each section.
- Edit an existing entry inline by clicking the pencil icon next to it.
- Disable a contact point without deleting it — useful if a number is temporarily out of service.
Contact roles
Each contact point can be assigned a role (e.g., Work phone, Mobile, Personal email). Roles determine how the contact appears in the Address Book and in system-generated communications.
Settings
Internal Phone Prefixes
From the initial view, you can navigate to settings > Internal phone prefixes - which will be prepended when you assign an internal phone number
