Add Contacts
Purpose
Create company contacts that are accessible to authorized users.
Manual Entry
Purpose
Add contacts one at a time via web portal.
Navigate to Contacts
Go to Contacts > Company Contacts and click Add Contact.
Enter Contact Information
- First Name: Required field
- Last Name: Required field
- Company: Organization name
- Job Title: Position/role
- Department: Department name
- Office Phone: Primary business number
- Mobile Phone: Cell phone number
- Home Phone: Personal number
- Fax Number: Fax line
- Email: Primary email address
- Additional Emails: Secondary addresses
- Website: Company website URL
- Street: Street address
- City: City name
- State/Province: State or province
- Postal Code: ZIP or postal code
- Country: Country name
- Notes: Free-form notes
- Tags: Categorize contact (customer, vendor, VIP)
Assign and Save
Select Phonebook to assign the contact to one or more phonebooks, then click Save.
Result
Contact created and available to users with phonebook access.
Bulk Import
Purpose
Add hundreds or thousands of contacts via CSV file.
Prepare CSV File
CSV Requirements
Required Columns:
- First Name
- Last Name
- At least one phone number
Optional Columns:
- Company, Job Title, Department
- Office Phone, Mobile Phone, Home Phone, Fax
- Email, Address fields, Notes, Tags
Example CSV:
First Name,Last Name,Company,Mobile Phone,Email,Tags
John,Smith,Acme Corp,+1-555-0101,[email protected],Customer
Jane,Doe,Beta Inc,+1-555-0102,[email protected],VIPImport Process
Upload CSV File
Navigate to Contacts > Company Contacts, click Import, then Choose File and select your CSV file.
Map Columns
Map CSV columns to contact fields:
- CSV Column → Contact Field
- System auto-detects common columns
- Manually map any unrecognized columns
Configure Import Settings
- Select Target Phonebook
- Choose Conflict Resolution:
- Skip: Skip duplicate contacts
- Update: Update existing contacts
- Create New: Create duplicate entry
Review and Import
Click Preview to review first 10 contacts, then click Import to proceed.
Result
Contacts imported and added to selected phonebook.
Validation
- Invalid phone formats flagged
- Missing required fields highlighted
- Duplicates detected
- Error report generated
Add from Linkus
Purpose
Users can add company contacts directly from Linkus clients.
Requirements
- User must have "Manage" permission on at least one phonebook
- Feature enabled in client permissions
Result
Contact saved to company phonebook and synced across all clients.
Synchronization from Third-Party Systems
Purpose
Automatically sync contacts from external databases or CRM systems.
Supported Integrations
- Query customer database
- Schedule automatic sync
- Map database fields to contact fields
- Sync from Active Directory
- Corporate directory integration
- Auto-update on schedule
- Salesforce
- HubSpot
- Dynamics 365
- Custom API integrations
Configuration Process
Select Integration Type
Navigate to Integrations and select your integration type.
Configure Connection
Enter connection details:
- Server address
- Database name
- Authentication credentials
Map Fields
- Configure query/filter
- Map Database Field → Contact Field
- Select or create target phonebook
Set Sync Schedule
Choose sync frequency:
- Hourly
- Daily
- Weekly
- Manual only
Test and Save
Click Test Connection, then Save & Sync.
Result
Contacts synced to dedicated phonebook. Subsequent syncs update existing contacts.
Important
Synced phonebooks are read-only in PBX. Edits must be made in source system.
Edit Contacts
Purpose
Update existing contact information.
Result
Contact updated immediately. Changes sync to all clients.
Permissions
Only users with "Manage" permission can edit.
Delete Contacts
Purpose
Remove outdated or incorrect contacts.
Result
Contacts permanently removed from phonebook.
Warning
Deletion cannot be undone. Export phonebook as backup before bulk deletions.
Export Contacts
Purpose
Download contacts as CSV for backup or migration.
Navigate and Export
Go to Contacts > Company Contacts and click Export.
Choose Options
- Phonebook: Select which phonebook(s)
- Format: CSV (default)
- Fields: All fields or selected fields only
Download
Click Export and download CSV file.
Result
CSV file downloaded with all contact data.
Use Cases
Backup, migrate to new system, share with external team, analyze in Excel.
Contact Restrictions
Available Operations by Endpoint
| Permission | PBX Web | Linkus Web | Linkus Mobile | Linkus Desktop | IP Phone |
|---|---|---|---|---|---|
| View | ✓ | ✓ | ✓ | ✓ | ✓ |
| Add | ✓ | ✓ | ✓ | ✓ | ✗ |
| Edit | ✓ | ✓ | ✓ | ✓ | ✗ |
| Delete | ✓ | ✓ | ✓ | ✓ | ✗ |
| Import | ✓ | ✗ | ✗ | ✗ | ✗ |
| Export | ✓ | ✗ | ✗ | ✗ | ✗ |
Note
Operations require appropriate permissions on phonebook.
Best Practices
- Use consistent naming conventions
- Include full phone numbers with country codes
- Validate email addresses
- Fill in all available fields
- Create phonebooks by category (Customers, Vendors, Partners)
- Use tags for sub-categories (VIP, Inactive, Prospect)
- Don't mix personal and company contacts
- Review and clean contacts quarterly
- Remove duplicates
- Update outdated information
- Archive inactive contacts
- Grant "Manage" permission only to trusted users
- Use "View Only" for general staff
- Regularly audit phonebook permissions
- Export backups before bulk operations
Configuration Summary
Add Single Contact
Contacts > Company Contacts > Add → Fill fields → Select phonebook → Save
Import CSV
Contacts > Import → Upload CSV → Map columns → Select phonebook → Import
Configure Integration
Integrations > Select type → Enter connection → Map fields → Set schedule → Save & Sync
Result
Contacts available to authorized users across all endpoints.