Contacts in PBX.IM: Add, Edit & Delete Contacts
Table of Contents
- What are Contacts?
- Private vs. public contacts
- Add contact
- Delete or edit contact
- Who can manage contacts
- Using contacts in the Webphone
What are Contacts?
A 'contact' refers to an individual or entity with whom you may communicate via the PBX.IM system. Contacts are typically added to facilitate communication but do not have access to PBX.IM's features and functionalities.
Private vs. public contacts
Every contact is tied to a phone number and is either private or public:
- Private — visible only to the user who created it. Your own personal list.
- Public — visible to everyone in the account. A shared company directory.
You choose which one it is with the Private toggle when adding or editing the contact. The contacts list shows whether each entry is private or public.
Because public contacts are shared, PBX.IM prevents duplicates:
| A phone number… | Rule |
|---|---|
| As a public contact | Can exist only once in the whole account. |
| As a private contact | Can exist once per user — two colleagues can each save the same number privately. |
If you try to save a number that's already a public contact, you'll see: "The following phone number(s) are already associated with an existing contact." Saving a number publicly when someone already has it saved privately is allowed — they'll simply see both versions grouped under that number, and can delete their private copy.
Add Contact
Access Contacts
- Log into PBX Dashboard
- Go to ''Settings''
- Select ''Contacts'' from the drop down menu
Click on Add Contact
Complete the form by following the next steps:
Add Contact
| Type | How to use it |
|---|---|
| First name and last name | Type the contact's first name in the "First Name" field and their last name in the "Last Name" field. This is a mandatory field. |
| Phone number | Type the contact's phone number in this field. This is a mandatory field. Each number can only be saved once as a public contact. |
| Add the contact's email address. | |
| Company | Type the name of the contact's company in this field. This field is optional. |
| Address | Introduce the address details followed by city, Postal Code, State and country. |
| Notes | You can type in any details you want to remember about this contact. Up to 2,000 characters. |
| Private toggle | Toggle this option on (blue) to keep the contact private — only you will see it. Leave it off (gray) to make it public, visible to everyone in the account. |
| Save | Click the "Save" button once all the necessary information is filled out correctly. |
| Cancel | Click the "Cancel" button if you do not wish to add the contact. This will close the form without saving any changes. |
Delete or edit contact
If you want to make any changes to the contacts you've added, go to the Main Page and click on the ✏️ Edit or Delete button to make those changes.
Deleting a contact asks you to confirm first, so you don't remove one by accident.
Who can manage contacts
Everyone can manage their own private contacts. For public contacts, these are the default permissions:
| Role | Create | Edit | Delete |
|---|---|---|---|
| Admin | ✅ | ✅ | ✅ |
| Financial | ✅ | Only their own | Only their own |
| Supervisor | ✅ | Only their own | Only their own |
| Agent | ✅ | Only their own | Only their own |
"Only their own" means the user can edit or delete a public contact they created, but not one created by someone else. Admins can edit and delete any public contact.
If you have an Agent role, you have access to this functionality and can manage contacts like an Admin — with one difference: your private contacts are yours alone, and you can only edit or delete the public contacts you created yourself.
Using contacts in the Webphone
Contacts aren't just a list — they're how you reach people quickly. Your contacts also appear in the Contacts tab of the Webphone, where you can search them, mark favorites, filter by group, see a contact's status, and call or transfer to them in one click. Any contact you add, edit, or delete stays in sync between the Contacts page and the Webphone.
See Do a Test Call for the full Webphone Contacts tab reference.