Company Phonebook

What is the Company Phonebook?

The Company Phonebook is a shared contact book within your organisation. Users can create and import contacts and — if desired — share them with the entire organisation. This ensures everyone always has access to the same, up-to-date contact information.

1. Opening the Phonebook

In the UC Panel, navigate to Phonebook via the left-hand menu. Here you will see an overview of all contacts with the columns Name, Company/Role, Phone number, Email and Labels and Groups.

The Labels and Groups column shows two types of information:

• Labels – which CRM integration the contact was added through.

• Groups – whether a user has been placed in a group on the platform. This is only applicable if groups have been set up within your organisation.

Is the phonebook empty? No contacts have been created or imported yet.

2. Creating a contact manually

Step 1 – Click + Add In the top-right corner of the Phonebook screen.

Step 2 – Fill in the contact details

• First name and Last name

• Company name

• Role name

• Phone Numbers – Select a type (Mobile, Office, etc.) and enter the number. The number must be between 9 and 15 digits and start with a country code (e.g. +44 7911 123456).

• Email Addresses – Select a type (Other, Office, etc.) and enter a valid email address.

Fields with a red border contain an error; correct these before saving.

Step 3 – Optional: Update in company phonebook Enable the Update in company phonebook toggle to share the contact with the entire organisation. If the toggle is off, the contact is only visible to you.

Step 4 – Click Create contact The contact will now appear in the list. A confirmation message will be shown.

💡 Tip: Use the star icon (⭐) next to a contact to mark it as a favourite. Use the pencil icon (✏️) to open a contact for editing.

3. Importing contacts via Excel/CSV

You can import a large list of contacts at once using a .CSV, .XLS or .XLSX file.

Step 1 – Click Import In the top-right corner of the Phonebook screen.

Step 2 – Upload your file Drop your file into the upload window or click Open file manager to select a file. You can also click Download example first to get a ready-made template with the correct format.

Step 3 – Click Save The contacts will be loaded into the phonebook.

Required file format

The import file must contain the following columns:

⚠️ Note: The third field (true or false) indicates whether this is the primary number/address. Each contact can have multiple numbers and addresses, separated by a semicolon (;).

Download the example file via the Download example button in the import window for a ready-made template.

4. Filtering contacts

Click Filter (top-right) to limit the view to a specific group:

• All – All contacts

• Dial plan – Contacts linked to a dial plan

• Colleagues – Internal staff members

• Company Phonebook – Contacts shared with the organisation

5. Editing or deleting a contact

Click the pencil icon (✏️) next to a contact to open it. Make the desired changes and click Update contact.

To delete a contact, click the red Delete button at the bottom of the edit window and confirm the action.

6. Managing contacts via Qaller (iOS)

In addition to the UC Panel, contacts can also be added via the Qaller app (Beta, iOS build 5.2.3). Contacts created there are synchronised with the Company Phonebook in the UC Panel.

7. Administrator settings – Who can manage the Company Phonebook?

By default, all users are allowed to add contacts to the Company Phonebook. As an administrator, you can restrict this so that only administrators can make changes.

Step 1 – Go to the Company Panel Log in as an administrator and open the management environment.

Step 2 – Navigate to Settings → General Settings

Step 3 – Find the section Company Phonebook Management Here you will find the option: "Only administrators can make changes to the company phonebook".

Step 4 – Set the toggle to Yes From that point on, only administrators can manage the Company Phonebook. Regular users can still view contacts, but can no longer add or edit contacts in the shared phonebook.

⚠️ Note: Users can still create personal contacts. Only adding to the shared Company Phonebook is restricted when this setting is enabled.