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Contacts & Directory

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Overview: The Linkus contacts system provides comprehensive management of your external contacts and enables sharing of contact information within your team. Efficiently manage personal and company contacts in one central location.

Contacts Overview

Contact Types in the System

Contact TypeVisibilityUsage
Personal ContactsVisible only to youPrivate customer contacts, personal business contacts
Company ContactsVisible to authorized colleaguesShared customers, partners, suppliers
Favorite ContactsPersonal selectionFrequently contacted people from both categories

Supported Contact Information

  • Basic Information: Name, company, email, mobile number
  • Phone Numbers: Office, mobile, home, fax
  • Addresses: Business and home address
  • Additional Information: Notes, URL, birthday
  • Categorization: Favorite status, group assignment

Managing Personal Contacts

Adding a New Personal Contact

  1. Open Contacts Section
    Go to Contacts in the navigation bar.
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  2. Select Personal Contacts
    Click the dropdown menu at the top left and select "Personal Contacts".
  3. Create New Contact
    Click the "Add" button.
  4. Enter Contact Information
    Fill in the desired fields:
    • First and last name
    • Company name
    • Email address
    • Phone numbers (various types)
    • Address information
  5. Save Contact
    Click "Save" to create the contact.

Adding Contact from Call Log

Tip: You can add unknown numbers directly from the call log to your contacts.
  1. Open Call Log
    Go to Call Logs in the navigation.
  2. Select Desired Entry
    Right-click on the call entry with the unknown number.
  3. Choose Contact Option
    Select one of the following options:
    • Add New Contact: Creates a completely new contact
    • Add to Existing Contact: Adds the number to an existing contact
  4. Complete Contact Details
    Enter additional information and select "Personal Contacts" as the destination.
  5. Save
    Click "Save" to complete the process.

Editing and Deleting Personal Contacts

ActionProcedure
Edit Contact1. Click contact card
2. Click edit icon
3. Modify information
4. Click "Save"
Delete Contact1. Three-dot menu on contact card
2. Select "Delete"
3. Confirm deletion

Managing Company Contacts

Permission Required: Your administrator must grant you permission to manage company contacts or specific phonebooks.

Adding a New Company Contact

  1. Select Company Contacts
    Choose "Company Contacts" or a specific phonebook from the dropdown menu.
  2. Create Contact
    Click "Add" and fill in the contact information.
  3. Assign Phonebook
    Select the desired phonebooks from the "Add to" dropdown list.
  4. Save Contact
    Confirm with "Save".

Sharing Personal Contact as Company Contact

  1. Open your "Personal Contacts"
  2. Click the three-dot menu of the desired contact
  3. Select "Add to Company Contacts"
  4. Choose the desired phonebook
  5. Confirm with "OK"

Import and Export Contacts

Exporting Contacts

File Format: Contacts are exported as CSV file (UTF-8).
  1. Select "Personal Contacts" from the dropdown menu
  2. Click "Export" at the top of the page
  3. Save the CSV file to desired location

Importing Contacts

File Requirements:

  • Format: UTF-8 CSV
  • File Size: Maximum 300 MB
  • Filename: Maximum 127 characters
  1. Prepare CSV File
    First export existing contacts as a template or use the provided format.
  2. Start Import
    Click "Import" in "Personal Contacts".
  3. Select File
    Click "Browse" and select your CSV file.
  4. Perform Import
    Click "Import" to start the process.

Favorite Contacts

Marking Contacts as Favorites

Starting PointProcedure
From Contact Card1. Click three-dot menu on contact
2. Select "Add to Favorites"
From Contact Details1. Open contact
2. Click star icon
3. Contact is automatically marked as favorite

Managing Favorites

  1. Select "Favorite Contacts" from the dropdown menu
  2. All contacts marked as favorites will be displayed
  3. To remove a contact from favorites:
    • Three-dot menu → "Remove from Favorites"
    • Or: Deactivate star icon in contact details

Using Contacts for Calls

Call Options from Contacts

ActionIcon/MethodDescription
Audio Call🕻 Phone iconStarts normal voice call
Video Call📹 Video iconStarts video call (if supported)
Call Mobile Number📱 Mobile iconCalls the mobile number
Voice Message📬 Voicemail iconLeaves a voice message

Selecting Outbound Caller ID (DOD)

Prerequisite: Your administrator has granted you permission to select outbound caller IDs.
  1. Find the desired contact
  2. Click the three-dot menu
  3. Select "Select DOD to Call"
  4. Choose the desired outbound caller ID
  5. The call will be made with the selected number

🔧 Troubleshooting

Problem: Cannot add contacts

  • Check your internet connection
  • Make sure you are logged in
  • Try restarting the client
  • Contact your administrator for persistent issues

Problem: Import fails

  • Check CSV file format (UTF-8)
  • Ensure file is not too large (<300 MB)
  • Use exported file as template
  • Check if all required fields are filled

Problem: Company contacts not available

  • Check your permissions with administrator
  • Ensure phonebooks are configured
  • Try logging out and back in

Problem: Contacts not syncing

  • Check your internet connection
  • Wait a few minutes and refresh the view
  • Restart the client
  • Check if other Linkus clients have the same issue

Problem: Favorites disappear

  • Favorites are stored per user - check your login
  • Mark contacts as favorites again
  • Check synchronization between devices

✅ Best Practices

Contact Organization

  • Use consistent naming conventions
  • Fill in all relevant fields (email, phone, company)
  • Use favorites for frequently contacted people
  • Use descriptive company names

Data Management

  • Regularly export your contacts as backup
  • Keep contact information up to date
  • Remove outdated or duplicate contacts
  • Use the notes function for important information

Team Collaboration

  • Share important customer contacts via company contacts
  • Use consistent categorization within the team
  • Document important customer information in notes
  • Coordinate when editing company contacts

Security

  • Don't share personal contacts as company contacts
  • Regularly review your contact permissions
  • Use only trusted sources for import files
  • Follow data protection regulations when managing contacts

Efficiency

  • Use search function for quick finding
  • Use keyboard shortcuts for frequent actions
  • Create contacts directly from call logs
  • Use different call options (audio, video, mobile)
🎉 Perfect! You can now efficiently manage contacts and directories in Linkus Desktop Client. Use the various features for organization and quick access to your most important contacts.

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