How do Contacts work in my Cloud Phone System?

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Storing Contacts is a must for any SMEs as they often call up the same numbers many times a day. This might be to a main supplier or their biggest customer as who has the time to keep punching in numbers a hundred times a day?  Your Cloud Phone System from Tech IP has an inbuilt directory feature designed for you to populate with these key contacts and have them available for all users on your system to access when needed.

There are two types of directory available as detailed below:
  1. A Contact Directory – this is a directory personal to your phone which only your phone can access.
  2. A Corporate Directory – this as a central directory which all phones can access.

Why do we lose all our contacts when we have entered them into the phone and not the web portal?

Our office phones nowadays are a high-tech piece of equipment. Like with many electronics these days, it often requires updates to help it do what it’s supposed to do; it’s the background programming that runs the machine. Whilst this is good news that the updates mean that your Cloud phone system is always working at its best. Its not so good when the manufacturer makes improvements and you have to add in your Contacts after every update.

When you add Contacts into your Cloud handset these are only stored locally and are not linked to the system. Any change in the system, such as an ‘update’ will wipe these from the system. Thinks of it in the same way you do with your mobile phone. Each time you upgrade to a new handset you need to Sync all of your contacts from iCloud/dropbox/google to your new device.

So how can I store my phones Contact Directory correctly to prevent this from happening?

In order to store your important phone numbers on your Cloud handset without the worry of losing them with the next update, you have to set them up through the “Directory” option located under Call Setup on the web portal. Now before the panic sets in and all you technophobes start to back away from your computer, you’ll be glad to hear it really is a simple and straight forward procedure and won’t take more than a few minutes do. However, if it’s something you don’t want to do, then don’t worry, we will do it for you no problem! You will simply need to log into your own user web portal with your phones user name and password generated when we set up your system or contact us to reset the password and resend you the log in details on if you don’t have the details

Adding your own personal contact directory entries via the web portal once logged in

To setup Contacts, simply click on the Directory tab first. By clicking on the blue “+ Add” button you’ll be able to fill in the fields shown below. Then click again the blue “+ Add” button to store the details in your personal contact directory.

Please note when you search for contacts through your phone, the system searches on the “Last Name” field. It uses the alphanumeric keys for reference, so you will want to make sure this field has the name you want to search for. Even if it’s not the persons last name. For e.g. the company name or first name maybe.


How can I store numbers in our “shared” Company Directory that everyone can access in our company from their phones?

This can only be done by your company “Administrator” if you have one set up or simply by contacting us on and asking for our assistance. You would then need to send a list through using excel for us to upload and manage for you.

Cloud telephony is the future for high performance, success, efficiency and cost-effective business telephone systems. Our Cloud Phones offer features designed to help your business be more efficient and deliver superior customer experience every time.

If you would like more information then please contact us on 0800 505 3350 or drop us a contact form and we will be happy to send you more details. Alternative why not visit our Cloud telephone systems page where you can find out more about this great technology and see how it could improve your business.

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