The External Contacts section in Aircall Workspace allows you to view, search, and manage shared contacts across your organization.
Viewing the contact list
Steps:
- Go to the Contacts section (the third button on the left-hand side)
- Select the Contacts tab to see a list of external contacts in alphabetical order.
Contacts are displayed by default, so you do not need to perform a search to view them. Additionally, you can search for contacts by First Name, or Last Name, or Company, or Number.
The contact list displays the following details:
First and last name
Company
Number
Integrations
Tip: From the contact list, you can quickly call a contact, copy their number, or add them to the Power Dialer.
Viewing contact details
Click on a contact name to open their details view. You will see the same information as in the list, along with additional context about their availability.
Note: Access to edit and delete options depends on the user’s role. Only admin users can delete a contact.
Be cautious when editing or deleting contacts, as these actions can impact ongoing conversations.
Deleting individual contacts
If you need to remove a specific contact from Aircall Workspace, you can do so directly from the Contacts section.
Steps:
Use the search bar to find the contact you want to delete by entering the full name or part of it.
Select the contact from the list to open their contact card.
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Click the red Delete contact button located at the bottom of the card.
Contact management types
| Contact type | Edit permissions | Best practice | Impact |
|---|---|---|---|
| Aircall contact | All fields are editable | Manage directly in Aircall Workspace | If a contact is deleted or its primary number is changed, the associated conversation remains but becomes unlinked |
| Contact via CRM synchronization | Edit and delete options available only if the contact exists as an Aircall copy | Recommended to edit or delete directly in the connected CRM (accessible via the direct link) | Ensures data consistency between Aircall and your CRM |
Recent contacts in external contacts
What are recent contacts
Recent contacts is a section within the external contacts view. It displays recently used contacts for faster access.
Aircall Workspace stores up to 20 recent contacts. When a new contact is added and the limit is reached, the oldest contact is automatically removed.
When a contact appears in recent contacts
The recent contacts list is dynamic and updates based on your activity. A contact is commonly added when you:
Create a new contact
Open an existing contact’s details
Receive a call from a saved contact
Initiate a call to a saved contact
Send an SMS to a saved contact
What causes recent contacts to be cleared
In some situations, the recent contacts list may be cleared:
Switching browsers: Recent contacts do not carry over between browsers because each browser uses its own local storage.
Manually clearing browser cache: Clearing the cache removes locally stored data, including recent contacts.
Uninstalling and reinstalling the desktop app: Reinstalling the Aircall Workspace app resets the recent contacts list.
Note: Recent contacts are stored locally and are not synced across browsers or devices.
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