Team phone book

What the phone book is The Phone book is a shared directory for your team — quick reference numbers that do not need full customer records. Typical entries: Office landlines and reception Building management contacts Preferred contractors, photographers, lawyers Colleague extensions (when not already in Team) Open it from Customers → Phone book in the sidebar. Access requires phone book read permission, which some roles grant to all agents and others restrict to senior staff. Phone book vs customers | Use phone book when… | Use customers when… | |----------------------|---------------------| | Entry is utility, not a deal participant | Person is buyer, seller, tenant, or investor | | Number is stable team infrastructure | You track notes, buyer requests, and listings | | Everyone needs dial-out, no deal context | Handoffs and matching need linked records | Example: store the developer’s sales office line in the phone book; store the purchaser who signed an MOU as a customer. Browsing and search The phone book list emphasizes fast lookup: Scroll or search by name, label, or number Tap to copy or dial on mobile browsers that support `tel:` links Layout is simpler than the customers area — fewer fields, faster add flow. Adding entries Members with create permission click Add entry (wording may vary). Provide: Display name — “Saadat Abad Building B – Guard” Phone number — E.164 or local format per team convention Optional notes — hours, language, gate codes (mind security policy) Keep entries factual. Do not store secrets that violate building privacy rules in shared notes. Maintaining quality Phone books rot quickly without ownership. Assign a quarterly review — office manager validates top twenty entries Archive or delete dead numbers promptly — wrong dials erode trust Prefix entries — “LEGAL – ”, “PHOTO – ” for scanability When a phone book contact becomes an active client, create a customer and link deals there — do not rely on the phone book for deal tracking. Permissions Three levels commonly appear: Read — view and search Create/update — add and fix entries Manage — archive and configure categories if enabled Regular agents often have read-only access. Ask your lead if you need edit rights to contribute vendor lists. Integration with daily work The phone book does not trigger matching , approvals , or notifications . It is intentionally lightweight. Use it when speed beats context: calling the elevator company during a showing, not when logging a buyer who toured three units. Privacy reminder Shared directories are visible to the whole team (subject to role). Do not post personal mobile numbers of colleagues without consent; use official channels from HR or team settings instead. A tidy phone book saves five minutes on every coordination call — maintain it like the office supply closet, and everyone finds what they need first try.