Aircall Help Center | Managing your contacts in Aircall Workspace

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 in the left side menu.
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.

Creating a contact

You can create a new external contact directly from the Contacts section.

Steps:

Go to the Contacts section from the left sidebar.
Select the Contacts tab.
Click + Add in the upper right corner. Then select Create new contact.
Fill in the contact details in the form that opens.
Click Save to create the contact.

Note: Emojis are not supported in contact fields and will be automatically removed when saving. Secondary phone numbers and email addresses are limited to 20 entries per contact. The notes field supports up to 30,000 characters.

Editing a contact

You can edit any contact you have permission to modify. Only admin users can edit contacts synced via a CRM integration. For those contacts, it is recommended to make edits directly in the connected CRM to maintain data consistency.

Steps:

Go to the Contacts section from the left sidebar.
Find the contact you want to edit using the search bar or by browsing the list.
Click the contact to open their details.
Click Edit contact in the upper right corner of the contact card.
Update the relevant fields and click Save.

Important: Editing a contact's primary phone number will unlink the contact from any associated conversations. Those conversations remain accessible but will no longer show the contact's name.

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.
Click on the three dots and then on the Delete contact option from the dropdown.

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.

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 in the left side menu.
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.

Creating a contact

You can create a new external contact directly from the Contacts section.

Steps:

Go to the Contacts section from the left sidebar.
Select the Contacts tab.
Click + Add in the upper right corner. Then select Create new contact.
Fill in the contact details in the form that opens.
Click Save to create the contact.

Note: Emojis are not supported in contact fields and will be automatically removed when saving. Secondary phone numbers and email addresses are limited to 20 entries per contact. The notes field supports up to 30,000 characters.

Editing a contact

Steps:

Go to the Contacts section from the left sidebar.
Find the contact you want to edit using the search bar or by browsing the list.
Click the contact to open their details.
Click Edit contact in the upper right corner of the contact card.
Update the relevant fields and click Save.

Important: Editing a contact's primary phone number will unlink the contact from any associated conversations. Those conversations remain accessible but will no longer show the contact's name.

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.
Click on the three dots and then on the Delete contact option from the dropdown.

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.