Managing contacts in NextivaONE

Quickly import contacts from Google Contacts or Office 365 to Nextiva or manually add contacts with just a few clicks. 

Click Contacts to view all saved business contacts and teammates. Teammates are other users on the same account, whereas a business contact may be a customer record or potential prospect. There are specific features only available for teammates, such as team presence and the ability to send and receive internal chat messages. 

You can set business contacts to be public so that all teammates can see the contact details, or you can set them private so only you can see the contact details. All public contacts can be edited and deleted by other users on the account. Whereas private contacts can only be edited and deleted by the user who created the contact. 

Hover over any contact to view contact details, or click on any contact to view their full profile – including the entire conversation history.

Adding & importing contacts To add a contact, click Contacts and choose to manually Add a business contact, Import from external app (Google and Office365), or Import from CSV file. Manually adding contacts Click Add a business contact and enter the contact details, such as their first and last name and phone number. Choose private or public and click Save when ready. Bulk importing using template Click import from CSV file. Download the template and fill out the information. Once filled out, click Import and upload the template. Confirm that your spreadsheet fields are matched with the appropriate Nextiva fields to ensure the values from the CSV file are imported into the correct fields in NextivaONE. Choose how you would like to handle duplicates (if any) and click Start Importing. Importing from Google or Office365 Click Import from external app. Choose to import from Google Contacts or Office 365 and sign into your account. Choose to keep the contacts private or public to all teammates. Click Import contacts when ready.  NOTE: You cannot change public contacts to be private once saved.

Adding favorites

Add contacts or teammates as favorites so they are easily accessible.

To add a favorite, click the Star next to the contact’s name. To remove someone from your favorites, click the Star again. ​

Adding notes to contacts

Add notes to contacts by selecting Add note on the lower left of the contact’s profile. 

Editing contacts

Manage contacts at scale by expanding your contact list into a full-screen view.

Select the contact to view their profile and click the ellipses > Edit contact.

Select the Bulk Actions drop-down at the top right under Contacts to bulk edit, export, or delete contacts. You can also convert multiple private contacts to shared contacts simultaneously.

Block contacts and phone number

Select the number or contact and click Block Number under the Contact panel. This will prevent any future calls from this number from ringing or notifying you. If you ever want to allow calls from this number again, click Unblock.

Archiving contacts

Archived contacts will not appear in the contact list. However, you can still view the previous conversation history (calls and messages) with all archived contacts. 

To archive a contact, select the contact to view their profile and click the ellipses > Archive.

You can also bulk delete imported private contacts by selecting Integrations on the left menu, selecting Disconnect next to Google Contacts or Office 365, and choosing No, delete imported private contacts from Nextiva > Disconnect.

Related articles 

• Integrating your calendar with NextivaONE
• Managing calls & voicemail