Contact sharing
Share business contacts with team members, specific users, or your entire workspace for seamless collaboration
Overview
Contact sharing lets you collaborate effectively by giving team members access to important contact information. Instead of copying and pasting or taking screenshots, share contacts directly through OpenPhone for seamless team coordination and better customer service.Understanding contact access
Contact access works differently depending on how contacts are created and managed:Automatic sharing
- Shared number contacts: When you add contacts to a shared phone number, they’re automatically accessible to all team members assigned to that number
- Workspace visibility: Contacts shared with the entire workspace appear in everyone’s contact list
- Real-time updates: Changes to shared contacts sync immediately across all team members
Manual sharing
- Selected members: Share specific contacts with chosen team members only
- Controlled access: Maintain privacy for sensitive contacts while enabling collaboration
- Flexible permissions: Add or remove access as team needs change
Sharing contacts with your team
Share contacts efficiently without copying information or taking screenshots.- Navigate to Contacts in the left menu
- Select your desired contact(s) by clicking the checkbox next to each name
- Click Manage access at the bottom of the screen
- Choose your sharing option:
- Your workspace: Everyone in your organization gains access
- Selected member(s): Only chosen team members get access
- If selecting specific members, choose individuals from the list
- Click Save to share the contact(s)
Select contacts and click 'Manage access' to control sharing permissions
Sharing options explained
Workspace sharing- All team members can view and edit the contact
- Contact appears in everyone’s contact list
- Best for general business contacts and customers
- Ideal for customer service and sales teams
- Only chosen team members gain access
- Maintains privacy for sensitive contacts
- Perfect for executive contacts or confidential relationships
- Allows controlled collaboration on specific accounts
Choose between workspace-wide sharing or selected team members
Managing shared access
Updating contact permissions
- Return to Manage access for any shared contact
- Add or remove team members as needed
- Change from selected members to workspace-wide (or vice versa)
- Remove sharing entirely to make contacts private
Viewing access status
- Shared contacts display sharing indicators in your contact list
- Contact profiles show which team members have access
- Workspace-shared contacts appear with team icons
- Individual sharing shows specific member names
FAQs
What happens to shared contacts when someone leaves the team?
What happens to shared contacts when someone leaves the team?
Can shared contacts be edited by anyone with access?
Can shared contacts be edited by anyone with access?
How do I know if a contact is already shared?
How do I know if a contact is already shared?
Can I share multiple contacts at once?
Can I share multiple contacts at once?
What's the difference between shared number contacts and manually shared contacts?
What's the difference between shared number contacts and manually shared contacts?
Can I remove sharing from a contact later?
Can I remove sharing from a contact later?
Yes, return to the “Manage access” option for any contact and adjust the sharing settings. You can remove individual team members or remove sharing entirely to make the contact private.