How to access the Address Book
The Address Book is located in the left-hand navigation menu. Click Libraries in the sidebar, then select Address Book from the menu that appears.
How contacts are organized
Contacts in your Address Book use a parent-child structure:
Company contacts (parent) contain overarching details like company information or client names
Individual contacts (child) represent specific points of contact within that company
Your Address Book has three contact categories to help you organize:
Clients
Suppliers
Other (trades, consultants, etc.)
Note: Your Address Book is sorted alphabetically by default, with tabs along the top to view by Supplier, Client, or Other.
Adding company contacts
Click + Create Contact in the top right-hand corner
Add the contact information in the fields provided.
Add a Display photo by clicking the ➕ button above the Name field
Click Save at the bottom to confirm
Adding tags to organize contacts
Tags help you organize and filter contacts. For suppliers, you might use tags like product categories, price ranges, or sectors.
Click the 3-dot icon in the bottom right corner of the contact card
Access the Tags section
Select from existing tags or type a new tag name and hit Enter (+Add Tag)
Editing a company contact
Click the 3-dot icon in the bottom right corner of the contact card
Change the required information
Click Save at the bottom to confirm
Archiving or delete a company contact
Click the 3-dot menu on the contact card
Select Archive or Delete
Adding individual contacts
Important: You must create the company contact before adding individual contacts.
For example, to add Peter Johnson from XYZ Carpets, first create XYZ Carpets as a contact card, then add Peter as an individual contact.
Adding an individual contact
Open the contact contact card and click +Create Contact on the Contact section
Enter the contact's Name, Role, Email Address, and Phone Number
Click Save to confirm
Editing an individual contact
Click the 3-dot icon to the right of the contact you wish to edit
Change the required information
Click Save at the bottom to confirm
Deleting an individual contact
Click the 3-dot icon to the right of the contact you wish to edit
Click Delete
Searching and filtering contacts
Searching for a contact
Click into the Search contacts bar at the top of your Address Book
Type your search term (company name, individual name, location, or tag)
Press Enter to search
Filtering contacts
Select the filter icon in the top right-hand corner
Select your filter type (Tag or Location)
Type in your criteria and press Enter
Address Book and Schedule sync
Contacts in your Address Book sync with your Schedules. When you add a Supplier type contact in the Address Book, it automatically appears in the supplier field of your Schedule, and vice versa.
Important: Your products must have a Supplier and a Individual Contact linked in order to send Quote Requests or Purchase Orders.
Not seeing your contact in the Supplier dropdown?
A point of contact must be linked to your supplier for them to appear in the list.
Navigate to your Address Book and open the contact card.
The contact information appears at the top. The direct contact person or team should be added in the Contacts section (this is where quote requests are sent).
Click + Create contact and enter the contact's name, role, email, and phone number (optional).
Return to your Schedule—the contact should now appear in your Supplier list.
Importing your existing contacts
Already have a supplier list, client list or contact spreadsheet? Upload it straight into your Address Book.
How to import contacts
Go to Libraries > Address Book.
Click Import at the top of your Address Book.
Click Upload files and choose your file (.xlsx, .csv or .pdf, up to 10MB).
Click Import, then Done.
Your contacts are imported in the background, which can take a few minutes.
Tips for best results
Use a spreadsheet where you can. A well-formatted .xlsx or .csv gives much more accurate results than a PDF.
Put column headers in the first row, for example Company Name, Contact Name, Email, Phone.
Use one row per company or contact.
Upload one sheet at a time. If your file has multiple sheets, only one will be imported.
Include email addresses where you have them. Email is what links suppliers to your Schedules and clients to your invoices.
What happens after you import
You'll receive one of three emails:
What it means | |
Your contacts are ready to go | Everything was imported. The email shows how many new contacts were added and which ones were already in your Address Book. |
Some contacts couldn't be imported | Most of your file was imported, but some rows couldn't be read. The email lists the row numbers so you can find them in your file. |
Your contacts couldn't be imported | We couldn't read the file, so nothing was added. Check the file format and try again, or upload a different version. |
Once your import is complete, open your Address Book and check your new contacts.
Important: Importing only adds new contacts. It won't update contacts that are already in your Address Book. If a row matches an existing contact, that contact is left exactly as it is and shows in your email as "Already in your address book (unchanged)." To update an existing contact, edit it directly in your Address Book.
Exporting your Address Book
To export your Address Book as a CSV file, contact our CX team via the in-app live chat or email team@programa.design. A team member will be happy to assist.
Need more help with your Address Book? Contact our support team via live chat for personalized assistance.