What is a Contact Management System? Why do you Need One?

A contact management system helps users easily store, find, manage, and share their contacts. The importance of the same varies depending on the purpose you are using it for.

For example, it can be a handy web-based address book for a student while the same can be an essential business tool for a business-owner, enabling them to store and group important information regarding business contacts.

Online contact management systems are also sometimes called cloud address books software. The main purpose of contact management systems is to effectively retrieve and implement information regarding customers, suppliers, associates, and other important acquaintances of an organization.

So, do you need a cloud address book software? Absolutely, if you are a businessowner. Individuals, although, can also enjoy and benefit from the offerings of a capable online contact address system. Following are some top benefits of using a contact management software:

1. Create as Many Groups and Sub-groups as Required

A contact management system lets you create multiple groups and sub-groups. Mapping contacts among the primary address book and the various groups and sub-groups is a readily available option. This eliminates the problem of having a single contact across multiple groups and sub-groups with redundant data entries.

2. Don’t Delete, Just Move it to Trash

Many of the advanced web address book software comes with a trash feature. Like Gmail, it allows you to safely delete items and retrieve them if you accidentally delete a contact within 30 days or something like that.

This happens because as soon as you delete a contact, it goes to the trash rather than getting deleted. It will delete after a set interval of time, such as 30 days. Online address book software lets you customize this time period. Also, you can manually delete contacts from the trash section, if needs be.

3. Effortless Contact Mapping & Sharing

You are able to effortlessly map contacts among different address books and groups using a cloud address book. It is also possible to share contacts and groups with others while setting access and privilege rights. This feature is extremely useful for sharing contact information among various departments and teams.

4. Exporting and Importing Contacts is a Breeze

CSV compatibility makes importing and exporting contacts easier. The CSV (Comma-Separated Values) file format is compatible across most contact management system software.

CSVs can be used for adding, sharing, and sending an entire contact database from one online address book system to another. For offline viewing, you can easily download and take printouts of the CSV files.

5. Readily Available Contact History

Many of the most popular online address book software allows storing user activities related to contacts. Various iterations of the contacts are termed as contact versions. So, you can check when were the additional details added to a contact? Or when it was actually created?

6. Multi-tier Pricing Model

Usually, online address books follow a multi-tier pricing model. You can use the same address book freely for doing simple tasks or go premium and enjoy a galore of utilitarian features in addition to just storing, managing, and sharing contact information.

While some address book software providers also allow tailor-made customizations, others restrict their offerings to several variations of paid services.

7. The Ability to Create Multiple Address Books

A cloud address book allows users to use a single address book or manage multiple of them with setting one of them the primary address book.

Mapping contacts between these different address books is easy with the ability to use each of them as a standalone web address book. This means you can set different read/write privileges for different address books and do a varying level of address-book-specific customization.

The End

Contact information is a vital asset for any business, whether sprouting, full-blown, or in between. Adding an efficient content management software will help you ease your business process, enabling you to focus more on your business than merely managing and curating contacts information.