Contacts
The Contacts app keeps external people, vendors, support details, and emergency numbers in one searchable directory, with tagged views for quick lookup from your MangoApps workspace.
Included with every MangoApps plan.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
Built for: Facilities Management · Property Management · Professional Services · Education Administration · Healthcare Administration
Overview
The Contacts template is a working directory app for people your organization needs to reach but does not manage as internal employees. Each record has a required Name field plus Role, Organization, Phone, Email, Location, Tag, and Notes. The Tag choices—Key contact, Vendor, Emergency, and Support—make the directory useful for both everyday lookup and urgent contact searches.
Every member can add records, and records can be edited or deleted. That open-entry posture works well when reception, facilities, operations, IT, and site teams all discover or update contacts during normal work. Use the All contacts view for the complete register, Key contacts for priority relationships, and Emergency for urgent numbers. The Directory screen presents the records in a grid with an action bar, while Quick lists displays them as cards for faster scanning.
Use this app when a shared phone list, vendor sheet, or scattered notes are causing duplicate or outdated contact details. It is especially useful across multiple locations when Location and Organization need to be visible at a glance. It is not a substitute for a full CRM, supplier contract register, employee directory, or formal emergency-response system. It also does not, by itself, verify that a contact is current, so assign ownership for periodic review and make Notes specific enough to explain when and why the contact should be used.
Standards & compliance context
- Use the Emergency view alongside your organization’s documented emergency procedures and verify that authorized users can access the directory when needed.
- Limit Notes to necessary business context and avoid storing sensitive personal details that are not needed for contacting the person or organization.
- Apply your organization’s retention, access, and review policies to contact records, especially where vendor or emergency information is shared across locations.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
How to use this template
- Add the Contacts app from this template to your MangoApps workspace and confirm which teams and locations will use the directory.
- Tell every member to add records when they identify a contact, while setting a named owner to review duplicates and outdated entries.
- Enter each contact with the required Name and complete Role, Organization, Phone, Email, Location, Tag, and Notes as applicable.
- Use All contacts for the full directory, Key contacts for priority relationships, and Emergency for urgent numbers while working from the Directory grid or Quick lists cards.
- Review records after supplier changes, staff handoffs, site moves, or emergency-plan updates, then edit or delete entries according to your directory policy.
Best practices
- Use a consistent format for names, organization names, phone numbers, and locations so searches return predictable results.
- Choose exactly the Tag that best describes why the record matters, and reserve Emergency for numbers that may be needed during an urgent situation.
- Complete Location for site-specific contacts so a user does not call the wrong office, contractor, or service desk.
- Put calling instructions, availability, account context, or escalation details in Notes rather than leaving the purpose of a number unclear.
- Search All contacts before adding a record to prevent duplicate vendor and support entries under slightly different names.
- Review the Emergency and Key contacts views more frequently than general vendor records because outdated priority details create the greatest lookup risk.
- Remove obsolete records only when the directory owner has confirmed they are no longer needed, and edit records when the same relationship continues with changed details.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What kinds of contacts can this template hold?
Use it for external people, vendors, service providers, support contacts, and emergency numbers. Each record includes Name, Role, Organization, Phone, Email, Location, Tag, and Notes. The Tag field separates Key contact, Vendor, Emergency, and Support records.
Who can add and maintain contact records?
Every member can add records in this template, so staff can capture a new supplier or emergency contact when they encounter one. Members can also edit and delete records. Assign someone to periodically check important records so outdated phone numbers and duplicated entries do not accumulate.
How often should the directory be reviewed?
Review emergency and key contacts on a regular cadence set by your organization, and update a record whenever a phone number, role, organization, or location changes. A quarterly review is a practical starting point for general office contacts. Review vendor and support records before renewals, planned maintenance, or known service changes.
Can this replace an emergency contact sheet?
It can provide a central emergency contact list through the Emergency saved view, but it should complement any site-specific emergency procedures and posted information your organization requires. Confirm that the people who need urgent access can open the MangoApps workspace. Add clear Notes and Location details rather than assuming a phone number alone is enough.
What is the difference between this and a shared spreadsheet?
This is a working app added to your MangoApps workspace, not a spreadsheet or download. It provides typed fields, the Directory grid, Quick lists cards, and saved views for All contacts, Key contacts, and Emergency records. The structure makes common lookups repeatable while still allowing members to edit or delete records.
Can I customize the contact categories or fields?
Yes, customize the template to match your directory policy and naming conventions. You can refine how the existing fields are used and adjust the Tag choices if your workspace configuration supports it. Keep categories mutually clear so members know when to use Key contact, Vendor, Emergency, or Support.
Does the template connect to phone, email, or vendor systems?
The template stores Phone and Email as contact fields for lookup inside the app. The supplied structure does not promise a separate phone-system, email, CRM, or vendor-management integration. See the app in a demo to confirm how it fits with the tools already used in your MangoApps workspace.
How should we roll out the directory?
Add the Contacts app to your MangoApps workspace, decide who will seed the initial records, and agree on what each Tag means. Import or enter the approved contact list, then ask members to use the app instead of creating separate local lists. Start by validating Emergency and Key contact records before expanding to vendors and support contacts.
Related templates
Ready to use this template?
Contacts runs on a platform app included with every MangoApps plan — pick a suite and it comes along.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
