Matrix Booking Knowledge Base
Matrix Booking Knowledge Base

Administrator guide – Contact and directory management

There are 2 directories in the side menu:

  • Internal directory – lists all the contacts within your organisation.

  • External directory – lists all the contacts outside your organisation.

Matrix Booking collects any and all contacts that have been invited to bookings and builds them into a directory for you to reuse again. You don’t have to enter their details again or make a new contact. If you wish to change how long this data is stored, raise a support ticket. For more information, see our GDPR statement and Privacy policy.

If we sync with your single sign-on (SSO) or Microsoft Entra ID (formerly Azure Active Directory) integrations, the internal contacts’s information is better managed through the Users screen.

Note: Matrix Booking has a feature switch that prevents standard users from seeing each other’s external visitors. This feature will therefore keep external visitor information confidential between standard users. Only administrators will have access to external visitor information in the External directory screen. This feature is switched off by default. To switch this feature on, raise a change setup support ticket.

This page explains how to manage your internal and external directories:

  1. Access a directory

  2. Use the directory

  3. Add a contact

  4. Edit a contact

  5. Deactivate external contacts

  6. Reactivate contacts

  7. Export and print a directory

Access a directory

To access a directory:

  1. Select Admin in the navigation bar.

  2. Under the Contact Directory section in the side menu, select either:

    • Internal Directory – displays internal users and staff.

    • External Directory – displays external users and visitors.

      Internal directory screen.

Use the directory

Both directories can be used in similar ways. To use the directory:

  1. Access your chosen directory.

  2. There are several options you can choose from:

    • Change the directory using the Directory dropdown.

    • Filter your directory on a particular search term in the Filter text box (for example, names).

    • Add a contact using the Add button.

    • Export the chosen directory list using the Export button (save the directory as a .csv file).

    • Print the directory list using the Print button (save the directory as a .pdf file).

    • Deactivate users or contacts using the tick boxes on the left of each entry and the Deactivate (number) button.

      image-20251007-135115.png

Note: there’s a maximum of 10 contacts per page.

Add a contact

The amount of information you can enter for a contact will depend on which directory you’re adding the contact to (more information for external contact). To add a contact:

  1. Access your chosen directory.

  2. Select Add. The Add Person pop-up will appear.

  3. Enter the person’s information into the relevant text boxes. The Company Name text box won’t appear for an internal contact.

  4. Select either of the following and the pop-up will close to return you to your chosen directory:

    • Save to keep you changes.

    • Cancel to discard your changes.

      Add person pop-up with example user details filled in.

Edit a contact

To edit a contact:

  1. Access your chosen directory.

  2. Select the contact’s name highlighted in blue. The Edit Person pop-up will appear.

  3. Amend the information you need to.

  4. Select either of the following and the pop-up will close to return you to your chosen directory:

    • Save to keep you changes.

    • Cancel to discard your changes.

      The edit person pop-up of an example user.

Deactivate external contacts

Internal contacts can’t be deactivated this way. To deactivate an internal contact, use the Users screen.

Info message. This contact is related to a user and must deactivated using the deactivate users admin functionality.

You can deactivate external contacts in 2 ways:

Deactivate contacts one by one

To deactivate external contacts one by one:

  1. Access your External directory.

  2. Select the tick box to the left of the contact that you want to deactivate. The Deactivate (1) button will appear.

  3. If you want to deactivate more than 1 contact, select their tick boxes.

  4. Select the Deactivate (number) button. The Confirm deactivation warning pop-up will appear.

  5. Select either of the following and the pop-up will close to return you to your chosen directory:

    • Deactivate to continue with the deactivation of the contacts.

    • Cancel to cancel the deactivation.

      Confirm deactivation warning pop-up with only 1 person selected.

Deactivate all contacts at the same time

To deactivate all external contacts at the same:

  1. Access your External directory.

  2. Select the tick box next to the Name filter. This will tick all the contacts in the whole directory.

  3. Select the Deactivate (number) button. The Confirm deactivation warning pop-up will appear.

  4. Select either of the following and the pop-up will close to return you to your chosen directory:

    • Deactivate to continue with the deactivation of the contacts.

    • Cancel to cancel the deactivation.

      Confirm deactivation warning pop-up with 10 person selected.

Reactivate contacts

Internal contacts can’t be reactivated this way. To reactivate an internal contact, use the Users screen.

You can reactivate external contacts in 2 ways:

Reactivate contacts one by one

To reactivate contacts one by one:

  1. Access your chosen directory.

  2. Filter on either:

    • Internal contacts (deactivated).

    • External contacts (deactivated).

  3. This will open the Deactivated contacts directory screen (for example, External contacts (deactivated)).

  4. Select the tick box next to the left of the contact that you want to reactivate. The Reactivate (1) button will appear.

  5. If you want to reactivate more than 1 contact, select their tick boxes.

  6. Select the Reactivate (number) button. The Confirm reactivation warning pop-up will appear.

  7. Select either of the following and the pop-up will close to return you to your chosen directory:

    • Reactivate to continue with the reactivation of the contacts.

    • Cancel to cancel the reactivation.

      Confirm reactivation warning pop-up with only 1 person selected.

Reactivate all contacts at the same time

To reactivate all contacts at the same time:

  1. Access your chosen directory.

  2. Filter on either:

    • Internal contacts (deactivated).

    • External contacts (deactivated).

  3. This will open the Deactivated contacts directory screen (for example, External contacts (deactivated)).

  4. Select the tick box next to the Name filter. This will tick all the contacts in the whole directory.

  5. Select the Reactivate (number) button. The Confirm reactivation warning pop-up will appear.

  6. Select either of the following and the pop-up will close to return you to your chosen directory:

    • Reactivate to continue with the reactivation of the contacts.

    • Cancel to cancel the reactivation.

      Confirm reactivation warning pop-up with 10 person selected.

Export and print a directory

To export a directory:

  1. Access your chosen directory.

  2. Select Export. Your file explorer will appear.

  3. Select the location you want to save your directory as a .csv file.

  4. Select Save (or equivalent on different PCs). Your file explorer will close and your directory has been saved.

    image-20251007-135115.png

To print a directory:

  1. Access your chosen directory.

  2. Select Export. A print preview pop-up will appear.

  3. Select either:

    1. Your chosen printer.

    2. Save as PDF destination you want to print your directory or

  4. Select Save (or equivalent on different PCs).

  5. If you selected a printer, the pop-up will close and your directory will be printed from the printer you selected.

  6. If you selected Save as PDF, your file explorer will appear.

  7. Select the location you want to save your directory as a .pdf file.

  8. Select Save (or equivalent on different PCs). Your file explorer will close and your directory has been saved.


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