Introduction to Rainbow Office Phone App Contacts

March 15, 2021
Article : 039882

This article provides an overview of the different types of Rainbow Office Phone app contacts.

About contacts
If you’d like to view all the contacts or teams added to your company account, you can do so via the Contacts page located on the side menu bar. The Contacts menu displays a directory of all the contacts you have on the Rainbow Office Phone app and categorizes them by contacts — that is, users in your company — or teams. 

Rainbow Office Phone app users can also use the Contacts menu to perform actions such as starting a call or meeting with another user, message that user, and view their profile. Every user has a profile that you can use to learn more about that specific person, such as their availability (i.e., their presence), their status (e.g., if they’re working from home, on vacation, etc.), and their contact information. 

The Rainbow Office Phone app has three different types of users: administrators, co-workers, and guest users. Let’s review each of these types of users below.

About administrators

Administrators, or admins, have the highest level of permissions within the app. When a user is given these permissions, they will have access to the Administration page via Settings, where they can add new admin users and configure their company account settings.

Users are typically assigned as an admin by other admin users, and the email address they sign up with must contain your company’s private domain. 

About co-workers

Co-workers are users whose email addresses are on your company’s private domain. These users have full access to the app, with the exception of admin-specific features. 

By default, co-workers can invite other co-workers and guest users. However, if you do not have access to inviting other users, this might be because an administrator has disabled this permission on the account level. Please reach out to an account administrator if you feel that you should have these permissions. 

About guest users

Guest users are users who do not work at your company. Alternatively, if an admin has configured company settings to disallow off-domain company users, guest users will also include any users whose email addresses do not share your company’s private domain. 

You can communicate and collaborate with these users on the app as you would with other users, but their permissions on the app may be limited. Let’s review some of these capabilities and limitations below.

Guest user capabilities and limitations

If a guest already has a paid account with the Rainbow Office Phone app, then they will have very few limitations. They will be able to start a chat, make or receive calls, and start, join, or schedule meetings (as long as telephony has been enabled for their account). They will not, however, be able to view your company contacts.

If a guest has a free account in the Rainbow Office Phone app, however, they will have far more limitations with what they can do in the app.


Guests with a free account can do the following:

• Chat

• Create tasks

• Upload files

• View conversations to which they have been added

• Start or join a video call via the Start video call button in a team or direct message conversation

Guests with a free account cannot do the following:

• Add people to your company

• Create teams for your company

• Manage teams, including adding/removing users, creating folders, etc. 

• Make or receive phone calls, including conference calls 

About user information

All users in the Rainbow Office Phone app have profiles that other users can view to learn more about a person in your company account. Profile information ranges from your name, contact info (email address and phone number), and job title, among other information. Profiles are completely configurable and can be changed at any time.

In addition to setting your profile, you can also set your app presence so people know if you’re available and open for conversation, busy and unavailable, or offline. Presence can be set either by the user or by the system, depending on parameters you’ve selected in the app. 

Finally, app users can choose to share their status. Like presence, your status can inform other users in your company of your availability. For example, if you’re on vacation, you can set your status to On vacation so people know that you may not respond immediately if they contact you.

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