Can we import contacts from Outlook, Gmail or Excel?

Yes. Contacts can come from Microsoft 365, Google Workspace, spreadsheets, CSV files and most other CRMs. They are de-duplicated during setup so you start with one clean list.

Will our contacts appear on our phones?

Yes. With the Microsoft 365 or Google Workspace sync, CubeCRM contacts appear in the phone’s address book.

Can we keep suppliers and partners in it too?

Yes. Companies can be marked as customers, prospects, suppliers, partners or any other type you need, and the same contact tools apply to all of them.

Can we limit who sees certain accounts?

Yes. Accounts can be restricted by team, territory or named person, and every change and every view of sensitive data is logged.

How does it help with GDPR?

Consent, lawful basis and preferences are recorded per contact, data is hosted in the UK, access is controlled and logged, and retention rules can remove records you no longer need. It supports your compliance, alongside your own policies and processes.

One address book for the whole business, kept up to date by everyone who uses it.

Early access

Contact Management Software in Stoke-on-Trent

Contact Management Software for businesses in Stoke-on-Trent. Cube Systems covers Stoke-on-Trent and Stafford, Lichfield and Burton upon Trent, with on-site implementation and support from our Olney office.

Part of CubeCRM
cubecrm.co.uk
Stoke-on-Trent, Staffordshire
01234 672 617

Book a walkthrough About CubeCRM

Stoke-on-Trent is a regular route for our team from Olney, which means implementation here is done in person rather than over a screen share. That matters more than it sounds: most of what a system needs to know is learned by standing in the building.

In most growing businesses the contact list is spread across Outlook address books, mobile phones, a spreadsheet, the accounts package and a drawer of business cards. Every copy is slightly different, none is complete, and when somebody leaves their contacts leave with them. CubeCRM gives the whole business one set of contacts, each linked to the company and site they belong to, with their role, their consent and every email, call, meeting and quote on one timeline. Contacts sync both ways with Microsoft 365 and Google Workspace, duplicates are caught as records are created, and anyone with permission can find the right person at a customer in a few seconds.

One
Record per contact, shared by the whole business
Two-way
Sync with Microsoft 365, Google Workspace and phones
Logged
Consent and history on every contact

What it does

Inside contact management software

The parts of CubeCRM that make up contact management. Everything here shares one data model, so nothing needs re-keying between them.

Contacts linked to companies
Contacts belong to companies, sites and departments, with their job title and role, so you can see everybody you know at a customer. Groups with several branches sit under one parent account.
Two-way sync
Contacts stay in step with Microsoft 365 and Google Workspace, so the address book on each phone matches the record in CubeCRM and incoming calls show the right name.
Duplicates caught at the door
New contacts are checked by name, email and phone as they are created, and existing duplicates can be merged with their histories combined.
One timeline per contact
Emails, calls, meetings, quotes and notes in date order on the contact and on their company, visible to anyone with permission.
Consent on the record
Marketing preferences, the lawful basis and the date and source of consent held on each contact, with retention rules to remove records you no longer need.
People who change jobs
Move a contact to a new company and their history goes with them, so the relationship survives the job change. One contact can also be linked to more than one company.

In practice

Problems this actually solves

Anonymised, but not invented. These are the situations businesses describe to us before they change anything.

Contacts on personal phones
The situation
A training provider’s account managers each kept their customers’ numbers on their own phones. When one of them left, the business lost the only record of who it dealt with at several accounts.
What changed
Contacts are held in CubeCRM and synced to each phone from there. When someone moves on, the contacts and the history with each one stay with the business.
The same customer in five places
The situation
A builders’ merchant had customer contacts in the accounts package, a mailing spreadsheet, a quote folder and two salespeople’s address books, with a different phone number in almost every copy.
What changed
The lists are combined during setup and the duplicates resolved, so there is one record per contact and the accounts package stays in step with it.
A data request with no single answer
The situation
A marketing agency had to answer a subject access request by searching inboxes, spreadsheets and shared drives for everything it held about one person.
What changed
Contact details, history and consent sit on one record with an audit trail, so the answer to a request like that starts from a single screen.

Local coverage

Contact management across Staffordshire

We cover Stoke-on-Trent and the surrounding area, including City Centre, Hanley, Stoke, Burslem and Tunstall, across the ST1, ST2, ST3 and ST4 postcode districts. We also work with businesses in Stafford, Lichfield, Burton upon Trent and Tamworth and elsewhere in Staffordshire.

Postcode districts

Areas we cover

City Centre, Hanley, Stoke, Burslem, Tunstall, Longton, Fenton and Festival Park.

Getting to you

Roughly 85 miles from our office in Olney, Buckinghamshire. Discovery, training and go-live are done on site as standard - not because it looks good on a proposal, but because most of what a system needs to know is learned in the building.

Contact management elsewhere in Staffordshire

All of Staffordshire

How it happens

What implementation actually involves

The same process wherever you are, and for Stoke-on-Trent it is done in person.

Discovery
A structured session mapping how you work now - the systems, the spreadsheets and the bits held together by one person’s memory. We come back with what the platform covers as standard, what needs configuration, and what needs building.
Configuration
Your structure, sites, roles, approval chains, document templates and permissions set up to match the business - not a demo tenant with your logo dropped on it.
Data migration
Existing records brought across and reconciled: customers, stock, bills of materials, employees, holiday balances, contracts. We migrate, you check, then we cut over.
Training & rollout
Role-based training so people learn the parts they actually use, with a pilot team first where it makes sense. Documentation and short screen recordings left behind for new starters.
Ongoing support
UK support from the people who built the platform, with a named contact, agreed response times, and a product roadmap you can influence.

You might call it something else

Contact management goes by a lot of names - if you searched for any of these, this is the page you wanted.

Contact management system
Shared address book
Business contact database
Customer contact software
Single customer view

Questions

The things people ask first

Yes. Contacts can come from Microsoft 365, Google Workspace, spreadsheets, CSV files and most other CRMs. They are de-duplicated during setup so you start with one clean list.
Yes. With the Microsoft 365 or Google Workspace sync, CubeCRM contacts appear in the phone’s address book.
Yes. Companies can be marked as customers, prospects, suppliers, partners or any other type you need, and the same contact tools apply to all of them.
Yes. Accounts can be restricted by team, territory or named person, and every change and every view of sensitive data is logged.
Consent, lawful basis and preferences are recorded per contact, data is hosted in the UK, access is controlled and logged, and retention rules can remove records you no longer need. It supports your compliance, alongside your own policies and processes.