Company Users

As a company administrator, you can access, view and manage all users in your company account from the Users page. In the Users page, you can perform functions such as add a new user, edit the account profile of an existing user, or remove users. You can also view the number of times that a user accessed the system (sessions) as well as the date and time of the  last login on the system.

Click on Users  in the Web Portal toolbar to open the Users page where you can create and manage user accounts. The Users view provides the following information organized in columns for each user:

• ID: the 4-digit User ID unique to each User.
• User: the user's first and last name.
• Ext: the virtual extension number (1 to 6 digits) assigned to the user on the Virtual Receptionist service (auto-attendant). Leave this field blank if the user does not belong to a company.
• DID: the direct telephone number (DID) assigned to the user. This field is blank if the user does not have a DID.
• Perm: a link to view and edit the user's call permissions.
• Options: a link to view and edit the user's advanced options such as maximum number of contacts, the number of messages downloaded at once, etc.
• Packages: a link to view and edit the user's service packages.
• Remove: a link to delete the user account as a company member or from the system completely.

Click on Next or Previous to view the next and previous pages, or click on a letter to view the list of users whose first or last name starts with that letter.

• You can view the list of users sorted in many different ways: by User ID, User Name, User DID or User Ext fields, in ascending or descending order.
• To set the desired sorting order, simply click on the column title. The information is refreshed immediately to display the list of users in the requested order. You can click the column title again to switch the sorting order between ascending and descending.
• You may also list users whose first or last name starts with a specific letter. Simply click on the letter to list only the users who meet this criteria. To go back to the full list of users, click the All link.
• To navigate from one page to the other, use Next or Previous to browse through the list of users.

You can know the number of phone sessions and the last login date and time of any user in your company account from the Users  page as follows:

• Click on the User Sessions button at the end of the list.
  A window opens displaying the list of users with the number of sessions and the last login date and time for each user. You can browse through the different pages to view the desired information.
• Click Close when finished.

From the Users  page, you can access a user account by clicking on its name, User ID or virtual extension.
A User session opens in a new window. The user account data is displayed but without any confidential information.

As a company administrator, you are now able to perform most operations that the user can normally do on his/her account.
Click Submit each time you want to save changes. Click Close to end the User session and go back to your administrator session.
Important: Note that if you click Logout, your Administrator session will be closed.

As the company administrator, you can can reserve subscription keys and invite users to create their own account. You need to be in the Keys page to do this.
To learn more, go to Inviting Users to Subscribe using Reserved Keys.

From the Users  page, you can create new user accounts manually as follows:

• Click on the New User button.
  A New Registration- Account Setup session starts. One of the unused subscription keys will automatically be assigned to the new account and shown in the Subscription Key field.
   
• Fill in the forms with the new user information to create the account. Go to New User Account Setup to learn more on the information needed to create a new user account.

Once the registration is completed, an e-mail is sent to the new user confirming the account creation, the User ID and PIN, the Web Portal address and the phone numbers to access speech services.

You can configure services for users manually as follows:

• Click on Users  in the Web Portal toolbar to open the Users page.
• From the Users list, click on the name of the user for whom you want to configure and setup the services.
  A User session opens in a new window.
• From the User's Welcome page, select the service that still needs to be configured, and enter the required information to complete its configuration.
• Click Submit to save changes. Click Close to end the User session and go back to your administrator session.

Go to New User Account Setup for more information on how to configure and setup services.

As the company administrator, you can import user  in batch into your company account from Active Directory, CSV files or XMLfiles .

Importing Users from Active Directory

Importing Users from a CSV or XML File

Preparing the CSV File for Batch User Import

Preparing the XML File for Batch User Import

As the company administrator, you can make arrangements with your service provider to setup a remote provisioning account for your company. This will enable you to collect new user information directly on your company web site or from your existing databases and have it sent to create the user account remotely. The remote provisioning functions include the new account creation, and the services setup. Contact your service provider for more on Remote Provisioning.

From the Users  page, you can change the call permissions of any user by clicking the lock icon in the Perm column. A window will open, enabling you to select what type of calls the user is allowed to make.

• To authorize the user to make a specific type of call, simply check the box corresponding to the call type you want to authorize.
• To block the user from making a specific type of call, simply uncheck the box corresponding to the type of call you want to disallow.

Press either Submit to save the changes, or Cancel to close the window without saving the changes. Note that user call permissions are a subset of the company call permissions set by the system administrator (service provider).

From the Users  page, you can view and change the account options of each user simply by clicking on the Options link of the selected user. A window will open, displaying the current option settings which you can modify as needed. Here are the options associated with each user account:

• Maximum Messages: This is the maximum number of messages downloaded by the system each time the user calls and request to access his/her mail messages.
• Maximum Contacts: This is the maximum number of personal contacts that the user is allowed to access by phone. These contacts are either downloaded from the user's mail server or managed on Web Portal.
• Maximum Voice Messages: Maximum number of voice messages that can be stored in the user's mailbox. This option applies only if the user's voicemail is stored on the virtual assistant's server.
• Account Expiry Date: Expiry date of the user's subscription. The user is notified by e-mail and when attempting to access the account or service. The user will not be able to use the service after this date.
• Authorize access to Company Public Contacts: Allow user to have access to the company's public contacts used by the virtual assistant.
• Account configuration by Administrator: Block the user from changing the account configuration. Only the administrator can do it.
• Assistant Stays on Calls:

• Default SIP Credentials (Username and Password): Credentials submitted by the virtual assistant to authenticate the user with the SIP gateway when making calls on the user's behalf.

Click Submit to save the changes, or Cancel to close the window without saving the changes.

From the Users  page, you can remove a user simply by clicking the Remove link corresponding to the user you want to delete. A window will open, asking you to confirm the removal of the user from the system. If the user belongs to a company, then you will have two options:

• Click Remove from Company to remove the user from the company's list of members without removing the user from the system; or
• Click Remove from System to completely remove the user from the company and the system.

If the user is removed only from the company directory, he/she will be able to continue using the service as an independent user or as a member of another company account.
If the user is not a member of a company, then select either Remove to remove the user from the system, or Cancel to close the window without removing the user.

From the Users  page, you can assign a DID to a user simply by clicking the Assign DID link corresponding to the user. A window will open. Select the DID to assign to the user and click Submit. You can also assign DIDs to users from the DIDs page. To learn more, go to Assigning DIDs to Users.

From the Users  page, you can change the DID assigned to user simply by clicking on the DID number of the user. A window will open. Select the new DID to assign to the user and click Submit. You can also change the DID assigned to a user from the DIDs page. Go to Assigning DIDs to Existing Users for more.

From the Users  page, you can take away a DID from its user simply by clicking on the DID number of the user. A window will open. Select None in the DID field and click Submit. You can also do the same operation from the DIDs page. For more, go to Unsubscribing DIDs from Users.

As the company administrator, you can also assign DIDs to existing users from the DIDs page. To learn more, go to Assigning DIDs to Existing Users.

From the Users  page, you can assign a virtual extension to a user simply by clicking the Assign Extension link corresponding to the user. A window will open. Enter the virtual extension which you want to assign to the user and click Submit.

As the company administrator, you can add service packages to the user account from the Packages  page. This action will enable the user to request a subscription to the new service packages. It does not automatically subscribe the user to the new package. To learn more, go to Adding Packages to Users.

As the company administrator, you can remove service packages from the user account from the Packages  page. Any services included in the removed package will no longer be available to the user. To learn more, go to Removing Packages from Users.