Users

The Users section in the Cloud PBX phone.systems™ interface allows you to:

• Create new user profiles

• Edit existing user profiles

• See user relations

• Filter users for easy navigation

• Import users from a CSV file

• Download users to a CSV file

• Send or resend invitations to the phone.systems™ app

• Delete users

Fig. 1. Users Menu Overview

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User Interface Elements

The filter bar at the top of the user list allows you to filter users by specific criteria. Available filter options include:

• Full Name

• Job Title

• Department

• Email

• Time Schedule

• Call Flow

• CRM User

Click the Filter button to apply the selected criteria and refine the user list.

Fig. 1. Filter Bar

The table displays a list of users with the following columns:

Field	Description
Avatar	The user’s assigned avatar.
First Name	The first name of the user.
Last Name	The last name of the user.
Job Title	The job title of the user.
Department	The department of the user.
Email	The user’s email address.
Time Schedule	The time schedule assigned to the user.
Call Flows	Specifies the call flow to which the user is assigned.
CRM User ID	Specifies the CRM user ID if assigned to a CRM.
Invitations	Shows if the user has pending invitations to the phone.systems™ app.
Devices	Number of devices registered by the user in the phone.systems™ app.
SIP Accounts	Number of SIP account contact methods assigned to the user.
PSTN Forwarding	Number of PSTN Forwarding contact methods assigned to the user.
SIP Forwarding	Number of SIP Forwarding contact methods assigned to the user.

Fig. 2. User List

Note

You can edit the table columns directly by either double-clicking the cell or clicking the pencil icon. This functionality is available for columns where the pencil icon appears when hovering over the cell.

The Actions menu for each user is accessible by clicking the three dots on the right side of the user row. This menu provides options to:

• Edit the user

• Send an invitation or resend an invitation to the phone.systems™ application

• Delete the user

Fig. 3. Actions Menu

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Create a New User

To create a new user, follow these steps:

1. Click on the Add New User button:

In the bottom right corner of the Users section, click on the button.

Fig. 1. Creating A New User

2. Fill in the User Details:

A form will appear where you need to enter the user’s details, including:

• First name

• Last name

• Department

• Job title

• Time Schedule

• Email

Fig. 2. Details

Additionally you may select whether you want to set up a dedicated application line for the user by using the Configure application line in the next step toggle.

3. Configuring the Application Line:

Select the Configure application line in the next step toggle and click Next.

Fig. 3. Configure Application Line Toggle

Configure the App Configuration Contact Method by entering the inbound, outbound, and call recording settings for your application:

Inbound Calls

DID Numbers	Select one or more DID numbers to receive inbound calls. Note If no DID numbers are available, refer to Configure DID Number with phone.systems™ or Add Third Party Phone Numbers.
Internal Number	Select one or more internal numbers to receive inbound calls. Note If no internal numbers are available, refer to Create Internal Numbers Documentation.
When Unavailable	Specify the forwarding behavior when the destination is unavailable.

Outbound Calls

Enable External Outbound Calls	Enable or disable external outbound calling functionality.
Caller IDs	Select the caller IDs to be used for external outbound calls. Note This option becomes available only when external outbound calling is enabled.
Internal Caller ID	Define the caller ID to be used for internal calls. Note If no internal numbers are available, refer to Create Internal Numbers Documentation.
Internal Announcement	Select the announcement audio message for internal calls. Note To upload audio files, refer to Audio Files Documentation.
External Announcement	Select the announcement audio message for external calls.

Call Recording

Delivery Methods	Choose how call recordings are delivered. Note To configure delivery methods, refer to Delivery Methods Documentation.
Inbound Internal	Toggle to enable recording of inbound internal calls.
Inbound External	Toggle to enable recording of inbound external calls.
Outbound Internal	Toggle to enable recording of outbound internal calls.
Outbound External	Toggle to enable recording of outbound external calls.
Record On Demand	Allows users to initiate recording via a dialing command. Note To enable on-demand call recording, configure a feature code.

Fig. 4. Application Line Configuration

After filling in all the required information, click the Save button at the bottom of the form to create the new user. The new user will now appear in the users list.

Note

An App Configuration contact method is automatically created for each user and appears under the App Configurations tab in the Contact Methods menu.

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Editing Users

To edit an existing user, follow these steps:

1. Click the Actions button next to the user you want to edit.

2. Select Edit from the dropdown menu.

Fig. 1. Actions menu.

3. In the Edit User screen, update the necessary fields:

   • User Details

   • Contact Information

   • Application Information

Tip

To set the Active app limit globally for all users, go to App Activation Settings.

4. Click Save to apply the changes, or Cancel to discard them.

Fig. 2. Edit user screen.

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User Relations

The Relations view provides an overview of all configurations associated with the user.

To access it, click the Actions button and select Relations.

Fig. 1. Actions Menu

This view shows related call flows, contact methods, and app devices, helping administrators understand the user’s role in the system.

To navigate to the related section, click on the symbol next to the relation.

Fig. 2. User Relations

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Import Users From A CSV File

To import new users, click on the button and select Import CSV.

Fig. 1. Actions Button

In the Import Users screen, click to select a CSV file or use drag and drop the file onto the screen.

Fig. 2. File Select Button

Select and upload a CSV file from your storage.

Fig. 3. Selecting A File

Warning

A pop-up warning will inform you that the file has to be formatted correctly. Additionally you must agree that all users in this import are expecting to hear from your organization and that you have prior relationships with these users.

Click on the checkmark and Submit to proceed.

Fig. 4. Pop-up Warning

After selecting the file, choose whether to Merge Duplicates. Selecting this option prevents uploading users that are already in your list.

Next, match the user properties in your CSV file to the phone.systems™ properties.

Note

The only mandatory property is First Name

Fig. 5. Matching User Properties

Once the user properties are matched, click Next to upload your users.

Fig. 6. Uploading Users

CSV file format example:

CSV File Format Example

First Name	Last Name	Job Title	Email
Mike	Brown	Sales representative	mike.brown@sales.com
Pete	Smith	Technical support specialist	pete.smith@support.com
Jane	Smith	Customer service representative	jane.smith@customerservice.com

Note

The CSV file format supports only comma-separated values.

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Download users to a CSV file

To download existing users to a CSV file, click on the Download symbol at the top right of the UI.

Fig. 1. Download Symbol

A download pop-up screen will be presented. Select the file name and the location where the file will be saved and click Save.

Fig. 2. Downloading Users

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Send or resend invitations to the phone.systems™ app

1. Go to the Users menu in the phone.systems™ dashboard.

2. Find the user and click the Actions button.

3. Select Send Invite to App or Resend Invite to App.

Note

• If the Send Invite to App button is not active, it means the user does not have an email address assigned. Please ensure that the user’s Contact Information includes a valid email address to enable the invitation.

• Resending an invitation does not generate a new authentication token or log the user out. If the user is already logged in, their session remains active.

• To remove a user’s session (for example, after a lost device or access change), see Deleting App Device Users guide.

Fig. 1. App Device Invitation

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Deleting Users

To delete users, click on the Actions button and select Delete.

Fig. 1. Actions Menu

If the user has any active dependencies, you will see them in the Delete User screen.

Fig. 2. Deleting Users

To proceed with deleting the contact, check the box labeled I am aware that by deleting this User(s) I will also remove the dependencies, then click Delete.

Note

Deleting a user will also remove all associated dependencies, including their App Configuration contact method and any linked DID numbers.