# Users The **Users** section in the **Cloud PBX phone.systems(TM)** 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(TM) app - Send or resend invitations to the PBX dashboard - Delete users ![../../_images/fig1.webp](../../_images/fig1.webp) **Fig. 1.** Users Menu Overview --- ## 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** Click the **Filter** button to apply the selected criteria and refine the user list. ![../../_images/fig2.webp](../../_images/fig2.webp) **Fig. 2.** 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. | | **PBX invitation** | Shows the current state of the user's PBX invitation. | | **Time Schedule** | The [time schedule](../Time-schedules/index.html#ps3-create-time-schedule) assigned to the user. | | **Call Flows** | Specifies the [call flow](../Call-flows/control-panel.html#ps3-call-flows) to which the user is assigned. | | **CRM User ID** | Specifies the CRM user ID if assigned to a CRM. | | **Application invitation** | Shows if the user has pending invitations to the **phone.systems(TM)** app. | | **App devices** | Number of devices registered by the user in the **phone.systems(TM)** 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. | ![../../_images/fig10.webp](../../_images/fig10.webp) **Fig. 3.** 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(TM) application - Send an invitation or resend an invitation to the PBX dashboard - View the user's relations - Delete the user ![../../_images/fig31.webp](../../_images/fig31.webp) **Fig. 4.** Actions Menu --- ## 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 ![+-symbol](../../_images/%2B-symbol.png) button. ![../../_images/fig427.png](../../_images/fig427.png) **Fig. 5.** Creating A New User 2. **Enter the User Details and Select Access:** A form will appear where you can optionally upload a **custom avatar**: 1. Click the ![upload](../../_images/upload.png) icon. 2. Choose the image file you want to use as your avatar. 3. Use the slider to adjust the size and position of the image. 4. Click **Submit** to save your changes. Note - Supported image formats are **.jpeg** and **.png**. - If no custom avatar is uploaded, the system will automatically assign a default avatar (the user's initials). - The avatars are synced with the mobile application. ![../../_images/gif17.gif](../../_images/gif17.gif) **Fig. 6.** Add a custom avatar Then enter the following **User Details** and **Contact Information**: - **First name** - **Last name** - **Department** - **Job title** - **Time Schedule** - **Email** Choose whether to configure application access or PBX dashboard access for the user: - **Configure application line in the next step** - Creates a dedicated line for the phone.systems(TM) app and opens the application-line configuration after you click **Next**. - **Invite to PBX** - Sends the user an email invitation to set a password and access the PBX dashboard. The user must have an email address. The options are independent. Enable either option, both options, or neither option, depending on the access the user requires. ![Application and PBX invitation options in the Create User form](../../_images/fig524.png) **Fig. 7.** Application and PBX invitation options. 3. **Configure the Application Line:** If you enabled **Configure application line in the next step**, click **Next** and configure the application line. If you did not enable this option, continue with the remaining fields and create the user. ![../../_images/fig1112.png](../../_images/fig1112.png) **Fig. 8.** 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(TM)](../Getting-started/index.html#ps3-prerequisites) or [Add Third Party Phone Numbers](../Numbers/phone-numbers.html#ps3-add-3rd-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](../Numbers/internal-numbers.html#ps3-create-internal-numbers). | | **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](../Numbers/internal-numbers.html#ps3-create-internal-numbers). | | **Internal Announcement** | Select the announcement audio message for internal calls. Note To upload audio files, refer to [Audio Files Documentation](../Audio-files/index.html#ps3-audio-files). | | **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](../Delivery-methods/delivery-methods.html#ps3-delivery-methods). | | **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](../Settings/feature-codes.html#ps3-settings-feature-codes). | ![../../_images/fig99.png](../../_images/fig99.png) **Fig. 9.** 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 appear in the **Users** list. If you enabled **Invite to PBX**, phone.systems(TM) sends the PBX invitation to the user's email address and displays it under **Settings** > **User Accesses**. Note An [App Configuration contact method](../Contact-methods/app-configurations.html#ps3-app-configurations) is automatically created for each user and appears under the **App Configurations** tab in the **Contact Methods** menu. --- ## 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. ![Actions menu.](../../_images/fig31.webp) **Fig. 1.** Actions menu. 3. In the **Edit User** screen, update the required fields: - **User details** - Edit first name, last name, department, job title, and time schedule. You can also change the **avatar** by clicking ![upload](../../_images/upload.png) to add a new picture, or ![delete](../../_images/delete4.png) to remove the current one and revert to the default. - **Contact information** - Update the user's email address. - **Application settings** - Adjust the active app limit for the user or send an invitation to the phone.systems(TM) app. - **PBX invitation** - Review the PBX invitation state, send an invitation, or resend a pending invitation. Tip To set the **Active app limit** globally for all users, go to [App Activation Settings](../Settings/app-activation-settings.html#ps3-app-activation-settings). 4. Click **Save** to apply the changes, or **Cancel** to discard them. [![Edit user screen.](../../_images/fig1310.png)](../../_images/fig1310.png) **Fig. 2.** Edit user screen --- ## 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**. ![Actions Menu](../../_images/fig31.webp) **Fig. 10.** 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 ![gear](../../_images/gear.svg) symbol next to the relation. ![User Relations](../../_images/fig249.png) **Fig. 11.** User Relations --- ## Import Users From A CSV File To import new users, click on the ![+-symbol](../../_images/%2B-symbol.png) button and select **Import CSV**. ![../../_images/fig163.png](../../_images/fig163.png) **Fig. 12.** Actions Button In the **Import Users** screen, click to select a CSV file or use drag and drop the file onto the screen. ![../../_images/fig173.png](../../_images/fig173.png) **Fig. 13.** File Select Button Select and upload a CSV file from your storage. ![../../_images/fig183.png](../../_images/fig183.png) **Fig. 14.** 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. ![../../_images/fig193.png](../../_images/fig193.png) **Fig. 15.** 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(TM) properties. Note The only mandatory property is **First Name** ![../../_images/fig202.png](../../_images/fig202.png) **Fig. 16.** Matching User Properties Once the user properties are matched, click **Next** to upload your users. ![../../_images/fig2112.png](../../_images/fig2112.png) **Fig. 17.** 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. --- ## 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. ![../../_images/fig1410.png](../../_images/fig1410.png) **Fig. 18.** 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**. ![../../_images/fig158.png](../../_images/fig158.png) **Fig. 19.** Downloading Users --- ## Send or resend invitations to the phone.systems(TM) app 1. Go to the **Users** menu in the phone.systems(TM) 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](app-devices.html#ps3-app-devices-delete). ![../../_images/fig31.webp](../../_images/fig31.webp) **Fig. 20.** App Device Invitation --- ## Send or resend invitations to the PBX dashboard 1. Go to the **Users** menu in the phone.systems(TM) dashboard. 2. Find the user and click the **Actions** button. 3. Select **Send invite to PBX**. You can also select **Edit** and click **Send invite** in the **PBX invitation** section. When an invitation is pending, the section displays its remaining validity and the **Resend invite** action. Note The user must have an email address before you can send a PBX invitation. A PBX invitation is separate from an invitation to the phone.systems(TM) app. To re-invite a user or revoke a pending invitation, see [User Accesses](../Settings/user-accesses.html#ps3-user-accesses). ![Actions menu with the Send invite to PBX option](../../_images/fig31.webp) **Fig. 21.** Send invite to PBX action. --- ## Deleting Users To delete users, click the **Actions** button and select **Delete**. ![../../_images/fig31.webp](../../_images/fig31.webp) **Fig. 22.** Actions Menu If the selected user has any **relations**, the **Delete User** dialog shows a warning banner and a **relations counter**. Click the counter to view the full list of related items. To permanently delete the user and all related items, enable the **Delete user(s) and all relations** toggle, then click **Delete**. Note Deleting a user also deletes all associated relations. If you prefer not to delete these relations, close the dialog and unlink them first. ![../../_images/fig1213.png](../../_images/fig1213.png) **Fig. 23.** Delete User dialog On this page