Super Users and certain Administrator types can add users and assign permissions or modify existing ones. This includes password resets, managing extension options, or even removing users.
| Super User | Manage all Administrator types and End Users. |
Account Administrator /
User Administrator | Manage the following user types:
- End User
- End User No Dashboard
- Billing Administrator
- Call Queue Administrator
- Call Queue Reporting Administrator
- Report Administrator
- User Administrator
|
For a description of the various users, see User Types/Roles. To set permissions account-wide by user type, see Set Bulk Permissions by User Type.
IMPORTANT: Do not repurpose an existing user profile for a new or existing user. Instead, to ensure permissions are applied correctly across all other features/integrations, delete the existing user profile and then create a new one.
Add Users
Add a Single User
- Sign in to the Admin Portal.
- Click Phone System and then click Users.
- Click Add New (top right) and then complete fields for Basic Info, Settings and Permissions, and Extensions.
Basic Info
| First Name | Enter the first name of the user. |
| Last Name | Enter the last name of the user. |
| Username | Enter a username between 6 to 50 characters, where the following are allowed:
Alphanumeric characters (A - Z and 0 - 9) Special characters: pound (#), hyphen (-), comma (.), period (.), and ampersand (@). |
| Email | Enter the email address of the user.
NOTE: A Welcome email is sent to the new user with a link to set password/security question, and notice to set their Voicemail PIN. |
| Confirm Email | Re-enter the email address to confirm. |
| Select Group(s) | Assign this user to a group, if available.
Groups organize your users by the categories that you select. See Group Management for details. |
Settings and Permissions
| User Type |
| Account Administrator | Add and manage services, features, and billing for all user types.
NOTE: This option is visible to the Super User only. | | Billing Admin | Make a payment, view billing history, and manage payment methods. | | Call Queues Admin | Manage call queues and company recordings. | | Call Queues Report Admin | Manage and view all reports. | | End User | Manage features for their extension only. | End User
No Dashboard | Manage features for their extension only but do not have access to the Call Dashboard. | | Reports Admin | Manage and view all reports. | | User Admin | Manage all user types and extensions. |
|
| Update this user with important service announcements | Send notices to this user by email. |
| Allow web and mobile app access | Enable user access to account by both the Desktop App and Vonage Mobile App. |
| Send new user email | Trigger Welcome email when this user is added. |
| Allow this user to set and block the Outbound Caller ID for their extension(s) | Let this user enable or disable outbound Caller ID for their extension. |
| Allow this user to manage Call Blocking for their extensions(s) | Let this user set call block rules for their extension. |
Extensions
| Assign an available extension | Assign this user to an existing extension; you must select the extension to assign from the Extensions menu. |
| Purchase a new extension | Contact Customer Care to purchase a new extension for the account. |
| User does not need an extension | Add an End User without an extension; this user cannot make calls, or access the Desktop App. |
- Click Save once completed.
Add Up To 25 Users in Bulk
- Sign in to the Admin Portal.
- Click Phone System and then click Users.
- Click Bulk (top right), then select Add.
- (Optional) Mark the checkbox to Send a welcome email to all users added.
- Fill in the fields (first name, last name, email, and user type), then click Add User.
- Repeat step 5 for each user, then click Save (top right).
- If you have available extensions on the account, you will be given the option to select the users to assign to each available extension type.
- (Optional) Mark the checkbox to Send a Voicemail PIN Reset email to all users assigned to extensions.
- Select the Users to assign to each available extension type.
- Click Save (top right).
Update User Information
Change Username
- Sign in to the Admin Portal.
- Click Phone System and then click Users.
- Hover over the user you want to modify and click the Pencil icon.
- Go to Username to make changes.
- Click Save.
NOTE: A warning message displays when you change your username. This message advises you that you will be logged out of the system and need to re-login.
Change Permissions
- Sign in to the Admin Portal.
- Click Phone System and then click Users.
- Hover over the user you want to modify and click the Pencil icon.
- Click Settings and Permissions to make changes.
Resend New User Emails
Use the following steps to resend the Welcome Email.
- Sign in to the Admin Portal.
- Click Phone System and then click Users.
- Hover over the user you want to manage and click the Arrow icon.
Reset a User Password
When you reset a password, the system automatically sends a password reset link to the email address associated with the username.
- Sign in to the Admin Portal.
- Click Phone System and then click Users.
- Hover over the user you want to reset and click the Key icon.
- Click Yes to confirm you want to reset the password for the specified user.
Remove a User
- Sign in to the Admin Portal.
- Click Phone System and then click Users.
- Hover over the user you want to remove and click the Trash icon.
Change Super User
A Super User can transfer the Super User role to another user. Once transferred, the former Super User role is changed to an Account Administrator.
- Sign in to the Admin Portal.
- Click Phone System and then click Users.
- Click the Change Super User button.
- Select a user and then click OK.
Manage User Extensions
Assign an Extension
- Sign in to the Admin Portal.
- Click Phone System, then click Users.
- Hover over the user you want to modify and click the Pencil icon.
- Click Extensions and then click the Assign Extension button.
- Mark the box next to the extension to assign it.
NOTE: Repeat these steps to assign more extensions.
Unassign an Extension
- Sign in to the Admin Portal.
- Click Phone System, then click Users.
- Hover over the user you want to modify and click the Pencil icon.
- Click Extensions.
- Hover over the extension you want to unassign and then click the Unassign Extension icon.
Change Default Extension
- Sign in to the Admin Portal.
- Click Phone System, then click Users.
- Hover over the user you want to modify and click the Pencil icon.
- Click Extensions and then click the Change Default button.
- Click Make Default next to the extension you want to set as default.
Reset Extension
Reset Extension resets the voicemail greetings to the default greetings and removes the voicemail PIN, voicemail messages, group text messages, profile picture, and personal faxes associated with this extension. It also disables any call forwarding and voicemail to email settings. User roles that have access to reset extension data are listed here:
| User Role | Access to Reset Extension Data |
|---|
| Account Super User (ASU) | Can reset extension data for all user roles. |
| Account Admin (AA) | Can reset extension data of all extensions except those assigned to the ASU. |
| User Admin (UA) | Can reset extension data for BA, CQA, CQRA, and RA. Cannot reset extension data for ASU, AA, or other UAs but can reset their own extension(s) data. |
| Billing Admin (BA) | No access to reset extension data. |
| Call Queue Admin (CQA) | No access to reset extension data. |
| Call Queue Reporting Admin (CQRA) | No access to reset extension data. |
| Reporting Admin (RA) | No access to reset extension data. |
- Sign in to the Admin Portal.
- Click Phone System, then click Extensions.
- Hover over the extension you want to modify and click the Pencil icon.
- Click Reset Extension and then confirm by clicking Reset Extension in the pop-up dialogue box.
