Users

The Users section is where you manage all user accounts in your phone system. Users are required for various modules and should be the first thing you setup after signing up for the phone system. Forwarding calls to a regular phone number or VoIP solution will require you add a user.

You'll also need to setup a user if you plan on using the phone system app, this is how the system will send you a QR code to register the app.

Overview

The Users interface provides a comprehensive view of all user accounts with the following information:

• Avatar and name
• Job title and department
• Email address
• Time schedule assignment
• Call flow assignments
• Device and contact method counts
• App invitation status

Managing Users

Creating Users

To create a new user:

1. Click the + button in the bottom right corner
2. Fill in the User Details:
   • First name (required)
   • Last name (required)
   • Department
   • Job title
   • Time Schedule
   • Email address (required if you want us to send an app invite)

note

When creating a user, you can optionally configure their application line settings by enabling "Configure application line in the next step"

Application Configuration

If you enable application configuration, you'll need to set up:

Inbound Calls

• DID Number (i.e. FlyNumber): Select the direct inward dialing number
• Internal Number: Choose an internal extension
• When Unavailable: Set behavior for unavailable status

Outbound Calls

• Enable External Outbound Calls: Toggle permission
• Caller IDs: Select numbers to use for outbound calls
• Internal Caller ID: Set internal calling identity
• Announcements: Choose audio for internal/external calls

Call Recording

• Delivery Methods: Where to send recordings
• Recording Options:
  • Inbound Internal
  • Inbound External
  • Outbound Internal
  • Outbound External
  • Record On Demand

Editing Users

To edit an existing user:

1. Click the Actions menu (three dots) for the user
2. Select "Edit"
3. Modify the desired fields
4. Click Save to apply changes

Deleting Users

To delete a user:

1. Click the Actions menu for the user
2. Select "Delete"
3. Review any dependencies
4. Confirm deletion

warning

Deleting a user will remove all their associated data and configurations, including:

• App devices
• Contact methods
• Call flow assignments
• Recording settings

Bulk Operations

Importing Users

You can import multiple users at once using a CSV file:

1. Click the + button
2. Select "Import CSV"
3. Upload your CSV file (max 20MB)
4. Match CSV columns to user properties
5. Choose whether to merge duplicates
6. Confirm the import

CSV Format

Your CSV file must include the "First name" column, the rest are optional:

• First name (required)
• Last name
• Job title
• Email
• Department

Example:

First name	Last name	Job title	Email
John	Smith	Sales	[email protected]
Jane	Doe	Support	[email protected]

Downloading Users

To export your user list:

1. Click the download icon in the top right
2. Choose a location to save the CSV file
3. All user data will be exported in CSV format

Filtering Users

The filter bar at the top allows you to search and filter users by:

• Full name
• Job title
• Department
• Email
• Time Schedule
• Call Flow
• CRM User

App Integration

Sending App Invitations

When a user is created with app configuration enabled, they'll receive an email invitation to set up the phone system app. To resend an invitation:

1. Click the Actions menu for the user
2. Select "Resend invite to app"

info

App invitations expire after 14 days. You can always resend an invitation if needed.

App Devices

The App Devices tab shows all devices that have the phone system app installed and activated. This section appears after clicking the "App Devices" tab at the top of the Users interface.

The App Devices list displays:

Field	Description
User	Name of the user who registered the device
OS	Operating system of the device (iOS, Android, etc.)
App Version	Version number of the installed app
Date Created	When the device was first registered (YYYY-MM-DD HH:MM:SS)

Managing App Devices

You can perform several actions with app devices:

1. Filter Devices: Use the filter dropdown at the top to find specific users' devices
2. Download List: Click the download icon to export the device list as a CSV file
3. Remove Devices: Click the X icon next to a device to remove it

When removing a device, you'll need to confirm the action:

warning

Removing a device will require the user to get a new activation code if they want to use the app on that device again.

Relations

The Relations feature shows how a user is connected to other components in your phone system. To access Relations for a user:

1. Go to the Users section
2. Click the Actions menu (three dots) next to the user
3. Select "Relations" from the dropdown

The Relations view will display the user's connections and dependencies, including:

• Call Flows: Which Call Flows the user is assigned to
• Contact Methods: The user's configured Contact Methods and their settings
• Numbers: Any phone numbers or extensions assigned directly to the user
• Modules: Any modules that reference the user, such as Ring Groups or Queues
• Time Schedule: The Time Schedule assigned to govern the user's availability

Relations offers several benefits for user management:

• Understand a user's role in the overall call routing flow
• Identify dependencies that may be affected by user changes
• Troubleshoot issues with a user's call handling by seeing their connections
• Visualize how a user fits into the larger phone system configuration

For more details on using the Relations feature, see the main Relations documentation.

Best Practices

• Create users before setting up complex call flows
• Assign appropriate time schedules to manage availability
• Use departments to organize users logically
• Keep email addresses updated for app notifications
• Review and remove inactive users periodically
• Regularly check the App Devices tab to manage active devices

tip

Users are foundational to many phone system features. Setting them up correctly from the start will make configuring other modules easier.