Users are individual service accounts that can be individually tailored to the needs of your employees.

In this article we will cover the following topics:

Creating a User

Creating Multiple Users

Deleting a User

Managing Users

Managing users per product

Creating a User

  1. Navigate to the Users page and click the Create User button.
  2. When setting up the user information, make sure you select the Hosted PBX checkbox in the Services list to enable Voice Services for the new user.
  3. Enter the user's Name, E-mail address, and create or generate a Password.
  4. Adjust the e-mail address in Send Password,
  5. Click Create.
    • The user will be created and you will be returned to the user list.

Note: User will receive a separate welcome email with login instructions, temporary Voicemail PIN, and all other useful information on the address you have specified in Email address field.

Note: You must Activate Voice Services on the user before they are able to use any Voice Services features or use any devices you assign to them; activation occurs when you assign a Phone Number to the user.  

Creating multiple users

In order to provision multiple Intermedia Unite users at once, administrators can use Intermedia Unite User Import Tool. The tool allows importing up to 1,000 users from a file with Comma Separated Values - CSV format, maximum 2 MB in size. XLS and XLSX files will NOT be accepted.

Note: This tool supports only Intermedia Unite. To create multiple users with other services assigned, you may use Mass User Import Tool.

Note: A file template must be used.

Administrators can also specify numbers, extension and location to be assigned during the users creation. To do that, numbers should be already parked on account and location created before using the tool.

Note: The tool does NOT allow modifying or assigning numbers, extensions and locations to existing users.

How to use the tool:

  1. Go to Voice Services > Users > Import Users from CSV.
    Alternatively you can access it through Intermedia Unite Provisioning Wizard.
    Import
  2. Download and fill in the template.
    • Do NOT change the Headers names
    • Display Name (Mandatory) and Email Address (Mandatory) columns are mandatory. The rest columns can be filled in, or left empty (or deleted), if not needed.
    • To create Intermedia Unite users with specific phone numbers:
      • Park numbers on account. Make sure they are not already assigned to any user.
      • Fill in Primary Phone Number (Optional) and (if needed) Additional Phone Numbers (Optional) columns with the required numbers.
      • Full number with 1 at the front is required and could be in any format.
      • Note: A single Primary number required. If multiple numbers have to be assigned – use Additional Phone Numbers (Optional) column. If multiple Additional numbers have to be assigned – separate them by semicolons.
      • Note: Toll-free number couldn't be assigned as Primary Number.
      • Note: Numbers must be already parked on account and not assigned to any other user. If number is not parked on account, or is already in use, or there was a typo in the number – the user will NOT be created and you will need to import them again.
      • If Admin leaves these fields empty - user will be created without any number assigned, and Voice service will not be activated. Admin will need to assign numbers separately from Voice Services > Users page.
    • To create users with specific extensions:
      • Fill in Extension (Optional) column with the required extensions.
      • Make sure that the extension is not already assigned to any other user. If an occupied extension is provided – user will NOT be created and you will need to import them again.
      • If Admin leaves the extension filed empty - system will generate and assign an extension to the user. If needed, admin could change later from Voice Services > Users page.
    • To create users with specific Locations: 
      • Create Locations from Voice Services > Location tab.
      • Fill in Voice Location (Optional) column with the required location name. Use the same name as displayed on Voice Services > Locations tab.
      • If Admin leaves the location filed empty - system will assign user to Main Company Address.
    • To populate Active Directory fields – use corresponding columns in the template, like:
      • First Name (Optional)
      • Last Name (Optional)
      • Job Title (Optional)
      • Department (Optional)
      • Organizational Unit (Optional) etc
  3. Save filled template on your computer as a CSV file.
  4. Click Choose file to upload the filled template.
  5. Select services to be enabled. Untick  Unite checkbox if you wish to create users without Intermedia Unite services. Then phone numbers, extension and location fields will be ignored.
    Note: Intermedia Unite includes Cloud PBX, Intermedia AnyMeeting and SecuriSync services.
    If one of these services is not installed on account, a notification will be shown. You can proceed with importing users with the installed services OR – install corresponding services first, by using Services Menu at the top.
  6. System will generate temporary passwords for the users. Users will need to login to My Services to reset password on first login. Select one of the options for Sending temporary passwords:
    • to users' email addresses: password will be sent to the email addresses from the file.
    • to specified email address. The recipient will receive a separate email for each user with the user password. The emails can be forwarded to the corresponding users after.
    • do not send passwords. I’ll reset & provide passwords to users myself later: password will not be delivered. Admin will need to reset passwords to the users separately later.
    Note: if  Unite is being enabled, regardless of the password option selected above, users will also receive Welcome to Intermedia Unite emails. This could be avoided by enabling Silent Mode on accountContact Technical Support for assistance.
  7. Click Start import. This will start validation process of values in the file. If there are any errors warning notification with details will be shown. Fix them and re-upload the file.
    ValidationFailed
    Note: at this step we cannot validate if the numbers are available on account or not.
  8. Once import has started, status page will be displayed. Manual refresh is required to see actual status.
    Status
    Note:
    import may take some time depending on number of users to be created. For example, Import of 10 users with Intermedia Unite may take up to 10 minutes. Import of 100 users with Intermedia Unite usually taked 15 minutes. Only one import process can be run at a time.
  9. Mass import process could be discontinued by hitting Stop Importing. This will stop system from creating new users. This couldn't be resumed.
  10. User Import is an asynchronous process, meaning that Administrator can leave the page while it is being executed. Once mass import operation is completed, Results page will provide the results of the import. In case some users were not created due to errors, list of users with details will be shown:
    • User created
      CreatedOK
    • User not created: the reason of failure will be provided. If some users were not created due to errors, you can export the original file with non-created users, fix the errors and import the users again.
      CreatedWithErrors

    Press Hide result or New import if you want the results page not to be shown again.

Deleting a User

  1. In HostPilot, go to Services > Voice Services > Users and uncheck the Cloud PBX checkbox next to the name(-s) of the user(-s) you want to delete. Hit the Proceed button. Note: the number assigned to the user will be released and added to the account's number pool.
  2. Go to Users on the top of the HostPilot Home screen and check the box next to the user(-s) you disable Cloud PBX for in the previous step. Hit the Delete Selected Users button to remove them from the account completely.

Managing Users

You can manage additional parameters of the User that you have created.

Navigate to Users and click on the user's name you wish to manage.

User Info

Click on the User Info tab to adjust general user configurations:

  1. Change the user's Name.
  2. Adjust their E-mail Address.
  3. Reset Password for their user account.
  4. Edit the users Password Settings; allow them to change their own password.
  5. Add detailed User Info, like First/Last name, alternate e-mail addresses, cell number, department, and other information.
  6. Set User Permissions.
  7. Disable the User.

Note: when disabled, users won't be able to use any Voice Services features or devices.  The data will remain on the server indefinitely and can be accessed again by re-enabling the user

 For information on how to setup Hosted PBX, Intermedia AnyMeeting  and SecuriSync users please see the following articles:

Getting Started With Cloud PBX Services for Intermedia Unite User

Getting Started With Intermedia AnyMeeting In HostPilot

SecuriSync: User & Storage Management