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Manage portal users

Add new people to your Phonovo portal, edit their details, and remove accounts you no longer need.

Who this is for: admins

Before you start

  • Admin access to your Phonovo portal.
  • Know your plan's user limit. If Add User is greyed out when you get to the Users page, you've reached it — you'll need to upgrade your plan or buy additional user licenses before adding another.
  • Deciding whether the new person should also have an extension — you can link one to their account below, but the extension itself needs to already exist. See Create an extension and assign it to a user.

Steps

Add a user

  1. In the sidebar, under Administration, select Users.
  2. Select Add User in the top right.
  3. Enter a Username and Email — both required.
  4. Optionally enter First Name and Last Name.
  5. Choose a Role: User, Operator, or Admin. Company admins can assign these company roles; standard permissions follow the role.
  6. Leave User Enabled ticked to allow sign-in after the invitation is accepted.
  7. Select Create User. The person receives an email invitation to choose their own password. Invitations expire after seven days.

Create New User dialog with Username, Email, First Name, Last Name and Role fields

  1. On the Users page, find the person's row and select the Edit (pencil) icon in the Actions column.
  2. Update any of their details — email, name, role, or enabled status.
  3. To link them to an extension, use the extension dropdown in the dialog to pick any extension in your domain — the list isn't filtered to unassigned extensions, so check the Extensions page first if you don't want to accidentally reassign one that's already in use. Select Unlink to remove an existing link. This is the same link shown in the Extension column on the Users page.
  4. Select Save Changes.

Help someone reset their password

  1. Open the person's Edit dialog from Users.
  2. Select Send password reset email. The email goes to the address already on their account; the person chooses their own new password from the link.
  3. Check for the confirmation or an error. Too many requests may temporarily block further requests; wait before retrying.

Company admins can send recovery emails within their company. Partners managing a customer need current permission to manage that customer. Platform staff use their permitted recovery tools. Recovery requests are recorded in the audit log.

Change your own password

Open your own Edit dialog. Enter Current Password, New Password, and Confirm Password, then select Save Changes. The replacement needs at least eight characters, an uppercase letter, a lowercase letter, and a number. A successful change signs out existing sessions; sign in again with your new password. If you do not know your current password, use Forgot password on the sign-in screen.

Delete a user

  1. On the Users page, find the person's row and select the Delete (trash) icon in the Actions column. This icon only appears for accounts you're allowed to remove — admins can delete accounts with the User role, but not other admins, and you can't delete your own account from here.
  2. In the confirmation dialog, review the warning that any linked extension will be unassigned (not deleted) so it can be assigned to someone else later.
  3. To remove the extension as well, tick Also delete extension. This deletes the extension, its voicemails and the person's phones. Your call history is kept. The option only appears when no calls are routed to that extension. If a ring group, call queue, phone number, time condition or similar still sends calls there, the dialog lists them instead, so you can change them first.
  4. Select Delete User to confirm.

Users page listing each user's Role, Domain, Extension and Status, with the Edit and Delete icons

Ask Olivia

You can also ask Olivia, the in-portal assistant, to walk you through this.

Account security

Changing a person's role also updates their standard permissions and signs them out. Demoting an admin removes their admin-group access; they must sign in again with the new role.

Use the password recovery flow when another person needs a new password. A normal user edit cannot set another person's password. Changing your own password in the Edit dialog requires your current password and a strong replacement.

A partner or support operator viewing your account through impersonation cannot change account passwords, email, roles or two-factor settings, or create a new account. These actions require an authorized direct sign-in or the appropriate recovery flow.