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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. Enter a Password and repeat it under Confirm Password — at least 8 characters, including at least one uppercase letter, one lowercase letter, and one number. The form only checks length as you type, so a password that's 8 characters but all lowercase will still be rejected when you submit.
  6. Choose a Role: User (basic portal access), Operator (call handling), or Admin (can manage other users). Which roles you can assign depends on your own permissions.
  7. Optionally tick any relevant User Groups to grant the new account extra permissions beyond their base role.
  8. Leave User Enabled ticked so the account can sign in right away, or untick it to create the account without activating it yet.
  9. Select Create User.

Note

A welcome email is sent automatically, and the new user is required to set their own password the first time they log in — the password you enter in step 5 is only a temporary one to get the account created.

Screenshot

Screenshot of the Add User dialog showing the Username, Email, Password, Role dropdown, and User Groups checklist.

  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.

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, then select Delete User to confirm.

Screenshot

Screenshot of the Users page table showing the Edit and Delete action icons alongside a user's Role, Domain, Extension, and Status columns.

Ask Olivia

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