Introduction:

The Users section of the VIP Portal for Managers gives you the ability to manage your users in one place.

This guide contains the procedures to add, edit, and reset or delete users. This action can only be done by an admin or “Office Manager” scope from the VIP Portal for Managers.

How to Add a User:

For a video demonstration, go to:

Before adding a user in the VIP Portal, the following information will be helpful to have before creating the user:

• First and last name of the new user
• Extension number
• The user’s email address
• The MAC address of the phone they will be using (optional)
• Their User License

To add a user:

1. Open the Crexendo VIP Portal: https://portal.crexendovip.com/portal as the office manager or above.
2. Click the “Users” button at the top of the navigation row.
3. On the right side of the screen, select “Add User.”

4. In the “Add a User” box, fill out the following information:

• First Name: User’s first name
• Last Name: User’s last name
• Extension Number: This number must be at least three digits and can be any number from 100-8999 except for those noted above.
• Department: Optional and only for organizational purposes.
• Site: Optional and used for multi-location-based businesses.
• Email Address: The user’s email address.
• User’s Scope: Contact Crexendo to discover what licenses you currently have.

NOTE: only user licenses that you have already purchased should be selected or additional charges can occur.

• Emergency Caller ID: This is required and is setup by Crexendo. If a user will be at a different location and phone number that is not listed in the drop-down menu, please contact Crexendo to add the number to your emergency caller IDs.
• Enable Voicemail: This allows the user to have a personal voicemail box.
• Add Phone Extension: This option enables the extension number that you have created and makes it active.
• Password Option: You have the option to set a password for the user or leave it blank. Once the user logs in for the first time, they will set a new password.
• Voicemail PIN: Unless it is changed, the default voicemail PIN is 1234.

5. Select “Add User” and the new user will be added to the Crexendo VIP platform.

How to Edit an Existing User

For a video demonstration:

If you would like to edit an existing user in the VIP Portal:

1. Open the Crexendo VIP Portal: https://portal.crexendovip.com/portal as the office manager or above.
2. Click the “Users” button at the top of the navigation row.
3. Locate the user you would like to edit and either click on the name or click the “edit” button to the right of the user’s name.

4. From here, you can edit the following by selecting the tab: The user’s profile information, Answering Rules, Voicemail options, Phones associated with the user, Advanced settings, and Call Center if applicable to your domain.

NOTE: User Licenses or “scopes” can only be changed by Crexendo and only to an existing user.

• Profile Information: Includes the user’s information that was entered when the user was created. You can also verify or edit the user’s Called ID Information from this tab.
• Answering Rules: This tab shows the default answering rule that is active and any other rules that have been created by the user. You can also create a rule for the user from this tab.
• Voicemail: This tab allows you to enable/disable the user’s voicemail as needed. The rest of the options are also available from the user’s voicemail settings which includes Inbox options, Greetings, and Email Notifications options.
• Phones: This tab shows any phones associated with the user including web phones, mobile apps, and physical phones. If the user is utilizing a physical desk phone, “Snap Builder” can be accessed from this tab to edit the button configurations for the phone.
• Advanced: This tab allows the administrator to “Reset User” in order to assign the existing extension to a new user. The “Send Welcome Email” option is for a new user to receive their login information. If a user needs their password reset, click the “Force Password Reset” option and check the box to send the recovery email to the user’s email address.

How to Reset or Delete an Existing User

For a video demonstration:

To delete an existing user and assign the extension to another user:

1. Go to Users and click on the user’s name.
2. Select the “Advanced” tab.
3. Select “Reset User”

4. Review the options presented. The portal will automatically select to delete the voicemail messages, greetings, answering rules, and custom contacts.
   • Select “Unassign Phone Number” if the user has a direct phone number assigned to them.
   • If you would like to unassign their physical phone from the extension, select “Remove lines from physical phones.”
   • If you are ready to assign the existing extension to a new user, select “Recycle User.” If not, then leave it unchecked and select “Reset”.

5. After the user has been reset, the extension will show in the “Users” as setup required. You can leave the extension as is until you have a new user to take the extension or you can delete the extension completely.