The short answer
A portal login is created on the company's Users page, with the email address and the password typed in. It is the login for admin.vocatech.com only; the Webex and Callpop sign-in is a different credential on the extension. See logins and passwords: which one you mean.
The login types
- Advanced. Every feature, every page, and the ability to create and change other logins. The owner and the office manager.
- Basic. A login built from the feature groups you tick: reports, messaging, extensions, menus, greetings, contacts, and so on. The way to give someone "this and that but not the rest." It cannot manage other logins or the recording and report settings of others.
- Reports. The Reports page and the things on it: call reports, recordings if allowed, summaries and transcripts if allowed, messaging, and their own email reports. Nothing else.
- Extension Only. The same as Reports plus the Extensions page.
- Disabled. The login can still sign in, and every page shows the not-enabled card. The way to suspend someone without deleting them.
Adding a login
On the Users page, add the person with their name, email address, the type, and a password you type. No email is sent; you hand the details over. A person who needs the same login on several companies gets it as one login with those companies assigned, and picks the company after signing in. Ask us and we do it for you.
The password can never be read back. A forgotten one is replaced: open the login, type a new password into the empty Password field, save. There is no forgot-password link.
Limiting a login to certain people's calls
On the login's page, the Access section takes a list of departments, call centers, hunt groups, menus and individual people. Left empty, the login sees every call in the company. With a selection, the login sees only calls that touched one of them: history, live view, statistics, recordings, transcripts and summaries alike. A department picks up new hires on its own.
This applies to decides the reach. Reports only limits the reports and changes nothing else. Reports and settings also limits which menus, groups and extensions the login can manage and closes the company-wide pages: Dashboard, Settings, Users, Billing, Numbers, Phones, Schedules, Greetings, Contacts, Integrations, Faxing, Textdock. Those pages stay on the sidebar and open with the not-enabled card. A login with any report limit at all cannot use the Messaging inbox; a login gets one or the other.
Recordings
Two switches on the login, under Recordings Settings: Allow View Recordings and Allow Play Recordings. Play needs View. The list beneath them limits playback to certain extensions' calls. A separate Summaries switch decides whether transcripts and summaries appear. See playing recordings and who can hear them.
Who can change whom
An Advanced login can set all of this for any login. A login that is itself limited cannot hand out access: one set to reports and settings is refused when it tries to change anyone's Access, and a login carrying any report limit is refused when it tries to change anyone's recording switches.
Billing access
Seeing and paying invoices is its own permission, granted on request, and it opens the Billing page: the method on file, the invoices, Make Payment, the pay link, the card-update link, and statements. See paying, updating your card, and statements.
When someone leaves
Set their login to Disabled or delete it, the same day. Their extension is a separate decision; see removing, renaming, or moving an extension.