Introduction:

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

This guide contains the procedures to add, edit, and delete users, add ring groups, shared contacts, and block SPAM or robo call numbers. This action can only be done by an admin or “Office Manager” scope from the Portal for Managers portal.

How to Add a User

Before adding a user in the 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 Connect Portal: https://portal.personacloud.net/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 Allegiant to discover what licenses you currently have.
• Emergency Caller ID: This is required and is setup by Allegiant. If a user will be at a different location and phone number that is not listed in the drop-down menu, please contact Allegiant 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 Persona Connect Platform

How to Edit an Existing User

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

1. Open the Connect Portal: https://portal.personacloud.net/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 on 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.
   
   
   
   • 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 the user has created. 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 Delete an Existing User

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.
   
   
   1. Select “Unassign Phone Number” if the user has a direct phone number assigned to them.
   2. If you would like to unassign their physical phone from the extension, select “Remove lines from physical phones.”
   3. 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”.
      
      
      
      After resetting the user, 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 delete the extension completely by selecting the red “X” on the right of the user.

How to Create a Ring Group

Ring Groups can be created to call specific extensions at the same time. This would be like creating a Ring All Call Queue without all the options that a Call Queue provides.

1. Select the “Add Ring Group” button on the upper right side of the “Users” page.
2. Give the ring group a name, extension, department name (optional), and site (optional).
3. Add the users you would like to be included in the ring group. You can edit for how long each user’s phone will ring.
4. Choose how long the caller will wait before the call forwards to its destination by editing the “Ring Timeout” length.
5. Choose where the call will go if no one picks up the call by adding an extension of a user, user’s voicemail, group voicemail, auto-attendant, or call queue.
6. Select “Add Group” to complete your ring group.
   
   
   
    
7. You can add this into your call flow by assigning it to a direct dial number in your “Inventory” section of the portal.
   
   

How to Add a Shared Contact

To add a shared contact that will be shared in all user’s contact lists:

1. Select “Shared Contacts” on the upper right side of the screen. 
   
   
    
2. Select “Add Shard Contact” which will open a new dialogue box to add the
   shared contact information.
3. Fill in the required information and select “Save” or click the arrow to “Save and
   add another”.
   
   

How to Block SPAM and Robocalls

This service uses multiple FCC approved verification lists to protect against robo/spam calls. This feature will need to be activated on each user’s answering rules.

1. From the User’s section, select a user.
2. Select the “Answering Rules” tab and click the “Allow/Block” button on the right side of the screen.
   
   
   
    
3. Set how you would like the potential spam/robo calls to be handled based on the rules below. Due to federal regulations, the call is required to connect to the system, but you now have options on how your domain will handle these calls:
   • Ring as Normal: the call will be presented to you as a normal call.
   • Send to Voicemail: this will send the call to the user’s voicemail box.
   • Drop Call: this option will make the call disconnect and then appear as a hang-up on the spam/robo caller’s side.
   • Screen Call: this option will send the call to an automated system forcing the caller to press a random key to verify they are a valid caller.
4. Select “Done” to save your settings for the user.