ADMINISTRATION

The Administration section organizes the key oversight capabilities in a single area. You must have administrator rights on the platform to view, edit, save or update the settings. If you do not see the Administration section of the navigation, then you do not have administrator rights on the account. Please contact your organizations’ support organization to change your role

OVERVIEW

The Administration section enables you to update your account, manage billing, payment methods, passcodes, invoice, and set up branched and subscribers within the system. Additionally, you can setup an accounts and phone that can be monitored and used as a supervisor.

To access the administration section:

1. Sign in to the portal as an admin user.
2. Once in the portal, select Administration in the left pane.

 

AUDIT LOG

Audit logs enable you to view detailed information about all changes, updates, access and operations that have been executed on the account. The log report includes following details:

• Extension number associated with the user
• Portal user name
• Action type
• A description of the action event
• The date and time of the action event

To access your audit log, navigate to Administration > Audit Log.

 

Searching Audit Log

You can search your audit log by:

• Date range
• Search option
• Username (optional)

Date Range

Select the Start Date and End Date in the box and click Run. It will display all the logs between these two date.

Search Option

1. Click the Global Filter in the right hand corner.
2. A search box will appear.
3. In the search box, type the name of the parameter and press Enter on the keyboard.

Note: You can also filter the audit log using the filter options in each column.

BILLING

The Billing section enables you to manage your billing information, which includes your billing address, the ability to generate an invoice, and the method of payment. You can update the name and billing address for an existing payment method. To access your manage billing section, navigate to Administration > Billing.

 

Billing Address

In this section, you can view the Billing Address for the registered user. Cloudli will ask for your information such as name, address, and contact number.

To update the billing address:

1. Click on the Update button. A new window will appear.
2. Update the necessary information and click Update.

Viewing Invoices

To view an invoice, under the “Generate Invoice” selection choose the desired month. You can also add an email address to email the invoice to, although it is not required. Afterwards, hit “Generate Invoice” and a PDF will open in your browser with the invoice displayed for that requested month.

Additionally, you can view multiple invoices at once by using the bottom row.

Alternatively, to view a list of all past invoices select the “Invoice List” tab. You can then download the invoices individually.

 

CALL MONITORING

Call Monitoring enables administrators to monitor a call (listen in on a call) and eavesdrop on it.

To configure your Call Monitoring section, navigate to Administration > Call Monitoring.

All Monitoring is available in two modes:

• Spy – The supervisor must be spying on the extension PRIOR to any calls being made from the extension being monitored. SPY cannot be enabled once the call is in progress. Available only for OUTBOUND calls.
• Monitor – Available for both OUTBOUND and INBOUND calls. Can be initiated at any time during the call.

Play sound when monitoring: Check the checkbox to enable the sound during monitoring.

Enable Call Monitoring

Call Monitoring enables you to select which phones can be monitored. To enable it, check the checkbox in the Monitorable column. If there are users that do not want their calls to be monitored (or should not be monitored), be sure to uncheck the Monitorable box next to their extension.

Enable Supervisor Monitoring

Supervisor Monitoring enables you to act as a supervisor. When a supervisor selects an extension to monitor in the HUD, the supervisor’s extension will be called, and the supervisor will be able to listen to the call. To enable it, check the checkbox in the Supervisor column.

A Supervisor may also monitor calls without the HUD.  If the Supervisor observes in the HUD that there is a call they would like to monitor, to SPY on a call, pick up the handset (or dial thru the VCC app), and dial *87extension, and the Supervisor will be automatically placed in base monitor role corresponding to DTMF number zero (0).  To MONITOR a call, pick up the handset (or dial thru the VCC app) and dial *97extension, and the Supervisor will be automatically placed in the base monitor role corresponding to DTMF number zero (0).

NUMBER BLOCKING

Number Blocking enables you to block calls in order to avoid being scammed, receiving unwanted calls, or receiving harsh messages.

To configure your Number Blocking, navigate to Administration > Number Blocking.

List Block for Extension/Account

Perform the following steps to block a number/extension

1. 1. Select either Extension or Account radio button.
   2. Click the Add a blocked number or area code button. A popup window will appears.

1. Select either Phone or Area Code radio button to block or this extension/accounts.
2. Enter the Phone or Area code.
3. Click Save.

Number Blocking – Advanced Settings

These settings allow you to block numbers without Caller Id set which occurs when a Blocked ID calls. On default. the administrator will get the HANGUP option unless they want to transfer it to another extension.

PORTAL USERS

To view the current user list:

1. Login to Clarity.  Navigate to the client account.
2. On the left menu, navigate to Administration> User.  You will see a dashboard of current user logins.
   

Note: A user will be locked out after 10 unsuccessful attempts.

If a user login is an Admin login, you will see a check under Admin.  If a user login is enabled, you will see the checkbox under Enabled (if the user login was disabled, there will be no check under Enabled).

The date/timestamp the login was created is listed, and the date/time stamp of the user’s last login is listed.  If the client is locked out or has had a login failure, that date and timestamp are displayed.  The number of unsuccessful login attempts will be listed under “Invalid Count”.

How to Create a Portal User Login

Login to Clarity.  If you are a Partner, navigate to the client account that you need to create logins.  Once you are in the client account, navigate to Administration>User.  You will see a dashboard of current user logins if any logins have been created previously.

If you are an Account Admin, once you log in to the account, from your landing page, navigate to Administration>User.  You will see a dashboard of current user logins if any logins have been created previously.

At the top, in blue, click on “+Add User”

Fill in the user’s first and last name, and email address.  We recommend that the username be first initial and last name – usernames must be 6 characters or more.  We do not recommend email addresses be used as portal logins. The mobile number is used for two-factor authentication, that field is not mandatory.

The default extension is the user’s extension on the account (this is especially crucial since this login may also be used to log in to the VCC – the VoipCloudConnect app).

Note: A user-level login MUST have at least one extension set.

The password must contain one uppercase letter, a symbol or character, and a number, and must be at least 8 characters or more.  To make this person an admin user, check off the Admin checkbox.  Click Save.

Once you click Save, you will see this message.

At this point, you will be able to edit the extensions this user sees, if necessary.  If this user is an Admin, by default they are given access to all phone numbers and extensions.

An Admin who should be able to see all extensions should appear like this (the right-hand box is blank at all times).  When this Admin user logs into Clarity, they will be able to navigate to all extensions and phone numbers on the account.

How to change what extensions a user or an admin can see when logging into the portal

If you need to restrict this Admin user to seeing just several extensions and/or phone numbers, push those extensions and/or phone numbers to the right using the arrows, and click Save.  When this Admin user logs into Clarity, they will only be able to access the phone numbers and/or extensions listed in the right-hand box.

The difference between an Admin user who is restricted to certain phone numbers and/or extensions and a user-level login who is given several phone numbers and/or extensions is the fact that the Admin user has Admin menu choices/rights.  A user who is restricted to one or more extensions and/or phone numbers has only the user-level menu options.

How to enable or disable a portal user login

To the right of the user, click on the edit pencil, and click on the checkbox Enable User.  Once that is unchecked, the user will be disabled until the user is re-enabled.

To delete a portal user login, to the right of the user, click on the red “garbage can” icon, and delete the login permanently.

How to change the portal password for a user

To the right of the user, click on the edit pencil, and click on the blue Edit Password.  A box will pop open, enter the new password, and Save.

How to modify an existing user to become an admin or take away admin rights

To make a user an Admin, to the right of the user, click on the Edit Pencil.  To make them an Admin, click on the Admin checkbox.  To take away Admin rights, uncheck the Admin checkbox.

How to clear a lockout for a user

There are two locations to reset the Invalid Login Count.  From the user summary dashboard, on the right, click on the yellow icon to reset the Invalid Logon Count.

Or, click on the edit pencil to the right of the user, then click on the blue Reset Invalid Login Count.  Once you click that, a dialog box will prompt you, are you sure?  Say Yes, and the Invalid Logon Count will be cleared.