6 Important Things to Know About User Profiles
User profiles are time-saving devices that help you control access to a host of 8x8 features. A User Profile must be created before assigning a user to an extension or feature or granting administrative privileges to your Account Manager.
Here are six important things you should know about User Profiles:
1. A User Profile is required to give someone access to your 8x8 system and can be used for multiple extensions.
A User Profile must be created before assigning a user to an extension or feature, or to grant administrative privileges to your Account Manager. A User Profile can be assigned to multiple extensions, giving the user the ability to use the same username and password to access Virtual Office Online for all their extensions. Also, it is important that a user’s profile remains current, especially the user’s email address. The following User Profile fields are mandatory:
- First Name
- Last Name
- Email Address
- Username (a Username can only be used once)
2. By default, in a new User Profile the email address will be the Username, but you can change it.
There are four required fields for creating a User Profile, first and last names, email address and a username. By default when you create a new user profile, the email address will automatically populate the username field. However, you can change the username to something other than the email address. It’s important to note that usernames are restricted to a maximum of 30 characters. If your email address is longer than 30 characters, you must edit the username to be something other than the address. If you do not see the username column in your User Profile table, click the Edit Viewable/Hidden Fields button, then click the check box next to Username. Click Save.
3. User Profiles let you enter information about an individual user once, and then apply that information to multiple 8x8 features. This can save time.
For example, when you assign a User Profile to an extension, the first name and last names will automatically populate the Caller ID fields, and the email address will populate the voicemail-to-email and fax notification fields. You may change the email address in the extension configuration to another address if you desire, or the end user can edit the address using Virtual Office Online. However, doing so will only affect the extension configuration and will not change the email address on the User Profile or the email address on any other feature also associated to the User Profile.
4. Create a User Profile for extensions that are not assigned to people but are in common areas such as a conference room.
Creating User Profiles for extensions not assigned to people but in locations like a receptionist desk, front lobby, conference room, etc. will help you better identify extensions and will enable these extensions to appear in the new Contact Directory (launching fall 2014). For example, to create a user profile using Front as the first name, Lobby as the last name, enter the primary administrator’s email address and change the username to Front Lobby. Then go to the extension and assign the Front Lobby user profile to the extension.
5. Creating a User Profile does not mean that the extension user will need to create a password or automatically have access to Virtual Office Online.
Creating a User Profile does not automatically prompt that user to create a password. An end user is only prompted to create a password once you assign them to a feature that requires a password. For example, users with phone extensions equipped with Virtual Office Online will need a password to access online features or to use the mobile app.
When you assign a User Profile to one of these extensions, an email is then sent to the end user with instructions for creating a password. If the end user has already created a password for access to other 8x8 features on your system, the email will instruct the end user to use the same password for the new extension.
However, phone system administrators still have the option of disabling an end user’s access to Virtual Office Online and the mobile app by removing the check mark from the Enable Virtual Office Online box located on the Extension Information section of the Edit Extensions page (for more instructions see Assigning a User to an Extension under Phone System in the Account Manager Guide).
If you are setting up the extension for the first time for a user, and have unchecked the Enable Virtual Office box, the email sent to the end user notifying them of the new extension will not contain instructions for creating a password.
6. Disabling or removing a User Profile from an extension will not erase voicemails or faxes.
If an employee leaves your organization, you can remove access to all 8x8 phone system features in one easy step by simply disabling their User Profile. Any extension(s) assigned to that User Profile will automatically be reassigned to your system’s Primary Administrator until a new User Profile is assigned to that extension. The Primary Administrator will then have access to retrieve voicemails for that extension using Virtual Office Online. Additionally, any voicemail-to-email or fax notification emails will be sent to the Primary Administrator’s email.