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Tenant Admin: Managing Users

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This support article provides the necessary steps for the following procedures:

 

Logging In as a Tenant Admin

 

To log in to the Admin portal:

  1. Enter the IP address or FQDN for the VidyoPortal™ in the address bar of a web browser, followed by a forward slash and the word “admin”: http://[IP address or FQDN]/admin.

    The Login pop-up displays.

    Logging_In.png

  2. Enter the default Admin user name and password:
    • User Name: admin
    • Password: password (case sensitive)

  3. Click Login.

Setting the Language for the Admin Interface

You can select the language of the VidyoPortal™ Admin interface before or after you log into the system.

To set the language for the Admin portal:

  1. Select your desired language using the language drop-down on the upper right corner of the Admin Login page (before or after logging into the system).

    Setting_Language.png

    The Admin interface is available in these 15 languages:
    • Chinese (Simplified)
    • Chinese (Traditional)
    • English
    • Finnish
    • French
    • German
    • Italian
    • Japanese
    • Korean
    • Polish
    • Portuguese
    • Russian
    • Spanish
    • Thai
    • Turkish

    The Admin interface is immediately modified once you select your preferred language using the language drop-down.

    Any changes you make to the preferred language have no effect on any other interfaces, such as the VidyoDesktop™ interface.

Using the Manage Users Table

You can use the Manage Users table to view, delete, and manage the users.

To use the Manage Users table:

  1. Log in to the Admin portal using your Admin account.

    For more information, see Logging in to the Tenant Admin Portal.

    The Users page displays by default. This page lists the users in a table format. You can drag and drop the column headings to arrange them in the order you prefer.

    Manage_Users_Table.png

  2. Search by member name, extension, type, group name, and whether or not the user account is enabled using the various fields above the table.

    The member name search works for both display names and usernames. These names are the ones that display in the VidyoPortal™ and may not necessarily be the user's full name.

  3. Use the following buttons at the bottom of the page to change your view of the table:
    • Click the Refresh button to refresh the table.
    • Click the First Page, Previous Page, Next Page, and Last Page direction arrows to scroll through multiple pages of results in the table.
    • Enter a page number to access a specific page of results in the table.

 

Adding New Users

As the administrator, you can add yourself and others as users. You can add different types of users such as Admins, Normal users, Executive users, and other user types as described in this article.

To add a new user:

  1. Log in to the Admin portal using your Admin account.

    For more information, see Logging in to the Tenant Admin Portal.

    The Users page displays by default.

  2. Click Add User at the bottom of the page.

    The Add User: New User pop-up displays.

    Adding_New_Users_1.png

  3. Select one of the following options from the User Type drop-down:
      • Select Admin to provide the new user with administrative privileges and capabilities.

      • Select Operator to provide the user with the ability to manage users and meeting rooms. The operator has the same rights as the administrator except an operator cannot change any system settings or manage groups.

      • Select Normal to provide the user with the ability to join meetings, control their own meetings, and place direct calls. Normal users can also change their passwords, set their PIN codes, and invite guests, unless the administrator has disabled these capabilities.

      • Select VidyoRoom to create an account for a physical Vidyo® endpoint appliance. A VidyoRoom™ has the same rights as a normal user.

    • Select Executive to create Executive Desktop users. Executive Desktop licenses are a feature of the standard VidyoLines™ licensing model; however, Executive Desktop licenses are purchases as separate licenses in your VidyoLines package. Each Executive Desktop has guaranteed system access. Therefore, if you purchase 100 VidyoLines and five Executive Desktops, then even when your system is at full capacity, your five users with Executive Desktop privileges can still make calls.

  4. Enter information into the following required fields:
    • Enter a user name, which is the name the user provides when logging in to the system, in the User Name field.

      The user name must be alphanumeric, and it cannot contain any spaces or punctuation except for the @ sign, periods, underscores, or dashes. The maximum length is 80 characters. If your intended entry has already been taken, you are prompted to select a different name.

    • Enter a password in the Password and Verify Password fields.

      You must enter the password two times to set it. Users may change their own passwords later. Like the user name, the password also has a maximum length of 40 characters, but there is no limitation regarding which characters you can use.

    • Enter a display name for the user you are adding in the Display Name field.

      For VidyoRoom systems, the display name is the system name set by the administrator and the name that displays in the top-left corner of the home page. For VidyoDesktop™ systems, the users' display name appears below their video images when they are in a conference using VidyoDesktop, and it also appears on the Participants List.

    • Enter a valid email address for the user in the E-Mail Address field.

      This is the address to which the new account email is sent. If notifications are enabled and a user's email address is not set correctly, the user may not be able to use the Forgot Password function.

    • Enter the numeric extension you want associated with the user in the Extension field.

      This value must be unique for each user. If your intended entry has already been taken, you'll be prompted to select a different extension.

    • Select either the default group or another group you have created in the Group field.

      Changing the group may change the maximum number of users and the bandwidth allowed for the user's personal meeting room. The groups must be defined before you can assign users to them. For more information about groups, contact Vidyo Support.

    • Select either the default proxy or another proxy you have created in the Proxy field.

      You must define proxies before assigning them. For more information about proxies, contact Vidyo Support.

    • Select the user's location tag from the Location Tag drop-down.

      For more information, contact Vidyo Support.

    • Select the language for the specific user you are adding in the Language Preference field.

      Select System Language to apply the currently selected system-wide language (for more information, see Setting the System Language above. Otherwise, select any other language to change the language for this specific user only.

    • Deselect the Allowed to log in to user portal checkbox if you want to disable the user’s ability to log in to the User portal, or leave selected.

      Normal users are required to log in, but Administrators and Operators may not be required to log in.

    • Leave the Status checkbox selected to enable the new user’s room.

    • Deselect the Status checkbox if you want to put a user on hold with all of their information intact. When this checkbox is selected, the user does not show up in searches in the VidyoPortal and is not able to log in.

  5. Select the Additional Information checkbox if you want to enter additional information about the new user in the following fields:

    Adding_New_Users_2.png

    • Enter a primary phone number for the new user in the Phone Number 1 field if necessary.

    • Enter a secondary phone number for the new user in the Phone Number 2 field if necessary.

    • Enter a tertiary phone number for the new user in the Phone Number 3 field if necessary.

    • Enter the department that the new user is associated with in the Department field if necessary.

    • Enter the new user's title in the Title field if necessary.

    • Enter a primary location (e.g., New York Office) for the new user in the Location field.

    • Enter an IM address for the new user in the IM field if necessary.

    • Enter any details or data regarding the user in the Description field if necessary.

  6. Click Save.
    • If information is missing, incorrect, or already in the system, an error message displays at the top of the page indicating which field must be addressed.
    • When all required fields are complete and valid, the data is saved to the database, the main table is displayed, and a success message is displayed at the top of the page.

  7. Repeat the steps in this procedure for every user you want to add.

 

Editing Users

To edit a user:

  1. Log in to the Admin portal using your Admin account.

    For more information, see Logging in to the Tenant Admin Portal.

    The Users page displays by default.

  2. Find the user you wish to edit by using the search filters, sorting on the headers, or by pagination.

  3. Click the name of the user that needs to be edited.

    The Edit User pop-up displays.

    Editing_Users.png

  4. Edit the user's information as needed.

    You can edit any of the settings. For a description of these settings, see Adding New Users above. 

  5. Click Save.

If information is missing, incorrect, or already in the system, an error message displays at the top of the page indicating which fields must be addressed.

When all required fields are complete and valid, the data is saved to the database, and the main table displays.

 

Deleting Users

If a user leaves the organization or no longer has access to the system and needs to be removed, you can completely delete a user from the system.

To delete a user:

  1. Log in to the Admin portal using your Admin account.

    For more information, see Logging in to the Tenant Admin Portal.

    The Users page displays by default.

    Deleting_Users.png

  2. Find the user you wish to delete by using the search filters, sorting on the headers, or by pagination.

  3. Select one or more checkboxes at the left of the row of the user(s) that need to be deleted.

  4. Click Delete at the bottom of the page and answer Yes to all prompts.

Deleting a user also deletes all of the personal, public, and scheduled rooms they created. Once a user is deleted from the system, it cannot be undone.


As an alternative to deleting a user, you can clear the Enabled checkbox on the User's page to change the user's status to disabled. Disabling a user puts them on hold with all of his or her information intact. That user will not show up in searches in the VidyoPortal™ and will not be able to log in; however, you can re-enable them at any time. For more information, see Editing Users above.  

 

Exporting Users

If you need to add multiple user accounts, you can do so by first exporting a .csv or .veb file that contains the user information, and then importing that file. This article explains how to export users. For information about how to import users, see Importing Users below. 

To export users:

  1. Log in to the Admin portal using your Admin account.

    For more information, see Logging in to the Tenant Admin Portal.

    The Users page displays by default.

  2. Click Export Users on the bottom of the page.

    The Export Users pop-up displays.

    Exporting_Users.png

  3. Select the appropriate output file format:
    • Select .csv to export the user account data without corresponding passwords in the standard comma-separated value format.

      For more information, see Exporting .CSV Files below. 

    • Select .veb to export the user account data along with corresponding hashed passwords as a .veb file. The .veb format is an encrypted and password-protected format.

  4. Click Export.


Exporting .CSV Files

When exporting a .csv file, the first line of the file is considered the header and is not imported as one of the added users. All .csv files must use UTF8 encoding. The following image shows the .csv data in a spreadsheet.

Exporting_CSV_Files.png

The columns in the .csv file are described below:

  • The User Type column show the various user types. You can import all types of users including admins, operators, VidyoRooms, executives, and legacy devices. However, when imported, they are all created as the Normal user type.

  • The Username, Password, Fullname, and Email columns provide details about the user.

  • The Extension column shows the user's unique extension.

    The extension values must be numeric values.

  • The Group column shows the provisioned group to which the user belongs.

    The groups must be defined before you can assign users to them. For more information about groups, contact Vidyo Support.

  • The Language column shows the two-letter language code for the user.

  • The Description column shows the optional information that may have been entered when the user was added.

    For more information, see Adding New Users above. 

  • The Proxy column shows the optional proxy to which the user has been assigned.

    For more information, see Adding New Users above.

  • The LocationTag column shows the location tag to which the user has been assigned.

    For more information, see Adding New Users above.

Except for Proxy and Description, all user account fields are required when importing users.

 

Importing Users

If you need to add multiple user accounts, you can do so by importing a .csv or .veb file that contains the user information. All imported users are created as the Normal user type.

Imported users do not trigger new user account notifications; therefore, administrators should directly email the login credentials to all imported users.


To import users:

  1. Log in to the Admin portal using your Admin account.

    For more information, see Logging in to the Tenant Admin Portal.

    The Users page displays by default.

  2. Click Import Users on the bottom of the page.

    The Import Users pop-up displays.

    Importing_Users.png

  3. Click Browse....

  4. Locate and open your .csv or .veb file.

  5. Enter a password to protect the .veb file bundle if you want to import a .veb file.

  6. Click Import Users.

    A message displays confirming the number of imported users.
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