The
BT Cloud Phone User group feature associates Users based on the organisation's hierarchy. Administrators can create User groups and assign who gets to manage the group. They control who gets access to view or create User groups. Group managers are responsible for managing and modifying the group members' settings as allowed by the Administrator. They can access and customise the group's Reports, as well as view the Call Log of each group member.
The
Account Administrator can either assign a
User Admin role to the
Group manager or create a
custom User Role to allow the Group manager to access and modify the group's settings later on. Once the right User Role has been assigned to the Group manager, the
Super Admin,
User Admin, or any other User with correct permissions can then create and assign members to the User group.
IMPORTANT: When creating a custom User Role, the Account Administrator must make sure the User Group manager will be able to access and modify the group members' settings. Refer to User Roles and Permissions Overview | BT Cloud Phone for more information about assigning or creating custom User Roles.Several User groups can be created as required for your organisation. A flat, non-nested group structure is currently supported. Users may belong to multiple groups. For example, a Director with 2 team managers (and their team members) may need to have 3 User groups created: one group for each of the team managers and an overall group for the Director that includes both team managers.
Availability
The User group feature is available to customers with BT Cloud Phone Connect and Collaborate.
Key Feature and Benefits
• User groups facilitate the organisation of a custom group under an assigned Group manager.
• Allows Users to belong to multiple groups.
• Group managers can access and modify all the group members’ User Details.
• Group managers can view the group members' Reports data and Call Log.
Limitations
• A Group manager must also be a member of the group.
• There can only be one Group manager.
• A User group must have at least 1 member.
Click on links below to learn more:
See Also:
Creating a User group on the BT Cloud Phone Portal
Creating a User group involves adding members to the group and assigning a Group manager who can modify the members' settings and view their Call Logs and Reports. The
User Templates Overview | BT Cloud Phone can help simplify the assignment of Users to User groups.
IMPORTANT: The Group manager must have at least a User Admin role and permission to access the group manager interface. You may review User Roles and Permissions Overview | BT Cloud Phone for more information. Follow the steps below to create a User group:
1.
Log in as an Administrator to the BT Cloud Phone Portal. 2. Go to
Users >
User groups.3. If you are creating a User group for the first time, click
Create. Otherwise, click the
New Group 
button.
4.
Describe User Group: Enter a name for the User group. You may consider including details about the permissions or types of Users in this group.
5. Click
Next.
6.
Add Members: Tick the check box before the name/s of the User/Users to add. In this example, all selected Users are shown (by clicking
Show selected).
7. Click
Next.
8.
Select Group Manager: Select a Group manager from the list then click
Done.
IMPORTANT: The selected Group manager must at least have a User Admin role and permission or a custom User role that would allow him/her to access and modify the group members' settings. For more information, go to User Roles and Permissions Overview | BT Cloud Phone.9. A notification window appears after the User group has been successfully created. Click the
X button to close the window.
Edit a User group
1.
Log in as an Administrator to the BT Cloud Phone Portal. 2. Go to
Users >
User groups.
3. Select the User group that you want to modify
4. On the User group's page you may do the following:
Overview tab - Click the
Edit button to modify the
Name,
Description, and
Group manager. You may also click the
Delete button to delete the User group.
Members tab - Click
Add Member to add new users to the User group. To remove a member, tick the box beside the user and click the
Remove button.
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Modify User groups via User details
3. Click the row of the User that needs to be modified.
4. Go to User details > Settings & Permissions. Click Edit under User groups.
5. Tick the check box on the user groups where you want to add the user. You may also untick the check box if you want to remove the User from the group.
6. Click Save to save your changes.
NOTE: You cannot remove a group manager from the user group.
Adding or Removing a User from several groups on the Mobile app
1. Log in as an Administrator to your BT Cloud Phone Mobile app.
2. Tap your Profile picture.
3. Tap Phone system.
4. Tap Users.
5. Tap the User whose settings need to be modified.
6. Tap User info.
7. Scroll to the bottom part of the User info screen. Tap User groups.
8. Toggle the slider button to add or remove the User to a group. Tap Save.
User groups Frequently Asked Questions
1. How many Group managers can a User group have?
There can only be one Group manager per User group.
2. Can we have nested groups?
At this time only a flat structure is supported. So, if a manager has two team managers (and their team members) you can create 3 User groups: one group for each team manager, and a group for the overall manager which includes everyone.
3. What happens when a User's current role prior to being a Group manager has more permissions?
The Group manager's existing role (as Super Admin, User Admin, etc) combines with the Group manager role. You must ensure that the existing role has the right permissions as needed so that User access is controlled. You can review and modify the User role through the BT Cloud Phone Portal -
User Roles and Permissions Overview | BT Cloud Phone if necessary.
