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Premier - How to Set Up and Manage Users in the Portal

As a Premier account admin, you can add new users right from your Voiply portal. Each new user gets their own extension. You can give them a brand new phone number or one you already own, and you can also choose a desk phone or set them up to use the app only. This guide walks you through adding a user from start to finish. It also shows you how to set up and manage that user afterward.

Before You Start

  • You need admin access to the Premier portal.
  • Adding a user adds a new seat to your plan, so check the monthly cost shown before you confirm.
  • Have the user's first name, last name, email, and a free extension number ready. Extensions can be any number from 100 to 699.

Step 1: Open the Users Page

  1. Log in to your Voiply portal.
  2. In the top menu, click Users.

Step 2: Start a New User

On the Users page, you'll see all of your current users and a count at the top.

  1. Click the Add User button in the top right.

This opens a short setup with three steps.

Step 3: Enter the User's Information (Step 1 of 3)

Fill in these details:

  • First Name
  • Last Name
  • Email Address (this is where the user receives their login and setup info)
  • Extension Number (any number from 100 to 699, digits only)

When you're done, click Continue.

Step 4: Choose a Phone Number (Step 2 of 3)

Next, decide how this user will get their phone number. You have two choices.

Option A: New Phone Number

  1. Click New Phone Number.
  2. Type a 3-digit area code to search for available numbers.
  3. Choose a number from the list, then click Continue.

A new number is included with the user's seat, so there's no extra charge.

Option B: Use an Existing Number

  1. Click Use Existing Number.
  2. Open the Choose a phone number dropdown and pick a number already on your account.
  3. Click Continue.

Step 5: Choose a Desk Phone or App Only (Step 3 of 3)

Now decide whether this user needs a physical desk phone.

Option A: Yes, Add a Desk Phone

  1. Click Yes, add a desk phone.
  2. Browse the phone lineup and select a model. Some phones are free, and others show a one-time cost on each card.

Managed desk phones include setup and ongoing support for $5 per month.

Option B: No, App Only

Click No, app only if the user will make and take calls using the Voiply mobile or desktop app. There's no extra phone cost with this option.

When you're ready, click Add User to Order.

Step 6: Review and Add Another User (Optional)

You'll see the user you just set up, along with their extension, number, and monthly cost.

From here you can:

  • Click Add Another User to set up more users the same way.
  • Click Place Your Order when you're finished.

Taxes are calculated at checkout.

Step 7: Place Your Order

On the Order Confirmation screen, review the summary one more time. You'll see the user's seat, their number, and the total due today.

A few things to know about billing:

  • The new seat is prorated for the rest of your current billing cycle. This means you only pay for the days left in the cycle.
  • After that, you'll be charged the full monthly amount each cycle going forward.
  • Your payment method on file is charged automatically.

When everything looks right, click Place Your Order to finish. Your new user is now active and ready to set up.

Set Up and Manage a User

After a user is added, you can adjust their settings at any time.

Open a User's Settings

  1. Click Users in the top menu.
  2. Find the user in your list and click their name.

This opens their settings page. Near the top you'll see their connected devices and their current status. Below that are three tabs: Profile, Voicemail, and Call Forwarding.

Devices

The Devices section shows where the user is signed in:

  • Desktop App
  • IP Phone
  • Mobile App

A small dot next to each one shows whether that device is connected.

Profile Tab

The Profile tab is where you manage the user's main details:

  • Name and email
  • Caller ID Name and Caller ID Number (the name can be up to 15 characters)
  • Emergency Callback Number for E911 (this is the number shared with 911 dispatchers if the user dials 911)
  • Show in Company Directory (turn this on to list the user in your directory)
  • Timezone and Record Calls settings
  • International Calling (turn this on to allow calls outside the US and Canada)

Click Save Profile when you're done.

Voicemail Tab

The Voicemail tab lets you manage the user's voicemail box:

  • Turn voicemail on or off
  • Set a 4-digit voicemail PIN
  • Choose how many rings before a call goes to voicemail
  • Turn on Announce Time or Announce Caller if you'd like

You can also set up a voicemail greeting in one of two ways:

  • Generate with AI: pick a voice, type the greeting text (up to 500 characters), then click Play to preview it.
  • Upload Audio: upload your own recording.

Click Update Greeting to save it.

Call Forwarding Tab

The Call Forwarding tab lets you send the user's incoming calls to an outside number.

  1. Turn on Enable Call Forwarding.
  2. Enter the number where calls should go.
  3. Click Save Forwarding.

Disable or Delete a User

Near the top of the user's settings page, you'll find two more options:

  • Disable temporarily turns off the user without removing them. This is helpful if someone is away or on leave. You can turn them back on later.
  • Delete removes the user for good. Keep in mind that removing a seat may change your monthly bill.