Creating Users

This guide walks you through the process of creating new users in OPBX.

Who Can Create Users?

User creation is restricted to users with specific roles:

Your Role	Can Create
Owner	Owner, PBX Admin, PBX User, Reporter
PBX Admin	PBX User, Reporter
PBX User	❌ Cannot create users
Reporter	❌ Cannot create users

Prerequisites

Before creating a user, ensure you have:

• Appropriate role permissions (Owner or PBX Admin)
• Available user license seats (if applicable)
• An available extension (if assigning during creation)

Step-by-Step User Creation

Step 1: Access the Users Page

1. Log in to OPBX
2. Navigate to Users in the main navigation menu
3. Click the Create User button

Step 2: Fill in User Details

Enter the following required information:

Required Fields

Field	Description	Example
Name	Full name of the user	"Jane Smith"
Email	Valid email address	"jane.smith@company.com"
Role	User's role in the system	PBX User

Optional Fields

Field	Description	Notes
Password	Initial password	If not set, user may need to set password on first login
Extension	Phone extension to assign	Select from available extensions
Status	Account status	Defaults to "Active"

Step 3: Select Role

Choose the appropriate role based on the user's responsibilities:

• Owner - For organization administrators who need full control
• PBX Admin - For IT staff who manage the phone system
• PBX User - For employees who need phone extensions
• Reporter - For managers who only need to view reports

Role Selection

When in doubt, start users with the least privileged role (PBX User or Reporter) and escalate as needed. It's easier to grant more permissions than to remove them.

Step 4: Assign Extension (Optional)

If the user needs a phone extension:

1. Toggle the Assign Extension option
2. Select an available extension from the dropdown
3. The extension list shows only unassigned extensions

Extension Assignment

You can create a user without an extension and assign one later. See Extension Assignment for details.

Step 5: Set Password (Optional)

You have two options for setting the password:

Option A: Set Initial Password

• Enter a temporary password
• Share it securely with the user
• User should change it on first login

Option B: Leave Blank

• System may generate a password reset link
• User sets their own password via email
• More secure option

Step 6: Save the User

1. Review all entered information
2. Click Create User
3. The user will be created and appear in the users list

Validation Rules

When creating a user, the following validations apply:

Field	Rule	Error Message
Name	Minimum 2 characters	"Name must be at least 2 characters"
Email	Must be valid email format	"Invalid email address"
Email	Must be unique in organization	"Email already exists"
Password	Minimum 8 characters (if provided)	"Password must be at least 8 characters"
Role	Must be a valid role	"Invalid role selected"

After Creating a User

Once a user is created:

1. User receives notification (if email is configured)
2. User can log in using their email and password
3. Audit log entry is created recording who created the user
4. Extension is linked (if assigned during creation)

Bulk User Creation

Currently, OPBX supports creating users one at a time through the web interface. For bulk creation:

• Use the API to script user creation
• Contact support for assistance with large migrations

Troubleshooting

"Email already exists" Error

Problem: The email address is already in use by another user in the organization.

Solution:

• Use a different email address
• Check if the user already exists in the system
• Deactivate the existing user if they're no longer needed

Cannot Select Desired Role

Problem: The role you want to assign is not available in the dropdown.

Solution:

• Check your own role - you may not have permission to create users with that role
• Owners can create all roles
• PBX Admins can only create PBX Users and Reporters

No Available Extensions

Problem: The extension dropdown is empty or the desired extension is not available.

Solution:

• Create additional extensions first
• Unassign the extension from another user
• Check if extensions are limited by your plan

"Cannot create user" Error

Problem: Generic error preventing user creation.

Solution:

• Check all required fields are filled
• Verify email format is correct
• Ensure you have permission to create users
• Check system logs for detailed error messages

Best Practices

1. Use corporate email addresses - Avoid personal emails for business accounts
2. Start with least privilege - Assign the minimum role needed for the job
3. Set strong initial passwords - If setting passwords manually, use strong, unique passwords
4. Document user creation - Keep records of who was created and when
5. Assign extensions promptly - Users need extensions to make/receive calls

Next Steps

After creating users:

• Configure extension settings
• Set up ring groups
• Review role permissions

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Related Documentation:

• Role-Based Access Control - Understanding user roles
• Extension Assignment - Linking users to extensions
• Managing User Status - Activating and deactivating users