What is a Manager Login?
A Manager login is a configurable and restrictable account that allows a business to set boundaries on a user’s feature and data access.
Within the TMS Users page, it is possible to create managers, set permissions, create roles and distribute extensions, campaigns and queues. “Distribution” simply denotes visibility, i.e. whether the Manager is able to see these objects and their associated data. Managers can further create other manager accounts for those who report to them and assign them permissions. They can also distribute extensions, campaigns or queues to be visible to them and allocate specific permissions to extension users.
Managers are able to take ownership of their department’s extensions directly with the “Put Under Management” icon. If the extension is currently owned by another manager, they will need to release ownership before the new manager can assume it, with the exception of the PBX Admin, who can overwrite ownership. Only the “owner” manager can set the permissions on an extension, and an extension can only be “owned” by a single manager at a time.
Adding/Removing a Manager
On the Managers page, new managers can be added to an organisation. Different managers can be created within a company - for instance, a sales manager or accountant. An accountant may only need to access “Billing & Accounts” menu items, whilst a sales manager will need to be able to see their team members and the data relevant to them.
From the “Add Manager” pop-up, the user can either choose an existing TMS Login for a manager or create a new one. If the “Create TMS Account” option is selected, the manager's details will need to be provided.
A manager can not be removed when they have queues, campaigns, extensions or sub-managers (Group leaders) assigned to them.
Permissions
Managers can provide permissions for managers or extensions that they manage. These permissions are set to ensure a manager or extension has the ability to execute their specified tasks and responsibilities but does not have access to unnecessary features or data.
The permissions available to be set are according to their account type; the options available for an extension and manager account type differ. Roles can also be used to manage permissions, and are assigned to an account on the permissions tab.
Remember: If certain permissions are not enabled for a manager, then that manager will not be able to enable those permissions for any extension users or managers under them. This is different from Features, which are available to assign even if the manager does not have these enabled.
Roles
A role is a set of permissions that can be used as a template and applied to other users. Bear in mind that the permission options available differ between user account types.
By applying a role, the permissions used in the role will be applied to that user. User roles usually correlate with their department function but can also be tailored to an individual's job function.
For example, a role can be allocated to an extension within the finance group or within the sales group. This role could then be called “Finance” or “Sales”.
Assigning Roles
A manager can assign roles to extensions in two ways::
By going to the “Assign Roles” option on the “Roles” tab and Adding the extensions under their management to the role.
By opening the extension in the “Distribution” tab and assigning a role. This will overwrite the default role.
Should a user’s permissions be updated after the role is applied, their role will change to “Custom” as they are no longer within the scope of that role. Alternatively, should a role be updated, then each user having that role will be updated accordingly.
Distribution
Distribution is when an object such as an Extension, Queue or Campaign is allocated to a manager. To do this, these objects will need to have already been set up (refer to relevant chapters for more information).
Distribution can also happen automatically, such as when a manager creates a queue or campaign.
Distribution differs from ownership. If an extension is distributed to a manager, it will only be visible to them. Whereas if they own an extension, they will be able to set permissions for it.
Distribution can also apply to several managers, i.e. an extension can be visible to multiple managers, such as with a direct report and a quality manager, but can only be owned/managed by one manager.
An extension can be distributed in the “TMS Users/Manager” menu under the Distribution tab.
If it is not already owned, a manager can take ownership of an extension that is distributed to them by selecting the “Put Under Management” button within the extension settings in the Distribution tab.
Managers can view which extensions have a TMS login from this page. Extensions not linked to a TMS login have a RED icon whereas ones already linked to a TMS login have a BLUE icon.
