How to Invite a New User and Assign Permissions
Invite a teammate to the correct location, choose an extension and access rights, and complete the checks that make their account ready to use.
An invitation starts a person's portal access. Plan their extension, permissions and messaging numbers together so they can use the tools required for their work.
Before you invite someone
- Confirm the business location shown at the top of Office. Use the location where the person will work; access at one location is not proof of access at another.
- Have the person's correct email, first name and last name ready. Use an address they can open to receive the invitation.
- Decide which existing extension belongs with their work. Selecting an extension here is separate from configuring a desk phone or choosing an outgoing SMS number.
- Decide which features they need. If Users or Add User is unavailable, ask the person who manages access for your business.
Send the invitation
- Open Settings → Users in the left menu.
- Click Add User.
- In Account details, enter Email address, First name and Last name. Check the spelling before continuing.
- Select the intended Extension. Review the selection even if Office already displays one.
- In Access rights, select the required permissions. Open the question-mark help beside a permission to read its scope.
- Review the location, email, extension and access choices, then click Send invitation.
- Check the result shown by Office. Return to the user list and search for the email before trying to create the same person again.
Blank invitation fields for email address, first name and last name.
The person receives an invitation email and follows it to set up their password. They should keep their password private; the administrator does not need to collect it.
Choose permissions deliberately
Business Administrator is broad access. Full Worker includes several working permissions, including AI Administrator. Other permissions also include related access: for example, Calendar Administrator includes Contact Administrator. A checked or unavailable checkbox can reflect an included permission.
Review the complete combination before assuming that unchecking one box removes access. For someone who should only see their own extension's call history, review Calls - Own Extension Only together with the person's broader call permissions. See the full permissions guide for the complete list and included rights.
Finish the messaging setup
After the user exists, open their edit page and review SMS / MMS numbers. Use Edit numbers, select the intended business numbers and confirm with Use N numbers, where N is the selection count. Choose an assigned Default number, then save the main user form with Save changes.
A call extension, permission to use texting and access to a messaging number are separate parts of the setup. Follow the SMS/MMS assignment guide if the user cannot see a number or start a conversation from it.
If the invitation does not arrive
- Confirm that Office showed a successful result and that the expected email appears in the correct location's user list.
- Ask the recipient to check spam, quarantine and any filtering used by their business email provider.
- Compare the saved address with the mailbox they actually use. A typo, alias or invitation for another location can cause confusion.
- If the person already has an account but has forgotten the password, use the password reset guide. Do not create a duplicate user as a password workaround.
- If the invitation is still missing or its link does not work, contact Support with the location, invitation time and time zone, account email and exact error. Share account details privately through the support channel; never send a password.
Do not assume an invitation expiry period or resend option. Follow the controls and messages Office presents for that account, or have Support review it.
Check the first sign-in
- Have the teammate sign in and confirm the intended location.
- Check that the features they need are available and that unrelated administration access was not added just to make a menu appear.
- For calling, check their extension and call-history scope. For messaging, check the available business numbers and the default for a new conversation.
- Review access again when their responsibilities change. Use the user management guide when editing or removing access later.