Module 11 · Invite your team

Leer en español: Módulo 11 · Invita a tu equipo.

Goal: give another person at your agency access to the dashboard without making up a password for them, and know what they see and what you see at each step. Time: ~5 minutes · You need: to have signed in to the dashboard with your own user.

Each person signs in to the dashboard with their own email and their own password, so every action is attributed to someone. You do not create anyone's account or set their password: you invite them, and they choose the password when they accept. It all happens in Security → Console Users.

1. Invite

On the Invite a console user card you type the person's Email and, if you like, their Full name (the field is optional), and press Send invitation.

• If this person will take calls, the invitation email must be the same as the seat's (Seat Roster, Module 19). That is what links the user to their seat; with no active seat under that email the user can sign in to the console but cannot check in to take calls. The dashboard reminds you after inviting: «To take calls, the person also needs a seat with that same email, in the seat roster».
• The person joins as a Member, and the dashboard says so when you invite. A Member uses the console but cannot register transfer destinations, upgrade the plan, or invite or disable other people, nor disable an admin. If your account has no active admin yet, any member can invite and disable other people, and the dashboard warns about that too. To make someone an Account admin, ask your account manager: it is not changed from here. (This is the console role; do not confuse it with a seat's floor role, Module 19.)
• The dashboard answers Invitation sent to that address. It receives a single-use link, valid for 72 hours.
• The person is not a user yet: they stay under Pending invitations until they accept.
• The answer is the same even if that address already has an account with another Dialer Digital company. In that case it gets no link but a notice that it already has an account, and its invitation stays on your list and expires like any other. Your account cannot find out who works with another one, and the others cannot find it out about yours.
• If the address is already a user of your account, the dashboard tells you and sends nothing. If that person was disabled, re-enable them on the user list; there is no need to invite them.
• If you send too many invitations in a short time, the dashboard asks you to wait a few minutes: nothing was sent.

2. What the invited person sees

The link in the email opens the Set up your account screen. There they choose their Password (12 to 128 characters), repeat it in Confirm password and press Accept invitation. They will sign in with the address the invitation was sent to, and the dashboard takes them to the sign-in screen to sign in for the first time.

• If the password is not accepted, the invitation is still valid: they choose another one and try again.
• The console also refuses passwords that are too easy to guess: very common or leaked ones (such as Password123456 or Summer2024!), ones that repeat a few characters, ones that contain the person's email name or your company's name. The screen says which reason applies, and nothing is spent: the link stays valid. The same check applies when someone resets or changes their password. Passwords that already exist are not checked. A long phrase of your own is the easy way through.
• If the link no longer works — it expired, it was already used, or you sent a newer one — the screen asks the person to ask you for a new invitation.

3. Resend, expire and disable

• Under Pending invitations you see each invitation with its date under Expires and its status, pending or expired. An expired one is not an error: press Resend.
• Resending, or inviting the same address again, replaces the previous link: the old one stops working.
• When the person accepts, they leave the invitations and appear on the user list.
• Disable signs a user out of every device at once. The row is kept, because users are audit evidence. Re-enable gives them access back, but not the sessions that were ended: they sign in again with their password. You cannot disable your own user, nor the account's only active admin.
• What disabling does NOT close (the dashboard tells you before you confirm): the API keys that person issued stay live unless Dialer Digital turned on automatic revocation for your account. After disabling, the dashboard tells you how many remain and takes you to Security → API keys, where each key shows Issued by and Last used: revoke them there. If the person had a seat linked by email, disabling the user also takes it off the floor, evicts its SIP phone and switches off its widget login (the account's default option); the seat itself is not deactivated: it keeps counting against the ceiling and the invoice until you deactivate it in the roster (Module 19).

What this screen does not do

Console roles are shown, but not changed here: promoting someone to Account admin is done by Dialer Digital, not self-service. SSO (SAML) and MFA are configured in Security (see Module 12). If someone forgets their password, they recover it with Forgot password? on the sign-in screen; you cannot set it for them.

If your team creates users over the API, the same flow is in the developer documentation, with the migration note for integrations that still send a password.

What you learned

• That the dashboard has one user per person, and that the password is always chosen by the invited person.
• That an invitation answers the same whether or not the address has an account with another company, and why.
• How to resend an expired invitation, and what happens to sessions when you disable and re-enable someone.

This is the last module of the Academy path.