Managing Users

This section describes how to manage users on your system.

About Managing Users

You can add users individually or import lists of users stored in a comma- or tab-delimited file.

You can add and deactivate user accounts but you cannot delete them. Deactivation enables you to make a user inactive but provides the ability to reactivate the user later if necessary. Reactivated user accounts regain access to meetings, recordings, and other data that they had access to before they were deactivated.

The system supports a lifetime maximum of 400,000 user accounts. This number represents the total of both active and deactivated user accounts. This lifetime maximum number is large enough to accommodate expected growth in the user database.

To prevent unauthorized sign-in to the system, make sure to deactivate any users who leave your organization. You can deactivate users in the following ways:

  • If your system does not use integrated SSO you can deactivate users individually or by importing a comma- or tab-delimited file with the ACTIVE field set to N for each user you want to deactivate. See Deactivating Users and About Comma- and Tab-Delimited Files for more information.
  • If your system uses integrated SSO you must deactivate users by removing them from the corporate directory in your SAML 2.0 IdP. This procedure is not performed by this product.
  • Use the password configuration feature to deactivate users after a specified period of time. See Configuring Your General Password Settings for more information.

Adding Users

Procedure
    Step 1   Sign in to the Administration site.
    Step 2   Select Users > Add User.
    Step 3   Select your account type (Host or Administrator).
    Step 4   Complete the fields with the user's information. Fields marked with an asterisk are required.
    Step 5   Select Save.

    The user is added to your system.

    Editing Users

    You can change user information and activate or deactivate user accounts with the edit user feature.

    Procedure
      Step 1   Sign in to the Administration site.
      Step 2   Select Users.

      The list of users appears. The default number of users shown on each page is 50. You can optionally select the Users Per Page drop-down menu and change the setting to 50 or 100.
      Step 3   Select a user to edit.
      Step 4   Make changes to the editable fields. Fields marked with an asterisk are required.
      Step 5   Optionally select the Force this user to change password on next login check box.
      Note    If SSO is enabled on your system, this feature does not apply to host accounts.
      Step 6   Optionally activate or deactivate an account:
      • Select Activate to reactivate an inactive account.
      • Select Deactivate to deactivate an account.
      Note   

      Activating or deactivating an account does not save any other changes you have made to the account. You must select Save to save your changes.
      Step 7   Select Save. This saves your changes without altering the status of the account.

      Activating Users

      After you add or import host and administrator accounts, they are active by default. Use this feature to reactivate inactive users.

      Alternatively you can activate an account on the Edit User page. See Editing Users for more information.

      Procedure
        Step 1   Sign in to the Administration site.
        Step 2   Select Users.
        Step 3   Select the check boxes for any inactive users you want to activate.
        Step 4   Select Actions > Activate.

        The selected accounts are activated and the status for each account should now be "Active."

        Deactivating Users

        You can deactivate host and administrator accounts. Deactivating an account prevents the owner of the accounts from doing the following:

        • Signing in from web pages, the Outlook plugin, and mobile applications
        • Hosting or attending meetings
        • Managing the system (if the user was an administrator)

        Alternatively you can deactivate an account on the Edit User page. See Editing Users for more information.


        Note

        Administrators cannot deactivate their own accounts.
        Procedure
          Step 1   Sign in to the Administration site.
          Step 2   Select Users.
          Step 3   Select the check boxes for any active users you want to deactivate.
          Step 4   Select Actions > Deactivate and confirm by selecting OK.

          The selected accounts are deactivated and the status for each account should now be "Inactive."

          About Comma- and Tab-Delimited Files

          Use a spreadsheet application such as Microsoft Excel to organize your user data. Save or export your spreadsheet as a comma- or tab-delimited file. Your system supports UCS Transformation Format—8 bit (UTF-8). The characters you enter in your file are limited to those specified in UTF-8. If your file contains non-ASCII characters, verify that it uses a unicode comma or tab delimiter.

          Include the following fields in your comma- or tab-delimited file:

          • USERID–The user ID.

            Note

            This field is automatically generated by the system and must be left blank when performing imports.
          • ACTIVE–Whether or not this user is active. Enter Y or N (Required).
          • FIRSTNAME–User's first name. (Required)
          • LASTNAME–User's last name. (Required)
          • EMAIL–User's email address. (Required)
          • LANGUAGE–Language of the user. See Setting Import File Field Values for more information.
          • HOSTPRIV–Host privileges. Enter ADMN or HOST.
          • TIMEZONE–Time zone in which the user is located. See Setting Import File Field Values for more information.
          • DIVISION–User's division. For tracking code group 1. This field is configurable on the Tracking Codes page. See Configuring Tracking Codes for more information.
          • DEPARTMENT–User's department. For tracking code group 2. This field is configurable on the Tracking Codes page. See Configuring Tracking Codes for more information.
          • PROJECT–User's project. For tracking code group 3. This field is configurable on the Tracking Codes page. See Configuring Tracking Codes for more information.
          • OTHER–Other information. For tracking code group 4. This field is configurable on the Tracking Codes page. See Configuring Tracking Codes for more information.
          • CUSTOM5–Custom field 5.
          • CUSTOM6–Custom field 6.
          • CUSTOM7–Custom field 7.
          • CUSTOM8–Custom field 8.
          • CUSTOM9–Custom field 9.
          • CUSTOM10–Custom field 10.

          Setting Import File Field Values

          Language Field Values

          Following are the country code field values that you can set in your import file.

          Field Value Language

          en-us

          U.S. English

          en-uk

          U.K.English

          zh-cn

          Simplified Chinese

          zh-tw

          Traditional Chinese

          jp

          Japanese

          ko

          Korean

          fr

          French

          de

          German

          it

          Italian

          es-me

          Castilian Spanish

          es

          Latin American Spanish

          nl

          Dutch

          pt-br

          Portuguese

          ru

          Russian

          Time Zone Field Values

          Following are the time zone field values that you can set in your import file.

          Field Value GMT Location

          Dateline

          -12 hr

          Marshall Islands

          Samoa

          -11 hr

          Samoa

          Hawaii

          -10 hr

          Honolulu

          Alaska

          -9 hr

          Anchorage

          Pacific

          -8 hr

          San Francisco

          Mountain

          -7 hr

          Arizona

          Mountain

          -7 hr

          Denver

          Central

          -6 hr

          Chicago

          Mexico Central

          -6 hr

          Mexico City

          Central

          -6 hr

          Saskatchewan

          S. American Pacific

          -5 hr

          Bogota

          Eastern

          -5 hr

          New York

          Eastern

          -5 hr

          Indiana

          Atlantic

          -4 hr

          Halifax

          S. American Western

          -4 hr

          Caracas

          Newfoundland

          -3.5 hr

          Newfoundland

          S. American Eastern

          -3 hr

          Brasilia

          S. American Eastern

          -3 hr

          Buenos Aires

          Mid-Atlantic

          -2 hr

          Mid-Atlantic

          Azores

          -1 hr

          Azores

          Greenwich

          0 hr

          Casablanca

          Greenwich Mean

          0 hr

          London

          Central European

          1 hr

          Amsterdam

          Central European

          1 hr

          Paris

          Central European

          1 hr

          Berlin

          Eastern European

          2 hr

          Athens

          Egypt

          2 hr

          Cairo

          South Africa

          2 hr

          Pretoria

          Eastern European

          2 hr

          Helsinki

          Israel

          2 hr

          Tel Aviv

          Saudi Arabia

          3 hr

          Riyadh

          Russia

          3 hr

          Moscow

          Nairobi

          3 hr

          Nairobi

          Iran

          3.5 hr

          Tehran

          Arabian

          4 hr

          Abu Dhabi

          Baku

          4 hr

          Baku

          Afghanistan

          4.5 hr

          Kabul

          West Asia

          5 hr

          Ekaterinburg

          Ekaterinburg

          5 hr

          Islamabad

          India

          5.5 hr

          Bombay

          Colombo

          5.5 hr

          Colombo

          Central Asia

          6 hr

          Almaty

          Bangkok

          7 hr

          Bangkok

          China

          8 hr

          Beijing

          Australia Western

          8 hr

          Perth

          Singapore

          8 hr

          Singapore

          Taipei

          8 hr

          Taipei

          Japan

          9 hr

          Tokyo

          Korea

          9 hr

          Seoul

          Yakutsk

          9 hr

          Yakutsk

          Australia Central

          9.5 hr

          Adelaide

          Australia Central

          9.5 hr

          Darwin

          Australia Eastern

          10 hr

          Brisbane

          Australia Eastern

          10 hr

          Sydney

          West Pacific

          10 hr

          Guam

          Tasmania

          10 hr

          Hobart

          Vladivostok

          10 hr

          Vladivostok

          Central Pacific

          11 hr

          Solomon Islands

          New Zealand

          12 hr

          Wellington

          Fiji

          12 hr

          Fiji

          Central European

          1 hr

          Stockholm

          Mexico Pacific

          -8 hr

          Tijuana

          Mexico Mountain

          -7 hr

          Chihuahua

          S. America Western

          -4.5 hr

          Caracas

          Malaysia

          8 hr

          Kuala Lumpur

          Importing Users

          Before You Begin

          Prepare a comma- or tab-delimited file containing your users' information. See About Comma- and Tab-Delimited Files for more information.

          Procedure
            Step 1   Sign in to the Administration site.
            Step 2   Select Users > Import/Export Users.

            The Import/Export Users page appears.
            Step 3   Select Import.

            The Import Users page appears.
            Step 4   Select Browse and then select the comma- or tab-delimited file that you want to import.
            Step 5   Select the Tab or Comma radio button to indicate which type you are importing.
            Step 6   Select Import.

            Your file is imported. After the import is complete, the system sends an email indicating how many records were imported successfully and how many failed.
            What to Do Next

            Select Users to see the users on your system. Make sure your users were imported properly.

            Exporting Users

            Procedure
              Step 1   Sign in to the Administration site.
              Step 2   Select Users > Import/Export Users.
              Step 3   Select Export.

              Your user data is exported as a CSV file. The system emails the administrator with a link to download the exported file.

              Importing Users to a New System by Using an Exported File

              Perform the following steps to import users to a new system using an exported file.

              Procedure
                Step 1   Sign in to the Administration site on the system you want to export users from.
                Step 2   Select Users > Import/Export Users.
                Step 3   Select Export.

                Your user data is exported as a comma- or tab-delimited file.
                Step 4   Open the exported file, delete all USERIDs from the file, and resave the file.
                Step 5   Sign in to the Administration site on the system to which you want to import users.
                Step 6   Select Users > Import/Export Users.

                The Import/Export Users page appears.
                Step 7   Select Import.

                The Import Users page appears.
                Step 8   Select Browse and then select the file you exported above.
                Step 9   Select the Tab or Comma radio button to indicate which type you are importing.
                Step 10   Select Import.

                Your file is imported. After the import is complete, the system sends an email indicating how many records were imported successfully and how many failed.
                What to Do Next

                Select Users to see the users on your system. Make sure your users were imported properly.

                Configuring Tracking Codes

                You can configure tracking codes to track host usage in specified groups. For example, you can configure tracking codes for projects or departments. The tracking codes you configure appear as options when you add or edit users.

                You must configure the following for each tracking code:

                • Tracking code group–Configure your tracking code groups. Tracking code groups are used when you add and edit users. The defaults are Division, Department, Project, Other, and Custom5 through Custom10.
                • Input mode–Select Text field or Dropdown menu.
                • Usage–Select Not used, Optional, or Required.
                Procedure
                  Step 1   Sign in to the Administration site.
                  Step 2   Select Users > Tracking Codes.
                  Step 3   Optionally enter the name of each tracking group you want to configure in the Tracking code group column. You do not need to change any of the fields if you intend to use the default values.
                  Step 4   Select Text Input or Dropdown Menu in the Input mode column for each tracking code.

                  If you select Text Input then you enter your tracking code name in a text field. If you select Dropdown menu an Edit list link appears next to your Input mode field. Select the Edit list link to configure the values in the dropdown menu for that tracking code. See Editing Tracking Codes for more information.

                  Note   

                  If you select Dropdown menu for one of your tracking code groups, you must select Edit list and enter one or more options for the associated dropdown menu.
                  Step 5   Select Not used, Optional, or Required in the Usage column for each tracking code.
                  Note    You should only change the Usage to Required or Optional after you have configured a dropdown menu list. An error message appears if you attempt to configure a usage setting other than Not used if you have not configured the Tracking code group and Input mode first.
                  Step 6   Select Save.

                  Your tracking code settings are saved.

                  Editing Tracking Codes

                  By default, tracking codes are displayed as text boxes. If you want to display tracking code options in a dropdown menu you must configure a list of options. After you select Dropdown menu from the Input mode dropdown menu, an Edit list link appears.

                  Before You Begin

                  To edit your tracking codes you must select Users > Tracking Codes and select Dropdown menu for your Input mode.

                  Procedure
                    Step 1   Select the Edit list link.

                    The Edit Tracking Code List dialog box appears.
                    Step 2   Configure the fields in the Edit Tracking Codes List dialog box.
                    1. Select Show active codes only to display only active tracking codes when you open this dialog box. Deselect this option to show all tracking codes. Note that you cannot select this option the first time you configure tracking codes for each Input mode.
                    2. Select Go to first empty tracking code to go to the first page with empty code fields.
                    3. Active is selected by default. You can uncheck Active to make a tracking code inactive. Inactive tracking codes do not appear on this tracking code group's dropdown menu. Check Active to activate an inactive tracking code.
                    4. Enter the menu item name in the Code text box. Limit: 128 characters.
                    5. Select the Default radio button to make this menu item the default selection for the dropdown menu.
                    6. Select Add 20 more lines to add 20 more configurable tracking code lines. Navigation links (Next, Previous, and page numbers) are added if you have more than 20 lines to display. Limit: 500 lines (25 pages).
                    7. Select a Sort radio button to set the sorting method (Do not sort, Sort ascending, Sort descending) for the tracking codes. Note that Sort only works for the current page.
                    Step 3   Select Update to save your settings.

                    Your settings are saved and the Edit Tracking Code List page closes.

                    Emailing Users

                    Use this tool to send email to your users.

                    Procedure
                      Step 1   Sign in to the Administration site.
                      Step 2   Select Users > Email Users.
                      Step 3   Enter a user's email address or an email alias you want to email in the To text box.

                      The To field is optional for 50-user and 250-user deployments, and required for 800-user and 2,000-users deployments. If you do not specify a recipient, the email is sent to the first administrator configured on the system.
                      Step 4   Optionally enter email addresses in the BCC text box.
                      Step 5   Enter your subject in the Subject text field.
                      Step 6   Enter your message in the Message box.
                      Step 7   Select Send.