Adding users in bulk

Last Updated : Dec 15, 2023 |

About this task

Add up to 5000 users simultaneously. When bulk-adding users, you must first download a template in .xlsx or .xls formats from Avaya Cloud Office Service Web. Then, complete the required fields following the instructions, and upload the template back to Avaya Cloud Office Service Web.

You can customize the template to fit your organizational needs before downloading it. If you do not add the optional Roles column to your template, users are assigned the default role, which is the Standard (International) role.

The types of users you can add in bulk are as follows:

  • Users without a device

  • Users with an extension and a softphone

  • Users with an extension and a deskphone

  • Users with an extension and an existing device

Before you begin

  • If you plan to add users with phones or softphones, ensure that you have unassigned phone numbers in your inventory.

  • If you plan to add users with phones, make sure that you have unassigned phones in your account.

  • Ensure that you add emergency response locations for your company locations.

Procedure

  1. From the Admin Portal homepage, navigate to Users > User List > Users with Extensions.
  2. At the top-right corner of the list, click Add Users in Bulk.
  3. On the Add users in bulk window, click Download template.

    Avaya Cloud Office Service Web displays the Customize template window.

  4. On the Customize template window, configure the mandatory columns of the template as follows:
    1. From the Emergency Response Location list, select the appropriate location or locations.
    2. If you have multiple sites, select the appropriate site or sites.
    3. If you have assigned cost centers, select the appropriate cost center or cost centers.
  5. Optional Customize the optional columns.
  6. From the bottom-left corner, select the format of the template.
  7. Click Download.

    Your browser starts downloading the Add Users in Bulk template.

    Avaya Cloud Office Service Web redirects you to the Add users in bulk window.

  8. Open the Add Users in Bulk template, follow the instructions on the Instructions sheet, and complete the Add_New_Assigned_Ext. sheet accordingly.
  9. Save your changes on the template.
  10. Return to the Add users in bulk window and do one of the following to upload your template:

    • Drag and drop your file to the highlighted area.

    • Click Upload file and select the template.

  11. Click Next.

    Avaya Cloud Office Service Web displays the Setup Options window.

  12. Optional To allow users to have multiple accounts, under Will you require to have unique emails?, select No.
  13. Select one of the following options for activating the users:

    • Send invite: Send a welcome email to each user with an activation link.

    • Activate by assigning credentials: Assign credentials to the user. You must create a password, a PIN, and a security question and answer for each user. Users do not receive a welcome email.

    • Activate later: Set up users now, but activate them later. Users do not receive a welcome email.

  14. To send the upload report to others, in the Additional recipients field, type the emails.

    You can separate the emails by a comma or a semicolon if you plan to add multiple recipients.

  15. Click Save.
Related information
Phone number management
Phone management