Add and manage users

If you have the required rights, you can manage users in Zylinc Attendant Console, Contact Center, Service Center, and Team Center.

In this context the term user means someone who you can view information about in the Time overview and other related parts of the Zylinc program. It doesn't necessarily mean someone who can use the Zylinc program themselves—it's your Zylinc administrator who adds and manages such users.

The ability to add users can be useful in several scenarios, for example:

  • Add someone as a user who all others can view.

  • Add someone as a user who only a few people, for example your bosses, can view.

  • Add someone as a user who only you can view. This can be relevant if, for example, you want to add your sister or a local restaurant that you often need to book tables at.

All three scenarios are possible, because when you add and subsequently edit a user, you can specify visibility options.

  1. In the Groups overview, right-click Custom Users, and select Create user.

  2. Right-click the user that you just added, and select Edit user.

  3. Specify details about the new user as described in Edit user in the following. Note the Groups tab, which is where you specify visibility options.

If you don't want to add people manually, one by one, you can import multiple users into your custom users group in one go.

Before you import, you must specify the required users in a file that follows a particular format that the Zylinc program understands. The best way to view the format is to add a single user manually, export the content of your custom users group, and then open the exported file in Notepad, Notepad++ or a similar program. This way you can familiarize yourself with the format, which is the same that you'll use for import. In essence, the format uses a new line for each user, with values separated by semicolons.

To work with import and export, open the Groups overview, right-click Custom Users, and select one of these options:

  • Export all: Save all your custom users and their details in a file. Useful if you've set up your custom users in a way so not everyone can view them, because the export feature then lets you share your custom users with a colleague who'd not otherwise be able to view them.

    Example: Karen, a receptionist, has set up some custom users that only she can view. They include some local taxi companies and restaurants that she often calls. Karen's colleague in the reception, Paul, asks her if he could have those custom users too, so Karen exports her custom users to share them with Paul, who then imports them. Now both Karen and Paul can quickly call taxis and restaurants, but the information doesn't turn up in the Zylinc programs of others who don't need it.

  • Import additional users: Requires that you have a file with user details that you can import. Navigate to the file on your computer, click Open, and the users are added to the Zylinc program as custom users.

  • Import and replace existing users: This option works in the same way as Import additional users, except it deletes any existing custom users.

You can edit custom users (that's people who you've added yourself, see Add someone as a user in the previous.) as well as users in public groups (that's people defined by your organization).

If you edit information about a user in a public group, your changes will be visible to all users on the Zylinc system.

In the Time overview or the Groups overview, right-click the user, and select Edit user.

You can edit information about the user on a number of tabs:

This tab is where you edit general contact information about the user.

If you edit information about an existing user, the field that you edit will turn red, and the box next to the field becomes selected. To delete your changes and show the original system information, clear the box.

You don't have to use all fields. Just use the fields that make sense in your organization.

The Groups tab is only visible if you edit a custom user.

On this tab you can specify who should be able to view the user, and which groups the user should be visible in.

  • Who the user is visible to: Select which groups of users should be able to view the user. Select All if everyone should be able to view the user. If groups aren't selected, they'll not be able to view the user. Thus, if only you should be able to view the user, don't make any selection.

  • Groups the user is visible in: Select which groups the user should be a member of, and thus appear in. If you don't want the user to appear in any group, don't make any selection.

Example: You've added your sister as a user, because it's convenient for you to have access to her contact details in the Zylinc program. You don't want anyone but yourself to view information about your sister, so you don't select any of the visibility options.

If required, you can add keywords about the user. Keywords are searchable, so they can be a good way to add information about special skills, etc. that you can then search for to find relevant users.

If required, you can select a person who can be contacted in case the user isn't available.

You can also add a Note about the user. The note doesn't have to relate to the alternative contact, you can add a note about anything that's relevant. You can view the note when you select the user in the Time overview. Unlike keywords, the note isn't searchable.

You're can typically only delete uses who you've added yourself (see Add someone as a user in the previous).

You can delete such users in two ways:

  • In the Groups overview, expand Custom Users, right-click the user you want to delete, and select Delete user.

    This method is good, because you'll always be able to delete users you've added yourself

  • In the Time overview, right-click the user, and select Delete user.