Account Admin

Payment Methods 

A valid method of payment should always be held on your account to avoid any service restrictions. To update this information, navigate to the Accounts section. Select the ‘i’ icon in the menu on the left-side of the screen. Then select the Payment Methods tab (pictured below). Here you can securely view, add and manage payment methods. Payment methods available are Direct Debit and credit / debit card.  

To manage the payment methods on your account, you can select either Add New Mandate or Add a New Card as per the below screen: 

Add New Mandate 

Clicking here will direct you to an external site which allows you to add your Direct Debit details. Once these details have been confirmed, Direct Debit will automatically become the default payment method. Only Customer Admins will have permission to add a Direct Debit mandate.  NOTE: Blueface Agents are unable to add a Direct Debit mandate for a customer. 

Add a New Card 

Clicking here will allow you to add a new credit/debit card.  

Adding a New Mandate 

Some customers will choose to pay by Direct Debit mandate. Please note if this option is chosen, payment can take 5-7 days to clear. It is recommended that if you are purchasing any item that is required with urgency, such as hardware, it’s best to use a debit/credit card instead.  

To add a new Direct Debit mandate, select Add New Mandate on the Accounts page. This will direct you to a pop-up advising that you will be redirected to our supplier’s Direct Debit portal.  

Select Add and you will be directed to the supplier’s portal to input your details, as per the below image. Once the information on the supplier’s portal has been submitted, it can take 5-10 minutes for the UC Portal to reflect the new active mandate. Once active, payments can be successfully submitted. 

If there are any problems with authorising the Direct Debit mandate, the Accounts team will make contact to rectify. 

Adding A New Card 

To add a new debit / credit card to your account, select Add a New Card. A pop-up will appear prompting you to enter your card details. Once the information is entered, select Add Card. 

Once you have added your card, if you have no other payment method on your account, this will become the primary method of payment. You will be unable to remove this card from your account unless you first add a new card or Direct Debit mandate. 

To fully take advantage of Blueface, you will be required to configure each employee as a User. Only the employees that you set up as a User on the Blueface Portal will have login credentials to access the Blueface Portal where they can view their own activity. 

User Privileges

To take full advantage of the Blueface Portal, add all relevant employees as Users. Customer Administrators have the access level necessary to add and edit users.

When you add your employees as Users, they will receive their own unique Blueface Portal login details via the email address linked to their account. You can also grant a level of access that is appropriate to each employee’s role. The privileges applied to each User level have been outlined below:

Please Note: If you want to record all calls you must ensure that all employees are set up as User and that they have a Device linked to their profile. 

Customer Administrators

A Customer Administrator has full access to control all features on the account. These features will be outlined in detail through other permission levels.

Federation Administrator 

A Federation is a set of accounts that are linked together, such as a franchise operation that has a number of customer-facing locations, that are all linked under an overall umbrella organisation.  

It may be advantageous to allow some Users access to see and make Customer Admin-level edits to all Federated Blueface accounts. To do this, Federation Administration status can be assigned to key users. 

A Federation Administrator will have access to view all accounts associated with their Federation Group and can manage these accounts. They will have the same permission level on all accounts that a Customer Administrator would have.

Regular User

A Regular User has access to view their own information such as their personal Call History, Voicemails, Contacts and Call Recordings.  A Regular User can download (but not delete) their own Call Recordings. They cannot see any other details on the Portal and cannot make any changes.

Group Monitor

Group Monitors can be a team leader who needs to see information regarding other users in his or her team.  A Group Monitor has the same access as a Regular User with the additional ability to view Call History and Call Recordings for the User Group they are assigned to.  

They will not have any other control over the account.

Adding a User

A Customer Administrator can add new Users to the account at any time. Follow the steps below to add a User to your account.

1. From the Dashboard screen using the menu select People followed by Users.

2. This will then populate the Users section, from here please select .

3. Clicking on the [Add User] button will bring you to the Add User section.

1. Username	Enter the c hosen username for this User. Please note usernames must have at least 6-32 characters, can include uppercase, lowercase, numbers & dots – we advise FirstName.LastName
2. Email	Enter the email address attached to this user, this must be a valid email address for many reasons, email addresses can not be duplicated.
3. First Name	Enter the User’s first name.
4. Last Name	Enter the user’s last name.
5. Time Zone	From the dropdown please select the time zone applicable to the User.
6. Contact Number	Enter an alternative contact number for the User i.e. a mobile number.
7. Main Role	From the options select the role you wish to apply to the User.
8. Extended Role	From the options select the Extended Role(s) you wish to apply to the User.
9. Console	Check to grant User access to the Console feature.
10. Generate Callflow	Check to automatically create a ring Callflow for the User.
11. Create Voicemail	Check to automatically create & link voicemail box to the User (this will also add a Voicemail Element to the above mentioned Callflow).
12. Video Conferencing	Check to enable access to Video Conferencing to a user * Each user will require a charge for this service.
13. Missed Call Notification	Check to enable a notification via the Users email when they have missed a call.
14. Call Centre	Check to enable Call Centre functionality for the User

4. Once you are happy all the User Details are correct please click [Next] to move to the User Telephony tab. 

1. Caller ID Name Internal	Enter here the name you wish to appear for the User when they call internally.
2. Caller ID Name External	Enter here the name you wish to appear for the User when they call externally.
3. Caller ID Number Internal	From the dropdown select an already created internal number to assign to this User, alternatively ‘+’ to create & allocate a new internal number.
4. Caller ID Number External	From the dropdown select from the list of external numbers on the account to display as the Caller ID.
5. Country	From the dropdown select the country the User is to be situated.
6. Call Recording	From the dropdown please select if & how Call Recording is to be applied to the User.
7. Local Prefix	From the dropdown please select the Prefix of the area the User is situated.
8. Location	From the dropdown of created locations please select the location of the User, alternatively ‘+’ to create & allocate a new location.
9. CLIR (Calling Line Identification Restriction)	Enable to set the Users Caller ID Number External to Unknown/Anonymous
10. Incoming Fax Format	Please select from the two available formats which format they would like to receive their incoming fax in were applicable.
11. Can Send Fax	Enable to allow the User to avail of the Fax to Email service.
12. Call Barring	From the available options please select which (if any) calls are to be restricted for this User.

5. Once you are happy all the User Telephony details are correct please click [Next] to move to the User Device tab.
6. On the User Device tab, click on [Allocate] to populate a list of available (unallocated already) devices on the account to choose from. 
7. Once you have allocated the chosen device to the User please click [Next] to move to the Confirmation tab. 

8. Once details are confirmed, click [Create User] to add this User to the Blueface Portal.

Edit User Settings

The newly added User (& all other Users) are listed under People followed by Users submenu. 

1. To edit the User settings click on the [Pen Edit Icon] beside the Users name you wish to edit. 
2. This will populate the Edit User page.

3. From here you can manage & edit the Users settings.

Once you are satisfied with the changes, click on the [Save] button to apply the changes.

Retrieving Password and Logging In

How to Log In

To log into your UC Portal account please open a web browser (Google Chrome is recommended)) use the following link https://uc-portal.blueface.com/login which will bring you to the below login screen.

You will have received your login credentials in your Welcome Email (image below) you should have received once your account build was completed. Below the link to the Portal as seen in the image below, you will find details of your access credentials.

1.	Username – Enter here your username provided in your Welcome Email.
2.	Password – Enter here your password provided in your Welcome Email.
3.	Optional Login – Select from the dropdown alternative login options.
4.	Forgot Password – Click here to request a password reset.
5.	Language Select – Select your appropriate language from the dropdown.
6.	Help – When selected both options will navigate you to the Blueface website help section.

Once you have populated all the necessary fields with the required information please select LOG IN to access your UC Portal account.

Once you have logged in you will be brought to the Portal Dashboard. Your password can be updated by clicking on your user profile avatar in the top right-hand corner followed by Settings and Update Password.

[Brand] will set up your access to the Portal and will add all of the required Devices, Numbers, Users and Voice Mailboxes outlined on the configuration document.  As a result, you can immediately start using all the unified communications features Blueface offers your business.

Password Reset

In the event that you misplace or forget your password, please select Forgot Password as outlined above in point number 4. This will populate the below fields.

Please enter the Username or Email Address associated with your [Brand] Portal account and your credentials will be sent along with further instructions to your email account.

Once you have reset your password, revisit the Login screen and enter your new credentials to access the Portal.

Managing Payment Methods

In the ‘Online Account Management’, you can decide to pay via credit card or direct debit.

From the Blueface portal you can add your credit card details or download the direct debit form that needs to be filled in and returned to Blueface by post.

Blueface Ltd. 10/11 Exchange Place, IFSC, Dublin 1

If you have questions related to your payment method please contact accounts@blueface.com or call 015242000.

Pay by direct debit

To arrange payment by direct debit, please download and complete the direct debit mandate form via the link below.

Download form

You must return the completed Direct Debit Form by post to:

Accounts Department
Blueface Ltd.
10/11 Exchange Place
IFSC, Dublin 1

When setting up your direct debit we will schedule an express payment of a deposit which is the same amount as one month of your call plan. This allows our accounts department to place a credit limit on your account to facilitate pay as you go credit that you may need during the month.

Following the deposit payment we will process your call plan payments on the 1st of each month going forward.

Please do not hesitate to contact us if you have questions about Direct Debits or other payment methods: email accounts@blueface.com or call 01 524 2000.

Adding and Removing Contacts

Add a User

To add a User to the account, navigate to the users section and then click on the Add Users button on the top right hand side of the page.

You will then be prompted to fill in a form with an employee’s details such as Username, First name, last name, email address and contact number.

Customisations

You will be able to assign a UC Portal permissions and access levels by selecting a role.

You may also decide if you want the new user to receive email notifications, missed call notifications, to generate voicemails, create callflows and activate the Blueface video conferencing feature.

Finalising Set Up

Once you go to the next step, you will be able to assign the internal and external Caller ID numbers, local prefixes, activate call recordings and select the format of incoming faxes to the user.

You will also be able to set call barring and fax sending setup.

During the next step you will be able to allocate a device to the user.

Before the final confirmation, you will be able to see the summary of the settings and confirm that every detail is correct. After completing setup, you can send the new user an email notification with their username and password.

The newly added User will then be listed within the User List on the left hand side of the page. It is possible to find a specific User via the Search option at the top of the User Page and you can also edit the user’s details by clicking the blue icon to right of each user’s name.

Deleting a User

To delete a user, navigate to the users section through the main menu.

Use the Search Users bar to find the user you wish to delete.

By clicking on the blue edit button to right of a user’s details, you will open the user dialogue box.

Scroll to the bottom and click on the pink Delete button.

Confirm the dialogue box and this user will be deleted from your Blueface UC Platform account.

Creating Groups

User Groups allow you to group a number of extensions from the same team, department or location together to share a receipt of incoming calls.

The ‘User Group’ is available for selection in the ‘Call History’ section to easily monitor that ‘Groups’ call history.

Assigning a ‘Group Monitor’ allows that ‘User’ to view ‘Call History’ for the ‘Group’ their group.

You can also select the ‘Group’ within a ‘Call Flow’ to quickly create a hunt group.

To Create a ‘User Group’:

a) Click on the Groups icon on the top left of the Users screen
b) Click on ‘Add Group

c) The Group Details screen will open

d) Click ‘Add Users’ on the top right of this screen to select the ‘Users’ you wish to include in this group

e) Tick the box on the right of each ‘User’ you wish to include

f) Click ‘Select’ at the bottom right to add those ‘Users’ to the group

g) Give the Group a ‘Name’ and ‘Description’ to make it easy to search

h) Click ‘Save’ on the bottom right to complete the group creation

i) The Group will now appear in this section of ‘Users’

j) You can click the ‘Person’ icon at any time to view the list of users included in the group.

k) If you wish to make any changes to the group click the edit button on the far right to add or remove ‘Users’

l) Set one ‘User’ as a Group Monitor to allow them to view Call History records for their Group with Customer Administrator privileges

m) Repeat the above steps for any additional ‘User Groups’ you wish to create.

Should you have any queries please do not hesitate to contact our Support team for assistance.

Phone: 01-5242000
Email: support@blueface.com