Talkdesk Users

Learn how to set up users and teams in Talkdesk.

Users tab

The Users tab is the area where users can add, remove, and manage all Talkdesk users.

To access the Users tab follow these instructions:

Figure 1.png

  1. Click on the Admin app [1].
  2. Click on the Users tab [2].

On the Users tab, you have two areas:

  • The Users table: This table contains all Talkdesk users as well as a search and filter bar. Each user's details can be accessed by clicking on the username.
  • Actions area: This area contains action buttons with the most used actions:
    • Bulk management.
    • Bulk import.
    • Create agent.

Users list

On the Users tab, a users table is available, containing all Talkdesk users with the following information:

Figure 2.png

  • Name (the username) [1].
  • Role (the user role) [2].
  • Ring groups (the user ring group list) [3].
  • Client integration (If an integration was used the integration name will appear here) [4].
  • Email (the user email) [5].
  • Activation (the user activation status) [6].

A pagination, depending on the number of users may be presented below the table rows. There is also a search and filter bar available:

Figure 3.png

It is possible to filter users by:

  • Activation [1].
  • Role [2].
  • Ring group [3].

Click on the Apply button [4] to apply the filter or Clear [5] to discard the filtering.

Create user

To create a user, follow these instructions:

Figure 4.png

  1. Click on the Create user button in the Actions area [1].
  2. A modal with an interactive form will be launched. Fulfill the following fields:
    1. First name [2].
    2. Last name [3]
      1. Email [4].
      2. Role [5].
      3. Activation [6].
  3. Click on Create [7] to create the user or Cancel [8] to dismiss and close the modal.

Notes:

  • You can select a user role from the available roles. To learn more about roles, please visit the Roles and Permissions documentation.
  • If there are available base edition seats, and a user is created/activated, a seat will be automatically assigned to that user and can be managed from the Seat Manager. Conversely, when a user is deactivated/deleted, the seat will automatically unassigned from that user and will be no longer available in the Seat Manager.

 

User details

Each user is composed of profile information and specific settings. To access any user details, click on the intended user name in the user's table. You’ll be presented with the following screen:

Figure 5.png

The user details area is composed of:

  • Profile tab [1]: On this tab, you can find user-specific information such as name, email, role, and team, among others. There’s also a button to Edit the profile, check the ”Edit user” section [2].
  • Classic Settings tab [3]: This tab contains detailed settings for each user. To know more about each field, please check this resource.
  • Delete user button [4]: This button is used to delete a user. Check the “Delete user” section to learn more about this feature.

Edit User

Profile Tab

To edit a user profile, navigate to the Profile tab under the User details screen, click on the Edit button, and follow these instructions:

Figure 6.png

On the edit screen, it’s possible to edit the following field:

  • First name [1].
  • Last name [2].
  • Role [3].
  • Activation [4].
  • Email [5].

After editing the user profile information, click on the Save button [6] to update the profile or the Cancel button [7] to discard changes and go back to the user profile screen.

Notes:

  • When assigning Ring Groups to an user, if the scope is one of Team, Child Teams, Team + Child Teams, the Ring Groups must first be assigned to the user’s team.
  • Some additional fields like "External ID" and "Team" are present, but are read-only. It’s possible to change the team on the Teams app.
  • Deactivating agents from a license makes that license available for a different agent to be added but does not affect the total number of contracted licenses, as these are billed according to your contract. For more information, please read the article Agents and Licenses.

 

Delete User

To delete a user navigate to the User details screen and follow these instructions:

Figure 7.png

  1. Click on the Delete user button [1].
  2. A confirmation modal will be launched. To confirm the user deletion, please acknowledge the warning message by clicking on the Delete button [2] or the Cancel button [3] to cancel the deletion and close the modal.

Warning: All data relating to the deleted user across all Talkdesk products will be permanently deleted. You can't undo this action.

 

Bulk import

It’s possible to bulk import users via CSV upload. To bulk import users, follow these instructions:

image_bulk_users.png

On the Users tab, click on the Bulk import button [1]. An upload modal will appear with the following fields:

1. Bulk operation [2]. Choose between create, update, or delete.

a. The create option will import the users as new users.

b. The update option will replace existing users.

c. The delete option will delete users from the user list.

2. File upload. Drag and drop the CSV file in the dash area [3] or click the Choose a CSV file to upload button [4]. A system window will appear. Select the CSV file and confirm the upload.

Note: A CSV template can be downloaded by clicking on the Download template link [5].

 

CSV instructions for creating users:

  • The CSV file must be a text file in a comma-separated format.
  • The first line of the CSV file must be exactly the same as the last version available in the template.
  • The bulk import is case-sensitive.
  • All the mandatory fields should be filled in.

Tip: Here you can find an example of a CSV file with the information for one agent.

 

CSV instructions for updating users:

  • The “Current Email” field is mandatory because the system will use that value to match users on Talkdesk. 
  • If the “Current Email” and “Email” have different values, the user Email will be updated to the value on the “Email”.
  • In case there’s an attribute that you don’t want to update, leave the corresponding column empty.
  • It’s not possible to set a value as empty/default using the Bulk Import.
  • Values are not cumulative, e.g., to add a ring group, all ring groups assigned to the user should be included on the CSV, in addition to the new one(s). 

CSV instructions for deleting users:

  • The “Email” field is mandatory because the system will use that value to match users on Talkdesk.

CSV File Template Table

Column name Mandatory Supported values Default value Notes

Current Email

Yes (Updated)

email

N/A

Mandatory to update users' operations

Full Name

Yes

(Create)

string

N/A

N/A

Email

Yes

(Create, Delete)

email

N/A

Won't accept an email that already exists in the Account when creating.

Mandatory for creating or deleting user’s operations.

Ring Groups

No

N/A

agent

If it doesn’t exist in the account, it will be created.

Ring groups should be separated by commas, without spaces, at the beginning and end. Example: agent, sales, support

Agent Activation

No

integer

N/A

When enabled, this is the internal extension that callers use to reach this agent. The setting may not apply when a Flow is assigned to a number.

External Phone Number

No

string

N/A

This is the number that calls are routed to when forward-to-phone is enabled. The setting may not apply when a Flow is assigned to a number.

Agent IVR

No

true and false

false

N/A

Role

No

string

agent

Must be an existing Role in the Account

ACW Enabled

No

true and false

false

N/A

ACW Timeout

No

0, 5, 10, 15, 30, 60, 90, 120, 180, 300, 600 and 900

0

Numbered values are set in seconds.

ACW Enabled needs to be set to true.

Inbound Dispositions

No

true and false

false

N/A

Outbound Dispositions

No

true and false

false

N/A

Mood Survey

No

true and false

false

N/A

Enable Outbound Caller ID

No

true and false

N/A

When the setting is different from the Account Settings, it will override it

Set Outbound Caller ID

No

string

N/A

Number to be used for outbound calls.

If no number is provided, API will use the Account default Number.

Client Integration

No

string

talkdesk_main

If you are using the Default Talkdesk client integration, please do not fill in this field.


If you are using another client integration, please ensure that the client name is correct and according to this list.

External ID

No

string

N/A

Agent identifier on an external system. This is necessary, for example, for some Talkdesk Healthcare Experience Cloud features.

After selecting the bulk operation and choosing the CSV file, click on the Upload button [6] to upload and process the CSV or the Cancel button [7] to discard changes and go back to the user's screen.

The CSV will be processed, and the users will be inserted/updated. To check the CSV status please check the “Bulk Management” section.

 

Bulk management

Bulk management allows the progress tracking of imports as well as the import history.

The bulk management side panel can be accessed through the Users tab. Follow these instructions to access it:

Figure 9.png

  1. Click on the Admin app [1]
  2. Click on the Users tab [2].
  3. Click on the Bulk management button [3]. A side panel will appear containing two tabs, Active and History. Please check the next sections to learn more about those tabs.

Bulk Management Active tab

The Bulk Management Active tab tracks all queued and current processes.

Figure 12.png

The history table is composed of bulk processes, each one containing:

  • The file name [1].
  • The operation type (create or update) [2].
  • The uploaded timestamp and deletion date [3].
  • The status of the process [4]. It can be one of the following:
    • Successful: The CSV was successfully processed, and the users were created/updated.
    • Failed: The CSV failed to be processed, and no users were created/updated.
    • Completed with errors: The CSV was processed, but some user's items were not created/uploaded. In this case, access the upload details for actions.
    • Canceled: The queued CSV was canceled. This action is only available via API call and can only be executed on queued items. Check the developer documentation for more information.

Bulk Management History tab

The Bulk Management History tab is a log of all bulk CSV processes.

Figure 10.png

The history table is composed of bulk processes, each one containing:

  •  The file name [1].
  • The operation type (create or update) [2].
  • The uploaded timestamp and deletion date [3].
  • The status of the process [4]. It can be one of the following:
    • Successful: The CSV was successfully processed, and the users were created/updated.
    • Failed: The CSV failed to be processed, and no users were created/updated.
    • Completed with errors: The CSV was processed, but some user's items were not created/uploaded. In this case, access the upload details for actions.
    • Canceled: The queued CSV was canceled. This action is only available via API call and can only be executed on queued items. Check the developer documentation for more information.

For more information on each process, click on the file name [1]. A Detail screen will be presented.

Figure 11.png

The detail screen contains:

  • The user name who uploaded and started the import process [1].
  • The upload timestamp [2].
  • The status [3].

If the status was not successful, it also presents:

  • Detailed information on the processing error [4].
  • Download CSV button [5].

The CSV available to download contains the uploaded and processed CSV with only the user items that had errors, along with some extra columns (the first and last columns):

  • The current email column: It’s fulfilled when the operation type is updated and contains the current email of the user;
  • Errors column: This column contains two types of information:
    • Agent created: Can be true or false, depending on if the user was created/updated.
    • Errors: Detailed information on the error(s) that have occurred.

 

Bulk Actions

There are several bulk actions you can operate within Users, they are as follow:

  • Activation settings
  • Device settings
  • Add queues
  • Remove queues
  • Privacy settings
  • Warp-up settings
  • Mobile agent settings (formerly Mobile Agent App in Agents)
  • Caller ID (formerly Outbound caller ID Settings in Agents)
  • Interaction quality (formerly Call Quality Feedback Settings in Agen
  • Update role (formerly Assign role in Agents)
  • Default CTI integration

Deleting Ring Groups

To remove a ring group, follow these steps:

  1. Go to admin on your Talkdesk account on Workspace.
  2. Choose Users [1].
  3. Select the users from the ring group you want to remove.
  4. Then, click on the Bulk Actions drop-down menu [2].
  5. On the new pop-up, go to Remove queues [3].
  6. A new window will pop up showing all currently assigned ring groups. Select the ring groups (queues) you want to remove from the selected users, and click Save.

Note: If you wish to remove chained ring groups, please do so from the Numbers tab, as it is not possible to do it using the process described above. 

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