The Personal Information screen provides two tabs, Contact and Roles and Permissions, which enable all users to manage their Sky Account Portal login credentials, contact information, active services, roles, and permissions. This screen provides a subset of customers with a third tab, Notification Preferences, which enables Authorized Contacts to manage their notification email preferences.
Individuals can manage their own information by accessing "Personal Information" from the Home menu of the Sky Account Portal. Authorized Contact administrators (Decision Makers and Phone Managers) can manage information for all users in their organization by accessing "Personal Information" from the right-click menu in the Users screen.
Tip: To better understand the Sky phone system and Sky Account Portal, note that a "user" is a combination of a "contact" (personal information, active services, roles and permissions) plus a "phone profile" (phone number, user license, and associated settings). The Personal Information screen is used for managing "contact" attributes. The Phone Settings screen is used for managing "phone profile" attributes.
Table of Contents
Access
Personal Information is accessed differently depending on whether you are a user or an Authorized Contact.
Users
- To update your Personal Information, users must log into Account Portal with their business email address (username) and user password.
Note: Previously, users could log in with their phone number and phone/voicemail PIN to update their personal information, but can now only view their own information with this type of login. - Navigate to Home > Settings > Personal Information
Authorized Contacts
- Decision Makers and Phone Managers must log in to Account Portal with their business email address (username) and user password.
- Navigate to Phone System > Users
- In the Users screen that opens, in the row of the desired user, click the Contact Name link.
- Alternatively, you can right-click within the row of the desired user and select Personal Information from the pop-up menu that appears.
Contact Tab
The Personal Information screen's Contact tab provides a place to view and edit information associated with an individual user. You can view and edit the information listed below, except where noted. When editing a value, click the existing value, make the desired changes, then click the checkmark (located to the right) to save your changes.
Users (and Authorized Contacts)
RingCentral Log In
- Username - View and edit. The username defaults to the user's business email address.
Note: To enable users to update their own personal information, to access their own personal call recordings (Sky Replay) in the Home menu, and to access reports in the Team menu, users must log into Account Portal with their business email address (username) and the user password that is changeable from this screen via the Change Password button. - Last Log In - View only.
- Change Password - This button enables you to change the Sky Account Portal user password, which is different than the phone/voicemail PIN. To learn more about these two types of passwords, see the Password Management article. The following requirements apply to changing the user password:
- Must be 8-16 characters in length.
- Must include at least 1 letter, 1 number, and 1 special character (such as !,?,@,#,$,%,&,*,+,-,_,<,> etc.).
- Must not contain any spaces.
- Must also meet new password strength criteria. (If the Password Strength indicator is red, including 1 capital letter or adding more characters of any type will change the indicator to green.)
Contact Information
- Name - View and edit First and Last name. A user's name is displayed on other users' phones when that user places internal 4-digit extension dial calls. Additionally, a user's name is listed in the Employee Directory and displayed on several screens in the Sky Account Portal that are accessible to only Authorized Contacts. This includes the Groups, Users, Emergency Registration, Phone Numbers, and one or more Usage screens.
Note: Updates to a user's Contact Information name also updates the user's Internal Caller ID name in the Phone tab of the Phone Setting screen. - Title - View and edit the optional job title.
- Email - View and edit the required Business Email address and the optional Personal Email address.
Note: When you change a user's Business Email address in the Personal Information screen, if the user has active Sky Fax service, a pop-up dialog appears asking "Do you want to also update this email address for your applicable Add On Features? (Fax)" If you select the Yes option, the changes to the user's Business Email address are also applied to the email address used for the user's active Sky Fax service. - Phone - View and edit the optional Mobile and Home phone numbers.
Location - View the current geographic location address for the selected user or contact.
Authorized Contacts
My Services - Decision Makers and account-level Phone Managers are enabled to view a summary of all active phone profiles, Add-on Features, and other Sky services that are associated with the selected user. The phone number that appears is a link that opens the Phone Settings screen.
Add a feature - Decision Makers and account-level Phone Managers are enabled to add more services to a phone profile associated with the selected user. In the "Add a feature" section of the screen, do the following to add a new service:
- Use the Phone drop-down menu to select the desired phone profile number.
- Use the Feature drop-down menu to select one of the following services:
- Click the Activation Date calendar to set the desired activation date. You can select any date between now and 90 days in the future.
- Click the Add button to add the selected feature. (You can repeat these steps to add more features.)
- To understand more about adding features to a user, review the following:
- Only a subset of Add-on Features are available in the Feature menu.
- If a feature is already activated for the selected phone profile, as shown in the My Services section of the screen, that feature can not be selected from the Feature menu.
- If any of the Feature menu options are disabled (grayed out), it means the feature has not yet been activated for the account.
- Features cannot be removed (deleted) from a phone profile in the Personal Information screen.
- If the desired service is not listed or not activated, navigate to Phone System > Add-on Features to find and activate the desired feature. For information about activating or removing features, see the Add-on Features article.
Roles and Permissions Tab
The Personal Information screen's Roles and Permissions tab provides users and Authorized Contacts with a summary of the roles and permissions granted to the selected user. Users can only view this information, but Decision Makers and account-level Phone Managers are enabled to do the following:
- Roles - View and manage the Authorized Contact role(s) granted to the selected user. Next to each Role is the Scope, which shows whether the role is applicable for the entire Account or for a specific Location. For a selected Authorized Contact, a role can be added only one time at the Account level or one time for each Location.
- Permissions - View the Permissions associated with the "Authorized Contact" Role(s) granted to the selected user. Permissions are grouped into the following functional areas: Administration, Account, Billing, Phone System, and Support.
To manage Authorized Contact roles, use the following instructions.
- Decision Makers and account-level Phone Managers can log into Account Portal with their business email address (username) and user password.
- Navigate to Phone System > Users
Note: If you are managing your own roles, just navigate to Home > Settings > Personal Information and skip to step 4. - In the Users screen that opens, in the row of the desired user, click the Contact Name link.
Alternatively, you can right-click within the row of the desired user and select Personal Information from the pop-up menu that appears - In the Personal Information screen that opens, select the Roles and Permissions tab.
- In the Roles area of the Roles and Permissions tab, Authorized Contact roles can be added, edited, and removed for the existing user. Account-level Phone Managers can assign the Emergency, Phone Manager, and Technical roles, and Decision Makers can assign these roles plus the Decision Maker and Billing roles. (Note: The Partner role is not functional. See the Partner Access to Customer Account article to assign a role to a partner.) The following options are available for managing Roles:
- View Roles - See the existing role(s) already granted to the selected user.
- Add Roles - To add a role, perform the following steps:
- Use the Roles menu to select the desired role that needs to be assigned to the user
- Click the +Add button
- Select the Scope. If the role is for the entire account, select the (default) Account option. If the role is applicable for only a specific location, select the desired location from location drop-down menu. If there is only one location for your account, the location option is disabled. Note that Decision Makers and Billing Contacts can only be assigned at the Account level.
- Repeat steps a to c if multiple roles need to be assigned to the user
- Edit Roles - To change the Scope of an existing Role, select a different option than what is currently selected. If the role is applicable for the entire account, select the Account option. If the role is applicable for only a specific location, select the desired location from location drop-down menu. If there is only one location for your account, the location option is disabled.
- Delete Roles - Click the Delete link in the Action column for the Role that needs to be removed. Note: If the Action column is not displayed, right-click anywhere within the column headings area and select the Action check box. If needed, widen the Action column to clearly view the Delete link.
Note: When a role is added to a "Person" in a Group, the option to delete that role is disabled in the Roles and Permissions tab of Personal Information. Roles added via a Group can be deleted only by editing that Group. For more information about Groups, see the Groups Management article.
- Use the Permissions area of the screen to view a summary of the View and Actions permissions (grouped by functional area) that are associated with the Role(s) granted to the selected user.
Notification Preferences Tab
Note: The ability to manage Notification Preferences was initially released to a subset of accounts in 2016. If the Notification Preferences feature is not yet enabled for your account, you can contact Support or create a Support Case to request that "Enhanced Notifications" be enabled for your account.
Sky sends notification emails to Decision Makers, Phone Managers, and Billing Contacts when certain types of activities occur within their Sky account. Depending on your Authorized Contact role(s), you will receive different types of notification emails. Billing Contacts, who have a more limited role, will receive fewer notifications, Decision Makers will receive the most, and location-based Phone Managers will only receive notifications for activities that impact their assigned locations.
You can manage the frequency at which you receive notification emails by selecting the desired value from the associated drop-down menu in the Notification Preferences tab of the Personal Information screen. The frequency options for receiving notification emails are Don’t Send, Send Immediately, Daily, and Weekly. The Don't Send option, which can be used to "opt out" of receiving a subset of notifications, is not available in the frequency menu next to notification types that are mandatory. Most types of notifications default to Weekly, some default to Send Immediately, and some frequency options for certain notification types cannot be selected due to compliance with the Sarbanes-Oxley Act.
When any of the Decision Maker, Phone Manager, and Billing Contact roles are assigned to a user, the Notification Preferences tab becomes visible in that user's Personal Information screen. If a user has none of these roles, the Notification Preferences tab is removed and all custom settings are deleted from the system.
To manage notification emails for yourself or another Authorized Contact, use the following instructions:
- Log in to Account Portal with your business email address (username) and user password, then do one of the following:
- To configure your own notification settings, navigate to Home > Settings > Personal Information (Billing Contacts are limited to this option).
- To configure notification settings for other Authorized Contacts in your account (at or below the level of your own role), navigate to Phone System > Users and in the row of the desired user, click the link in the Contact Name column.
- In the Personal Information screen that opens, click the Notification Preferences tab.
- Next to each available notification type, click the existing (default) value, make the desired change, then click the checkmark (located to the right) to save your change. The following are descriptions of each of the different frequency options:
- Don't Send - Select this option to "opt out" of receiving emails for the selected notification type.
- Send Immediately - Select this option to immediately receive an email each time a notification is triggered for the selected notification type.
- Daily - Select this option to combine all notifications for the selected notification type into a daily email. Daily emails are sent at 4:00 AM local time and contain all notifications from the previous 24 hours.
- Weekly - Select this option to combine all notifications for the selected notification type into a weekly email. Weekly emails are sent at 4:00 AM local time each Monday and contain all notifications from the previous seven days.
