Managing Your Domain Users

As a Domain Owner, you have full control over who joins your domain and what they can access. This guide covers user invitations, permissions, roles, and day-to-day user management.

Inviting Users

Step-by-step invitation

  1. Log in to your domain and access the Admin Control Panel
  2. Go to Domain Users
  3. Click Add User
  4. Enter the user’s email address
  5. Add a description (e.g., “Sales Team – London” or “Office Manager – Manchester”)
  6. Click Send Invitation

An invitation email is sent automatically to the user. The email contains a link to sign up.

What the user must do

When the user receives the invitation, they must:

  1. Click the invitation link
  2. Create an account using the same email address as the invitation
  3. Enter your Domain Prefix when asked, “Are you joining an existing domain or creating a new one?”
  4. Complete signup

Common mistake: Forgetting the Domain Prefix

If a user skips the domain prefix question or enters it incorrectly, they’ll create a new, separate domain by accident. If this happens:

  • They’ll have their own domain (not yours)
  • They won’t see your users or your connections
  • You’ll need to delete their accidental domain and have them sign up again with the correct prefix

Tip: In your invitation email, emphasise the domain prefix prominently so they don’t forget it during signup.

User Permissions and Roles

Once a user has joined your domain, you can control what they can access and change.

Standard permissions

For a regular user, you can enable or disable access to:

  • Connections settings: Can the user view or change which PBX connection they use?
  • Device settings: Can the user configure their own devices (phone, registration mode)?
  • Domain Users: Can the user invite and manage other users? (If yes, they become a sub-admin.)

Sub-administrators

If you grant a user access to “Domain Users,” they become a sub-admin. Sub-admins can:

  • Invite new users to the domain
  • Remove users
  • Configure permissions for other users
  • View call history and recordings for users they’ve invited

This is useful if you have multiple offices or departments—each sub-admin can manage their own team.

Nested Domains (Multi-level Hierarchies)

Because sub-admins can invite users, you can create nested hierarchies within your domain. For example:

  • You (Domain Owner) invite Team Lead A and Team Lead B as sub-admins
  • Team Lead A invites 5 users under their control
  • Team Lead B invites 3 users under their control
  • Each team lead only sees and manages their own users

This structure is useful for large organisations or resellers with multiple customer accounts.

Note: Sub-admins invited by a team lead can only see and manage users within their own sub-domain, not the entire domain.

Configuring User Devices and Connections

You can remotely configure a user’s device and connection settings from the Admin Control Panel, even if they haven’t logged in yet.

  1. Go to Domain Users
  2. Click on the user’s name
  3. Under Devices, you can:
    • Set their Registration Mode (Proxy or WebSocket)
    • Assign which Connection they use (which PBX)
    • Configure device-specific settings (codecs, encryption, etc.)
  4. Save your changes

The next time the user logs in or refreshes their softphone, the new settings take effect.

Viewing User Activity

You can see what your users are doing on the platform:

  • Call history: All incoming and outgoing calls, duration, time, and status
  • Recordings: Call recordings (if enabled) for compliance or training
  • Login activity: When users last logged in and from which device

This visibility helps you troubleshoot issues, monitor usage, and ensure compliance with your organisation’s policies.

Removing Users

If a user leaves your organisation or no longer needs softphone access:

  1. Go to Domain Users
  2. Find the user in the list
  3. Click Remove or Delete
  4. Confirm the removal

Once removed, the user will no longer be able to log in to the softphone. Any call recordings associated with them are retained in the call history for your records.

Best Practices

Clear communication

When inviting users, send them a separate email (outside of the invitation link) that explains:

  • What the softphone is and how to use it
  • The domain prefix they need to enter during signup (emphasise this)
  • Who to contact if they have questions or problems

Least privilege principle

Only grant permissions that users actually need. For example:

  • Don’t give all users access to Domain Users unless they genuinely need to invite colleagues
  • Don’t grant connections access unless the user needs to switch between PBX connections

Monitor and audit

Regularly review:

  • Who has sub-admin access and whether they still need it
  • Call history and recordings to spot unusual activity
  • Inactive users who can be removed

Escalation path

You provide first-level support to your users. For technical issues with call quality, connection errors, or platform bugs, escalate to Siperb Support.

Troubleshooting

User created their own domain by mistake

If a user signed up without entering your domain prefix, they created a separate domain. To fix this:

  • Delete their accidental domain from the Siperb platform
  • Send them a new invitation and emphasise the domain prefix in your instructions
  • Have them sign up again with the correct prefix

User can’t see certain settings

If a user reports they can’t access a feature (e.g., Connections settings), check their permissions in the Admin Control Panel. You may have restricted their access, or they may not have sub-admin privileges.

User forgot their password

Siperb handles authentication. Direct the user to the login page and have them click “Forgot Password?” to reset it.

Next Steps

  • Customising Your Branding — update logos so your users see your brand
  • Getting Started as a Domain Owner — review the setup guide if you need to configure connections or devices