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Editing and Deleting Users

This document covers how to modify existing user accounts, including changing user details, updating passwords, and permanently removing users from the system.

Editing Users​

What Can Be Edited?​

The following user information can be modified after creation:

FieldEditableNotes
Name✅ YesFull name of the user
Email✅ YesMust be unique in organization
Role✅ YesSubject to your permissions
Status✅ YesActive or Inactive
Extension✅ YesAssign, change, or remove
Password✅ YesCan reset without knowing current

How to Edit a User​

  1. Navigate to Users in the main menu
  2. Find the user you want to edit
  3. Click the Edit button (pencil icon)
  4. Modify the desired fields
  5. Click Save Changes
Quick Edit

Some fields support inline editing directly from the user list. Look for editable fields when hovering over user rows.

Editing Restrictions​

The following restrictions apply when editing users:

Role Changes​

  • Owners can change any user's role to any other role
  • PBX Admins can only change PBX User and Reporter roles
  • You cannot change your own role
  • You cannot demote the last owner

Email Changes​

  • Email must be unique within the organization
  • Cannot change to an email already in use
  • User will need to use new email for future logins

Changing User Passwords​

To reset a user's password:

  1. Edit the user
  2. Enter a new password in the Password field
  3. Save changes
  4. Securely communicate the new password to the user
Security Note

When resetting passwords:

  • Use strong, temporary passwords
  • Require users to change password on next login
  • Never send passwords via unsecured channels

Audit Logging​

All edits to user accounts are logged:

  • What changed - Field name and old/new values
  • Who changed it - User who made the edit
  • When - Timestamp of the change

View the audit log at Settings → Audit Log.

Deleting Users​

When to Delete vs. Deactivate​

ActionUse WhenResult
DeactivateTemporary removal, user may returnAccount preserved, can be reactivated
DeletePermanent removal, user never returningAccount permanently removed

Recommendation: Deactivate first, then delete after confirming the user is truly gone.

How to Delete a User​

  1. Navigate to Users in the main menu
  2. Find the user you want to delete
  3. Click the Delete button (trash icon)
  4. Confirm the deletion in the dialog
  5. The user is permanently removed

Deletion Restrictions​

Last Owner Protection​

OPBX prevents deletion of the last owner in an organization. This prevents accidental lockout where no one can manage the system.

Error Message: "Cannot delete the last owner in the organization."

Solution: Promote another user to Owner role first, then delete.

Role-Based Restrictions​

  • Owners can delete any user except the last owner
  • PBX Admins can delete PBX Users and Reporters only
  • PBX Admins cannot delete Owners or other PBX Admins

What Happens When Deleting?​

When a user is deleted:

  • ✅ User account removed from database
  • ✅ User cannot log in (immediately)
  • ✅ Extension unassigned (if applicable)
  • ✅ User removed from ring groups
  • ✅ License seat freed
  • ✅ Historical call records preserved
  • ✅ Audit log entries retained
Data Retention

Call records and audit logs associated with the deleted user are retained for compliance and reporting purposes, but the user's personal information is removed.

Recovering Deleted Users​

Deleted users cannot be recovered. If you need to restore access:

  1. Create a new user with the same information
  2. Reassign the extension (if applicable)
  3. Add to ring groups (if applicable)
  4. Notify the user of new login credentials

Bulk Operations​

Currently, OPBX supports editing and deleting users one at a time through the web interface. For bulk operations:

  • Use the API to script changes
  • Contact support for assistance with large operations

User Lifecycle Examples​

Example 1: Employee Promotion​

Scenario: Jane Doe is promoted from Sales Agent to Sales Manager.

  1. Edit user - Open Jane's profile
  2. Change role - Update from "PBX User" to "PBX Admin"
  3. Update extension - Assign manager extension (101)
  4. Add to ring groups - Add to Management ring group
  5. Notify user - Inform Jane of her new permissions

Example 2: Employee Termination​

Scenario: John Smith is leaving the company.

Day 1:

  1. Deactivate user - Set status to Inactive
  2. Document reason - Note in internal system

Day 30 (after confirming no issues):

  1. Delete user - Permanently remove account
  2. Reassign extension - Give extension to replacement
  3. Update documentation - Remove from org chart

Example 3: Department Transfer​

Scenario: Sarah Jones moves from Support to Sales.

  1. Edit user - Open Sarah's profile
  2. Change extension - Unassign support extension, assign sales extension
  3. Update ring groups - Remove from Support, add to Sales
  4. Keep role - PBX User role remains appropriate

Troubleshooting​

Cannot Edit User​

Problem: Unable to save changes to a user.

Solutions:

  • Check your role permissions
  • Verify email format is valid
  • Ensure email is unique
  • Check for validation errors on form fields

Cannot Delete User​

Problem: Delete option is disabled or error occurs.

Solutions:

  • Verify you're not trying to delete the last owner
  • Check your role can delete this user's role
  • Try deactivating first, then deleting
  • Check audit log for recent changes

Changes Not Saving​

Problem: Edits appear to save but don't persist.

Solutions:

  • Refresh the page and try again
  • Check for network connectivity issues
  • Verify you clicked "Save Changes"
  • Check browser console for JavaScript errors

Accidental Deletion​

Problem: A user was accidentally deleted.

Recovery:

  1. Create a new user with the same information
  2. Reassign the original extension (if still available)
  3. Add to appropriate ring groups
  4. Review audit log to understand what happened
  5. Document the incident

Best Practices​

Before Editing​

  • Verify you're editing the correct user
  • Document planned changes
  • Notify user of significant changes (role, email)

Before Deleting​

  1. Deactivate first - Wait to ensure no issues
  2. Check dependencies - Review ring groups, IVR menus
  3. Backup data - Export user reports if needed
  4. Notify stakeholders - Inform manager/team
  5. Document reason - Maintain records

Security Checklist​

  • Review who has admin access regularly
  • Remove access promptly for departing employees
  • Audit role changes quarterly
  • Document all user lifecycle events
  • Monitor for unusual deletion activity

Next Steps​

Related Documentation: