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Administration

Role-based access

Give IT, accounting, and compliance each exactly the access their role needs.

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Not every person who needs some access to your phone system should have all of it. A team leader might need to manage their queue but should not be able to change billing settings. An accountant might need to view call records but should not be able to edit user accounts. A compliance officer needs to export logs but does not need to touch the call flows. Role-based access in Voxbi lets you draw these lines precisely, at the level of individual users, so each administrator sees and can change only what their role requires.

Permissions are configured per user from the Voxbi Cockpit. The Permissions tab on each user record controls what that person can do across telephony, outgoing calls, presence, call recording, and administrative functions. This means access is set intentionally rather than being all-or-nothing, and you can adjust it any time without creating a separate account.

When you'd use role-based access

  • An IT manager needs full administrative access but the department head only needs to manage their team's call queue, log in and out of it, and view the queue's performance. Give each person what they need and nothing more.

  • A compliance or finance team member needs to view call history and export logs for regulatory reporting. Grant read access to reporting without exposing call flow or user configuration settings.

  • A multi-site business where regional managers can see and edit users and extensions in their own location but should not be able to change system-wide settings or access other sites' configurations.

How role-based access works in Voxbi

  1. Open the user's Permissions tab

    In the Voxbi Cockpit, navigate to Users, open the user you want to configure, and select the Permissions tab. This is where you set everything that controls what the person can do in the system.

  2. Set telephony and call permissions

    Choose whether the user can make internal calls only, national calls, or international calls. Configure presence visibility so colleagues can see their status, or restrict it if the role requires privacy.

  3. Grant or withhold call recording access

    The Permissions tab has a dedicated setting for call recording. You can allow a user to record calls, to view recordings, or neither, independently of their other permissions.

  4. Enable admin access where appropriate

    Administrative access to the Voxbi Cockpit is granted explicitly per user. This means front-line staff and agents never see the admin interface at all, and administrator access can be removed immediately if someone changes role.

Frequently asked questions

Can I give someone admin access to only part of the system, such as queues but not users?

Voxbi's permissions model gives you control over telephony capabilities and admin access at the user level. For granular administrative scope, the recommended approach is to document the access given to each role and combine it with the audit log, which records every change and who made it, so you have accountability even where administrative access overlaps.

What is the difference between a user and an administrator in Voxbi?

A standard user has a phone extension and can use the Voxbi app to make and receive calls. An administrator has access to the Voxbi Cockpit web interface to manage configuration. A person can be both: a team leader might use the Voxbi app daily and also have Cockpit access to manage their queue.

Can permissions be changed quickly if someone moves to a different role?

Yes. Opening a user's Permissions tab in the Voxbi Cockpit and saving a change takes effect immediately. There is no wait period and no system restart required. The change is also recorded in the audit log with a timestamp and the name of the administrator who made it.

How does role-based access support compliance requirements?

Restricting administrative access to the people who genuinely need it is a basic control in most security and compliance frameworks. Combined with Voxbi's change log, which records every configuration action, you can demonstrate to auditors who had access, what they changed, and when.

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