What to do when an employee leaves
Our recommendation for when an employee leaves/new employee arrives.
What NOT to do:
A.) Do NOT delete the user. That will cause the billing system to be unable to attach a name to a billing record and the system will only show the user ID of the former employee instead of his/her name.
B.) Do not edit the former employee and change their name to the name of a new employee. The SIP address will still reference the former employee and the billing system will now use the new employee's name for calls in the past.
Now: What you should do:
1.) Choose the Resources tab and click on the former employee's voicemail box. Delete the voicemail box. That way you can re-assign the same number to a new user. Secondly, you are charged for voicemail boxes. (It is important to remember that only so many boxes are included in a package. Therefore, you should not keep a voicemail box sitting around if you don’t need it.)
2.) Choose the Users tab. Click on the former employee. Choose Modify in the extensions box and delete their extension. This way you can give a new employee the same extension. At this point you have a User in the system without a voicemail box and without an extension. Keep the user mostly so that the bills from the past have a name associated with them. We do no charge per-user, so there is no charge to keep this user in the system. While in that user's record, at the bottom right corner of their record choose Disable. This will make is so that even if the user were to know the username/password, they can no longer use those credentials to make phone calls. (Again, DO NOT choose Delete, just Disable.)
3.) If adding a new employee, create a whole new user, but you can assign them the extension of the previous user. You may need to change the voicemail greeting if you assign a new user to the same extension and voicemail box of a previous user, but you would have to create a new greeting for a new user anyway.
