Every conversation belongs to the group of whoever took it. Each person therefore opens the calls, the emails and the dashboard on their own group, and sees all the others in one click: a group tidies up, it hides nothing. You sort people in Settings, section Groups.
Before you start
- Only an Administrator sees the Groups section and can write in it.
- The people in the list arrive on their own: they are the extensions you ticked on your phone system page, plus the accounts that log in to ScanBiz. There is nobody to type in by hand.
Steps
- Open Settings and scroll down to Groups. Your groups are listed, each with its number of people.
- To create a group, type its name in Group name then click Add a group (for example: Workshop, Front desk, Sales).
- To rename a group, click its name and correct it.
- In the table below, each row is a person, with their Extension and their Group. Click the Group column to move them: the change takes effect right away.
- To delete a group, empty it first, then click the bin.
Who can do what
ScanBiz has two kinds of account.
- Administrator: connects the phone system and the mailboxes, imports the contact directory, sets up the alerts and the followed topics, organises the groups, tops up credits and manages the subscription.
- Member: reads their group's conversations, dashboard and alerts like everyone else, and handles what comes to them. The settings screens show them "Settings managed by your administrator", with the name of the people to ask.
An organisation always has at least one Administrator: the account created at sign-up.
Giving a colleague access
Creating an account is not self-service yet. Write to support@audioliz.com with the name, the email address and the role you want (Administrator or Member): the account is opened and your colleague receives what they need to log in.
What it costs: the first account is included in your plan, every extra account that logs in is billed on top. People without a login — those who answer the phone but never open ScanBiz — are not billed, however many they are.
If it does not work
- No Groups section in your Settings: your account is a Member. Ask an Administrator in your organisation.
- "Move its members to another group first": a group cannot be deleted while someone is still in it. Change their group in the table, then delete.
- "The account's first group stays: rename it instead": your organisation's original group cannot be deleted. Rename it so it carries a name that means something to you.
- A colleague is missing from the list: if they answer on an extension, check that this extension is ticked among the supervised extensions of your phone system. If they need to log in to ScanBiz, ask us for their access.
Good to know
- Someone marked without a login answers the phone but does not open ScanBiz: their calls are analysed and appear in their group, they simply have no account.
- When you move someone out of the account's original group into a new one, their conversations still in that original group follow them: a group created today gets its history. A conversation already filed in another group, however, does not move again.
- Next: Read a conversation.