Managing users in the Aircall Dashboard

As an User with Admin or Owner role in Aircall, you can easily manage your team by adding or deleting users directly from the Aircall Dashboard. This allows you to keep your organization’s account up to date as team members join or leave.

Adding individual users

Users with an Admin or Owner role can create new user accounts directly from the Dashboard. Admins can create Agent, Supervisor, and Admin roles, while only Owners can create other Owner users.

Steps:

1. Go to Aircall Dashboard > Users and Teams > All users.
2. Click Create one or multiple users, then select Create one user from the dropdown.

3. A window will open where you can enter the new user’s information:

   • First and last name

     Note: Emojis are not allowed in the First Name and Last Name fields.

   • Email address
   • Role (Agent, Supervisor, Admin, or Owner)

   Note: The Agent role is pre-selected, as it allows users to make and receive calls from the Aircall app.
   Only Owners can create new users with the Owner role; this option is greyed out for all other users.

4. Once you have entered the required information, click Create user to complete the process.

Adding multiple users

1. Go to Aircall Dashboard > Users and Teams > All users.
2. Click Create one or multiple users, then select Create multiple users from the dropdown.

You will then be guided through a four-step flow to add users in bulk.

Step 1: Prepare your CSV file

The first step is to create a CSV (comma-separated values) file containing all user details.

Your CSV must include the following fields:

• First name
• Last name
• Email address
• Role
  Acceptable values: agent, admin, supervisor, or owner.

Important: Emojis are not allowed in the First name and Last name fields.

Note: - The agent role is pre-selected, as all Aircall users can make and receive calls via the Aircall app.
- Only users with the owner role can create other users with the owner role. This option is grayed out for non-owner users.

If you are unsure how to format your file, you can download a sample CSV template from the bulk user creation screen in the Dashboard.

Step 2: Upload the CSV to the Dashboard

1. In the bulk user creation flow, click Ready to upload.
2. Either:
   • Drag and drop your CSV file into the grey upload area, or
   • Click click to upload to browse and select your CSV file.

After the upload, the system will process the file and prepare invitations for the new users.

Step 4: Review the summary

At the end of the flow, you will see a summary screen showing the result of the bulk creation.

The summary will confirm which users were successfully created and had invitations sent and which users could not be created and why, if any.

You will also receive an email containing setails of all users created successfully and a list of any errors that occurred during the user creation process

This helps you quickly correct issues (for example, invalid emails or duplicated addresses) and try again if needed.

Email invitations and validation

The new user will receive an invitation email with a confirmation link that must be validated to activate their account.

Important: User invitations are valid for 15 days. If an invitation expires, an Admin can resend the email.

Configuring new users

New users must be assigned to a number before they can make or receive calls.
To learn how to assign users to numbers, visit our article Adding Users and Teams to the Call Distribution. To manage additional settings such as availability or call preferences, see Managing User Profiles and Settings in the Admin Dashboard.

Deleting users

If your team changes, you can delete users directly from the Dashboard. Both Owners and Admins can delete users, with some limitations.

Before deleting a user

• Please keep the following in mind before deleting a user:
• Once a user is deleted, they lose access to their Aircall account and all Aircall applications (mobile, web, and desktop).
• Call recordings made by that user will not be deleted, since recordings are associated with the phone line, not the user.
• Admins cannot delete Owners. If an Admin attempts to delete an Owner, the Delete button will be greyed out. Only an Owner can delete another Owner.
• Users cannot delete their own account. To remove your own profile, ask another Admin or Owner to perform the deletion.

Steps to delete a user

1. Go to Aircall Dashboard > Users and Teams > All users.
2. Find the user you want to delete in the user list.
3. You can delete the user in one of two ways:

Option 1: From the user list

1. In the user list, move to the far right side of the user’s row.

2. Click the three vertical dots (⋮) menu.

3. Select Delete [username].

4. A confirmation popup will appear, reminding you that all user-related data (except call data and recordings) will be deleted.
5. Click Delete again to confirm.

Option 2: From the user’s settings

1. In the user list, click the name of the user you want to delete.
2. Go to the General tab.
3. Scroll to the bottom of the page.
4. Click Delete User and confirm when prompted.