Skype Manager User Guide Version 3.
About this guide Skype Manager™ is a web-based management tool that lets you centrally manage Skype for businesses of any size. This guide has been written for administrators of Skype Manager who are responsible for overseeing their company's usage of Skype, excluding US registered Skype Managers. It provides detailed, step-by-step guidance on how to set up and use Skype Manager.
Important Emergency calling Access to a broadband internet connection is required. Skype is not a replacement for traditional telephone services and cannot be used for emergency calling. Skype Connect is meant to complement existing traditional telephone services used with a corporate SIP-enabled PBX, not as a stand-alone solution.
Contents 1.0 What is Skype Manager? : Page 6 5.7 Viewing details of your last purchase 2.0 Setting up your Skype Manager : Page 8 5.8 Setting up low balance alerts : Page 33 : Page 33 3.0 Getting started with Skype Manager : Page 11 : Page 34 6.0 Features : Page 35 3.1 Signing in to Skype Manager : Page 11 3.2 Using the Dashboard : Page 11 6.1 Credit allocations : Page 35 6.2 Subscriptions : Page 37 3.3 Using the toolbar : Page 13 3.4 Changing your Skype Manager's language : Page 14 3.
10.4 Giving consent for your Skype Manager administrator to view your Skype usage : Page 63 10.5 Adding other members of your Skype Manager to your Skype Contact list : Page 63 10.6 Viewing your Online Numbers : Page 64 10.
1.0 What is Skype Manager? Skype Manager is a web-based management tool that lets you centrally manage Skype for businesses of any size. Quickly and easily set up business Skype accounts for your colleagues, keep track of what they are spending, allocate features and monitor Skype usage in real time, all from one central point. Employees with business Skype accounts no longer need to worry about buying credit or features themselves - they are allocated centrally from Skype Manager.
• Allocate Skype Credit Buy Skype Credit centrally and then allocate it to your employees as needed. Monitor their expenditure and usage with reports that can be generated at a company, departmental or employee level. • Allocate features Give your employees the tools they need to collaborate and work smarter. Buy and allocate features like subscriptions, group video calling, Online Numbers, call forwarding and voicemail.
2.0 Setting up your Skype Manager It couldn't be easier to get started with Skype Manager. All you need to set up your Skype Manager is to enter a Skype Name and password and register your company details online. Once you are signed in to Skype Manager, you can add the employees whose Skype usage you want to manage, buy and allocate Skype Credit, allocate features and monitor your company's Skype usage immediately.
The Skype account you use to set up your Skype Manager will be used to administer Skype products and credit throughout your business. We therefore strongly recommend you to click No, I don’t have a Skype account to create a new Skype account. You can now enter your company details: 3.
company is registered. 4. Enter the legally registered address of your company. 5. If required, enter your VAT number. Companies based outside the European Union do not have to pay VAT when purchasing Skype Credit in Skype Manager. Companies based within the European Union (except Luxembourg) do not have to pay VAT if they provide a valid EU VAT code and declare they are purchasing the Skype Credit on behalf of their business. 6.
3.0 Getting started with Skype Manager Skype Manager has been designed to help you work smarter. The Dashboard gives you an overview of your company's Skype usage and there are separate areas dedicated to Members, Features, and Reports, easily accessible from the toolbar. This makes it easy for you to find your way around Skype Manager and to perform the tasks needed to manage Skype effectively in your company. 3.
The Dashboard provides the following information: • Reports - the amount of Skype Credit you have allocated per month. Place your cursor over a month to view the total expenditure for that month. Alternatively, click a specific month to view the Summary report for that month. For more information on the Summary report, please see 7.1 Displaying the Summary report. • Account status - the status of your payment settings, which can be All OK, Attention Required, or Problem.
Skype Manager. • Your members - a summary of how many members you have, any changes that have occurred since you last signed in and details of any outstanding invites or account transfer requests. • News - the latest Skype Manager news. 3.3 Using the toolbar The toolbar lets you move between the different areas of your Skype Manager. The toolbar contains links to the following areas: Dashboard For an overview of your Skype Manager.
3.4 Changing your Skype Manager's language You can change the language in which your Skype Manager is displayed which will include any communications sent from your Skype Manager so that you can use the language you and your members are most familiar with. To change your Skype Manager's language: 1. In the top right corner of Skype Manager, click Account details. 2. In the menu displayed on the left, click Skype Manager settings. 3. Click anywhere in the Skype Manager language row. 4.
4.0 Members Members are the people whose Skype usage you want to manage in your Skype Manager. When you click Members in the toolbar of your Skype Manager, the All members screen is displayed by default so you can see all the members that you currently manage within your Skype Manager. Before adding any new members, you should first decide whether you want to create new business Skype accounts for them or invite them to join your Skype Manager using their own existing personal Skype accounts.
4.1 Adding members by creating business Skype accounts To create new business Skype accounts: 1. Click Members in the toolbar. 2. In the menu on the left, click Add members. 3. Click Create business accounts. 4. Enter the email address of each person you want to create a business Skype account for and click Next. Alternatively, you can import the details of the people you want to create an account for by using a CSV file generated from your existing company directory.
information on how to do this, please see 4.1.1 Creating business Skype accounts from a CSV file. 5. Skype Manager automatically suggests some Skype Names based on the information you've entered. Click a suggested Skype Name to edit it. You can also edit the new member's first name or last name, or set a password for the new account. (The password needs to be at least six characters long and contain at least one number.) If you edit a member's details, be sure to click Save and close.
following columns: • • • First name Last name Email address You can also add a column for Password. Setting a password is optional. If left blank, the new member will be invited by email to create their own password to activate their account. Passwords must be at least six characters long and contain at least one number. To add members from a CSV file, follow the steps in 4.
Groups are a great way to manage members of your Skype Manager. For more information on how to add your members to groups, please see 4.6.3 Adding members to a group. 7. Click Send invites. Emails are sent to the people that you specified, indicating that they have been invited to join your Skype Manager. An email will be sent to you when a member accepts or declines the request. The invite is valid for 30 days.
group to create a new group. Groups are a great way to manage members of your Skype Manager. For more information on how to add your members to groups, please see 4.6.3 Adding members to a group. 6. Click Send invites. Emails are sent to the people that you specified, indicating that they have been invited to join your Skype Manager. An email will be sent you when a member accepts or declines the request. 4.
4.5 Deleting invites to members with personal Skype accounts To delete an invite: 1. Click Members in the toolbar. 2. In the menu on the left, click Manage Invites. A list of all of the members who have not yet accepted their invite to join your Skype Manager is displayed. 3. Check the box next to each member to whose invite you want to delete. 4. Click Delete invites. 4.6 Managing your members Once you have added your member, it's easy to manage their accounts.
Click the name of the member whose details you want to view.
You can also manage features for the specified member. To do so, click Features in the menu on the left. For more information on allocating features, please see 6.0 Features. To view reports on the member's Skype Credit usage and allocations, click Reports in the menu on the left. For more information on reports, please see 7.0 Reports. 4.6.
1. View the details of the member who you want to add to a group. For more information on how to do this, please see 4.6 Managing your members. 2. Under Skype Manager settings, click create a group. 3. Enter the group's name and click Create. 4. Click Save changes. To add a member to an existing group: 1. View the details of the member who you want to add to a group. For more information on how to do this, please see 4.6 Managing your members. 2.
3. Select the group to which you want to add the members from the drop-down list displayed and click Move. 4.6.4 Changing a member's account currency You can change the currency that a member's business Skype account uses so that it is appropriate to their location. Members with personal Skype accounts can change their own account currency. For more information on the actions that your members can perform within Skype, please see: support.skype.
4. Click Save changes. 4.6.5 Changing a member's password You can change the password for members with business Skype accounts, but not for those members with personal Skype accounts. To change the password of a member with a business Skype account: 1. View the details of the member whose password you want to change. For more information on how to do this, please see 4.6 Managing your members. 2. Click Change password. 3. Enter the new password and click Save changes.
A list of all the members of your Skype Manager is displayed by default. 2. Check the box next to each member you want to delete. 3. Click Delete members. A message is displayed asking you to confirm that you want to remove the selected members from your Skype Manager. 4. Click Delete to confirm that you want to remove the members. 4.7 Giving your members access to the Members list There’s an easy way for members to add colleagues to their Skype Contacts list.
5.0 Skype Credit Before allocating credit or features to members of your Skype Manager for the first time, you need to buy Skype Credit for your Skype Manager. It’s easy to buy Skype Credit in Skype Manager. You can pay for Skype Credit using a credit card, PayPal and lots of other ways. Once you have bought some Skype Credit, you can allocate it to your members for calling or use it to buy features to allocate to your members.
3. Select the amount of Skype Credit you wish to buy. The amount of Skype Credit you can buy depends on the payment method that you have selected and whether your company is verified. If you cannot buy an amount, the option is disabled with an explanation of the reason why underneath.
4. Check or uncheck the Save time in the future with Auto-Recharge box to specify whether you want to Auto-recharge your Skype Manager credit balance. Auto-recharge is only available with PayPal or credit card payments and lets you recharge your Skype Manager credit balance automatically when the balance falls below a certain amount. If you have not verified your company, these payment methods may be unavailable to you and you may not be able to Auto-recharge. 5. Click Buy now.
Service for details. For more information on how to do this, please see Contacting Skype. Alternatively, you can make a request to buy larger amounts of Skype Credit by going to: https://manager.skype.com/account/request-credit If not already signed in to Skype Manager, you will need to sign in to see this screen. 5.4 Changing your Skype Manager's currency You specify the currency in which your Skype Credit balance is calculated when you set up your Skype Manager.
You can select to enable Auto-recharge when you buy Skype Credit with PayPal or a credit card. Note that if you have not verified your company, these payment methods may be unavailable to you. For more information, please see 5.3 Verifying your company. Once you have enabled Auto-recharge, you can change the amount that is added and the level at which it is added (known as the trigger amount): 1. In the top right corner of Skype Manager, click Account details. 2.
The availability and purchase limits on different payment methods is displayed. Also displayed is a summary of purchases made that month for each payment method. Not all payment methods may be available for you to use. To see which payment methods are available to you, click View payment methods available in your country under Purchase limits. To access a wide range of payment methods and to increase your purchase limit, you will need to get your company verified.
The email alert will only be sent out to you and not to any other administrators of your Skype Manager. Other administrators must set up their own alerts. To set up a low balance alert: 1. In the top right corner of Skype Manager, click Account details. 2. In the menu displayed on the left, click Skype Manager settings. 3. To set up a new alert, click anywhere in the Low balance alert row. 4. Enter the amount that will trigger the alert and click Save.
6.0 Features In Skype Manager, you can help everyone in your business work smarter by managing their Skype Credit, as well as their access to features like group video calling, voicemail and call forwarding. When you click Features in the toolbar of your Skype Manager, the Credit allocations screen is displayed by default. On the left, a menu of features is displayed, along with the number of members currently allocated that feature.
2. Check the box next to each member to whom you want to allocate credit. 3. Under Add credit, enter an amount and click Add credit. The allocated credit is immediately deducted from your Skype Manager credit balance and added to the Skype account of the selected members. It will take a short while until the new credit balance will be visible in your Skype Manager. (You may need to reload the screen to see the new balance.) To see a record of a Skype Credit allocation, go to the Allocations report.
deducted from your Skype Manager credit balance. To enable Auto-recharge for one or more members: 1. Click Features in the toolbar. The credit allocations for your members are displayed by default. 2. Check the box next to each member for whom you want to enable Auto-recharge. 3. Under Auto-recharge, click Activate / change. 4. Specify the following amounts: • • Recharge member’s account with - enter the amount of credit to recharge.
allocate a subscription to your members, they will be able to make unlimited calls (a fair use policy applies) to landlines (and even mobiles in some countries) covered by the subscription. Subscriptions are available for calls to a single country; a region (for example, Europe); or to over 40 countries worldwide. You can change an allocated subscription for member up to three times a month. The unused portion of the previous subscription is converted into credit that is allocated to the member's account.
2. In the menu on the left, click Subscriptions. The subscription details of your members are displayed. 3. Check the box next to each member whose subscription you want to cancel. 4. Click Cancel subscriptions. 5. Confirm that you want to cancel the subscription by clicking Cancel subscription. The subscriptions and all the benefits will expire on the dates indicated for each subscription. No further costs will be incurred. 6.
4. Click Allocate group video calling. 5. Select how often you would like to be billed and click Buy now. The group video calling subscription will become available in a few minutes and its cost will be deducted from your Skype Manager's credit balance. 6.3.2 Cancelling group video calling To cancel a group video calling subscription for one or more members: 1. Click Features in the toolbar. 2. In the menu on the left, click Group video calling.
Note that you cannot allocate voicemail to those members whose voicemail is already activated as part of their subscription. 4. Click Allocate / Change Voicemail. 5. Select how often you would like to be billed and click Buy now. Voicemail is allocated to the selected members. It might take a few minutes until you can see it in your Skype Manager and for your members to be able to start using it.
6.5 Online Numbers With Online Numbers, members can receive incoming calls from any phone - landline or mobile. This is perfect if your members have customers or business colleagues who don't use Skype. When someone dials an Online Number from a phone or mobile, the member's Skype rings and they can pick up the call – wherever they are in the world. Online Numbers cannot be allocated to members with personal Skype accounts, although they can buy their own Online Numbers away from Skype Manager.
To be able to set up Online Numbers for some countries, your company needs to be registered in that country. 6. Enter how many Online Numbers you require. 7. Select the region and area codes to use for your Online Numbers. 8. Select which Online Numbers you would like to buy.
If you want to select from a different set of numbers, click Show 10 different Online Numbers. 9. Select how often you would like to be billed and click Buy now. The Online Numbers are allocated to the members you have selected. It may take a few minutes before the Online Numbers are displayed in Skype Manager and your members can start using them. 6.5.
4. Click Reallocate number. 5. Enter the name of the member to whom you want to reallocate the Online Number to and click Confirm. The Online Number can only be reallocated to another member with a business Skype account (or to a SIP Profile). The Online Number is then reallocated to the specified member or SIP Profile. 6.5.3 Reactivating Online Numbers You can reactivate any Online Number that has expired within the last 90 days. To do so: 1. Click Features in the toolbar. 2.
1. View the details of the member you want to assign an Online Number as their Caller ID. For more information on how to do this, please see 4.6 Managing your members. 2. In the menu on the left, click Features. 3. Click Set up Caller ID. 4. Select the Online Number you want to use as the member's Caller ID from the dropdown list. For a list of countries in which Online Numbers can be used as Caller ID, refer to: skype.com/allfeatures/calleridentification 5. Click Save settings. 6.5.
6.6 Call forwarding With call forwarding, calls to the member are forwarded from Skype to a landline, mobile or a co-worker's Skype Name. Calls can be forwarded to landlines and mobiles at Skype's standard rates or to Skype Names for free. So when someone is away in a meeting or on holiday, you can ensure important business calls are never missed. Call forwarding can only be set up by an administrator of Skype Manager for members with business Skype accounts. 6.6.
6.6.2 Disabling call forwarding To disable call forwarding for one or more selected members: 1. Click Features in the toolbar. 2. In the menu on the left, click Call forwarding. The call forwarding details for your members are displayed. Note that only members with business Skype accounts are listed. 3. Check the box next to the members whose call forwarding you want to disable and click Disable Call forwarding. 6.
7.0 Reports The Reports area of Skype Manager provides a useful way of keeping track of your company's usage of Skype. There are four types of report available: Summary, Purchases, Allocations and Usage. Use these reports to keep track of the Skype Credit your company has purchased, allocated and used. When you click Reports in the toolbar of your Skype Manager, the Summary report is displayed by default. On the left, a menu of the reports available is displayed.
2. You can specify the month on which to run the report by selecting the month from the drop-down list in the menu on the left or by clicking Previous month or Next month. By default, the current month is selected. 3. You can filter the report by group or type of member.
3. You can specify the month on which to run the report by selecting the month from the drop-down list in the menu on the left or by clicking Previous month or Next month. By default, the current month is selected. 4. You can filter the report by what was purchased, payment method, the administrator who made the purchase or the current status of the order.
7.3 Displaying the Allocations report This report provides a detailed list of the features allocated in a given month. This report is particularly useful if you want to find out how much Skype Credit has been allocated to particular features such as Voicemail or Online Numbers or who has been allocated which features. To display the Allocations report: 1. Click Reports in the toolbar. 2. In the menu on the left, click Allocations. 3.
To display the Member's Allocations report: 1. View the details of the member whose report you want to view. For more information on how to do this, please see 4.6 Managing your members. 2. In the menu on the left, click Reports, then Allocations. 3. You can specify the month on which to run the report by selecting the month from the drop-down list in the menu on the left or by clicking Previous month or Next month. By default, the current month is selected. 4.
members, you may be required to comply with the local data privacy laws in many jurisdictions. Please familiarize yourself with the applicable laws for your location and proposed use. Note that members with personal Skype accounts have to give their consent for you to access their reports. For more information on how a member can give consent, please see 10.4 Giving consent for your Skype Manager administrator to view your Skype usage.
7.6 Displaying a Member's Usage report The Usage report is a detailed activity report of a specified member's Skype usage. This report is particularly useful if you want to find out how an individual member is using Skype. To display the Member's Usage report: 1. View the details of the member whose report you want to view. For more information on how to do this, please see 4.6 Managing your members. 2. In the menu on the left, click Reports. The Member's Usage report is displayed by default. 3.
3. Choose the reports you would like to download and your desired format and click Generate. The selected reports and invoices are downloaded as a zip file.
8.0 Changing your company details When you set up your Skype Manager, you have to enter information about your company such as its name, registration address and billing address. If your details change at any time, for example, if your company changes address or name, you can update your company details in your Skype Manager. 1. In the top right corner of Skype Manager, click Account details. 2. In the menu displayed on the left, click Company details. 3.
If you change your registration or billing address to a location in the United States, a pop-up window will be displayed, notifying you of the changes that will occur if you register your Skype Manager in the US and prompting you to agree to the US Skype Business End User Licence Agreement and US Skype Business Terms of Service. 4. Whenever you make a change, click Save.
9.0 Deleting your Skype Manager Deleting your Skype Manager will permanently delete all record of your company's Skype usage. It will also permanently delete all business Skype accounts created in your Skype Manager and any remaining features assigned to members will be cancelled. We recommend that you keep a record of any information contained within your Skype Manager likely to be required in future before you delete it. To delete your Skype Manager: 1.
10.0 For members: Managing your settings This chapter provides information specifically for members of a Skype Manager. When you become a member of a Skype Manager, an email is automatically sent to you to let you know. You can belong to a Skype Manager with a business Skype account that has been created for you or with a personal Skype account that you have created. A business Skype account is owned by the Skype Manager where it was created.
3. Under Your password, enter a password for the account. 4. Under About you, ensure that your personal details are correct. 5. Click Activate. You can now view your Skype Manager settings in your account. 10.2 Finding out which Skype Manager you belong to Sign in to Skype and select Account from the Skype menu bar. If you have signed in using a business Skype account being to a Skype Manager, a message indicating this is displayed at the top of the screen.
10.3 Viewing and changing your personal details You can view the personal details held by the Skype Manager that you belong to in the Skype Manager Settings screen. If you have a personal Skype account, you can update your details. If you have a business Skype account and need your personal details to be updated, please contact the administrator of your Skype Manager. To view your personal details: 1. Sign in to Skype and select Account from the Skype menu bar. 2.
3. If you have a personal Skype account, you can edit your name and job title as needed. Click Save Settings to save any changes that you make. 10.4 Giving consent for your Skype Manager administrator to view your Skype usage If you belong to a Skype Manager with a personal Skype account, the administrator of your Skype Manager cannot view your Skype usage without your permission. To give consent for your Skype Manager administrator to view your Skype usage: 1.
To view the Members list and add other members to your Contact list: 1. Sign in to Skype and select Account from the Skype menu bar. 2. Under Settings and extras, next to Skype Manager, click View details. 3. Click Members list to view a list of all the members of your Skype Manager. 4. To add someone to your Skype Contacts list, click Add contact next to their name. 5.
Skype Manager at any time, for example, if you leave the company. Note that if you leave your Skype Manager, the administrator will no longer be able to allocate you Skype Credit, and any subscription allocated will end when the next payment is due. If you have a business Skype account, you should contact your administrator if you need to leave your Skype Manager. To leave your Skype Manager: 1. Sign in to Skype and select Account from the Skype menu bar. 2.
Copyright © Skype Limited 2011
