skype manager user guide

Skype Manager™

User Guide

Version 1.1

Copyright © Skype Limited 2010

Skype Manager User Guide

About this guideSkype Manager™ is a web-based management tool that lets you set up, manage and report on the usage of Skype within your business, all in one place.

This guide has been written for administrators of Skype Manager who are responsible for overseeing their company's usage of Skype. It provides administrators with detailed, step-by-step guidance on how to set up and use Skype Manager.

Finding more information

If you're new to Skype Manager and need to get up to speed fast, you may be interested in the Skype Manager Quick Start Guide. This guide is available on the Skype Support site.

support.skype.com

This site contains comprehensive information on how to get the most out of Skype, including troubleshooters, FAQs, user guides, technical guides and quick start guides.

For information on all Skype for Business products, visit the Skype for Business area of the Skype website:

skype.com/business

Contacting Skype

Skype customers can contact Skype Customer Service by submitting a form on the Skype Support website. To do so, visit the Skype Support site and in the Related menu on the right side of the screen, click Get more help.

http://download.skype.com/share/business/guides/skype-manager-quick-start-guide.pdf

https://support.skype.com

http://www.skype.com/business


Important

Emergency callingAccess to a broadband internet connection is required. Skype is not a replacement for traditional telephone services and cannot be used for emergency calling.

Skype for SIP is meant to complement existing traditional telephone services used with a corporate SIP-enabled PBX, not as a stand-alone solution. Skype for SIP users need to ensure all calls to emergency services are terminated through traditional fixed line telephone services, connected to the local exchange, or through other emergency calling capable telephone services.

Online NumbersOnline Numbers are provided ‘as is’ and their ongoing availability to you is subject to applicable local residency rules and regulatory practices. The terms related to Online Numbers may change accordingly, such changes may include the imposition or amendment of local residency requirements and/or require you to provide further user information for continued access to defined Online Numbers. Such changes may impact on your ability to use, purchase and allocate Online Numbers in the future. The terms that relate to Online Numbers are clearly displayed within the Online Number purchase flow and you need to agree to these prior to proceeding to purchase Online Numbers.


Contents

1.0 Introducing Skype Manager : Page 5

1.1 Where do I start? : Page 5

1.2 What next? : Page 8

2.0 Members : Page 9

2.1 Adding members : Page 9

2.2 Can members update their details? : Page 11

2.3 The Members list : Page 12

2.4 Managing your members : Page 13

2.5 Inviting members with personal accounts

: Page 15

3.0 Skype Credit : Page 18

3.1 What is my balance? : Page 18

3.2 Buying Skype Credit : Page 18

3.3 Verifying your company : Page 19

3.4 Changing your currency : Page 19

3.5 Payment methods : Page 20

3.6 Auto-recharge : Page 20

3.7 Stored payment details : Page 21

3.8 Low balance alerts : Page 21

4.0 Features : Page 22

4.1 Credit allocations : Page 22

4.2 Subscriptions : Page 25

4.3 Voicemail : Page 26

4.4 Online Numbers : Page 27

4.5 Call forwarding : Page 29

4.6 Skype for SIP : Page 30

5.0 Reports : Page 32

5.1 Summary : Page 32

5.2 Purchases : Page 32

5.3 Allocations : Page 33

5.4 Usage : Page 33

5.5 Downloading reports and invoices : Page 34

6.0 Account details : Page 35

6.1 Company details : Page 35

6.2 Skype Manager settings : Page 35

6.3 Payment settings : Page 36

6.4 Redeem voucher : Page 36

7.0 Deleting your Skype Manager : Page 37

Appendix : Page 38


1.0 Introducing Skype ManagerSkype Manager is a web-based management tool that lets you set up, manage and report on the usage of Skype within your business, all in one place.

With Skype Manager, you can manage your Skype business communications in the way that works best for you. You can create business accounts for your colleagues, allocate them Skype Credit, assign them features, and track their spending. In short, Skype Manager provides you with administrator-level control of Skype usage in your business.

Business accounts created in Skype Manager are owned and controlled by your company – not the individual employee. You can allocate Skype Credit, change passwords and control access to features. And if an employee leaves, you retain control of the business account, and any remaining Skype Credit and features.

The administrator of the Skype Manager can buy Skype Credit centrally and then allocate it to each employee's business account or SIP Profile. Skype Credit within your Skype Manager can also be used to purchase and assign features like calling subscriptions and Online Numbers to employees’ business accounts.

Skype Manager also helps you keep your calling costs under control. Expenditure and usage reports can be generated at a company, departmental or employee level.

1.1 Where do I start?

The first thing you'll need to do is set up your own Skype Manager. To do so, visit the Skype for Business website and click Skype Manager.

skype.com/business

Follow the instructions to specify the personal account you want to use to set up Skype Manager. You can either use your existing personal account or create a new one specifically for your Skype Manager. (Once created, you can update your Skype account details at any time. You can do this by clicking your Skype Name in the top right-hand corner of the Skype Manager screen.)

We recommend that you create a new Skype account to manage your Skype Manager, and use the account exclusively for this purpose. You may, therefore, find it useful to give this account a Skype Name that reflects its purpose: if your company is called "Architects", then your new personal account could be "architects.admin", for example.

Once you have created your new Skype account for Skype Manager, you will be automatically signed into Skype Manager. The first thing you will see is the dashboard. (You can sign out of Skype Manager at any time by clicking Sign out in the top right-hand corner of the screen.)

http://www.skype.com/business


1.1.1 The dashboard The dashboard is displayed when you sign in to Skype Manager, and provides a useful overview of your company's usage of Skype.

The first time you sign in to Skype Manager, a Getting Started Video that provides an overview of Skype Manager will be displayed. Links to the three most common tasks you will need to perform are also listed. Click Close to hide this content and display the dashboard itself.

The dashboard provides the following information:

˚ Reports - the amount of Skype Credit you have allocated per month (click a specific month to view a reports summary for that month).

˚ Your account

˚ Current balance - the amount of Skype Credit in your Skype Manager.

˚ Upcoming payments - the total amount of payments due to be deducted from your Skype Credit in the next 30 days.


˚ Account status - the status of your payment settings. Can be: All OK, Attention Required, or Problem. Further details will be displayed in this area if there is a problem or attention is required, for example, if you have insufficient Skype Credit to cover payments.

˚ Your features - all features assigned to members.

˚ Your members - member count, changes since you last signed in, outstanding invites.

˚ News - latest Skype Manager news.

1.1.2 Finding your way aroundThe toolbar enables you to move between the different areas of Skype Manager.

The Skype Manager toolbar contains links to the following areas:

Dashboard For an overview of your Skype Manager.

MembersFor adding members and managing their details.

Features For managing the features assigned to your members.

ReportsFor keeping track of Skype Credit purchases and allocations, features and the Skype usage of your members.

The toolbar also contains:

˚ Your current Skype Credit balance.

˚ Buy Skype Credit button - for buying additional Skype Credit.

˚ Search members - enter a member's name and select a match from the dropdown list to view that member's details.


1.1.3 VerificationWhen you sign up for Skype Manager, you are given a purchase limit that determines the maximum amount of Skype Credit you can purchase in one go. The range of payment methods available to you is also limited. To access a wider range of payment methods, or to increase your purchase limit, you will need to get your company verified. Refer to "3.3 Verifying your company" on page 19 for details.

1.2 What next?

Once you have created your Skype Manager and signed in, you can start to manage your company's Skype usage.

The most important things you need to do now are:

1. Add members

Create business accounts in Skype Manager for your colleagues. Refer to "2.0 Members" on page 9 for more details.

2. Buy Skype Credit

Essential to allow your members to take advantage of products and features like Voicemail, subscriptions, Online Numbers, Caller ID and Skype for SIP. Refer to "3.0 Skype Credit" on page 18 for more details.

3. Allocate Skype Credit and assign features

Provide your members with the products and features they need. Refer to "4.0 Features" on page 22 for more details.

4. Keep track of your company's usage of Skype

The Reports area of Skype Manager provides a useful way of analyzing your company's usage of Skype. Use these reports to monitor the Skype Credit your company has purchased, allocated, and used. Refer to "5.0 Reports" on page 32 for more details.


2.0 Members

With Skype Manager, it's easy to monitor and control the usage of Skype of your colleagues. Simply add them as members of your Skype Manager and you can allocate them Skype Credit, assign them features, and track their spending, all in one place.

There are two types of Skype account - personal and business. Personal accounts belong to the individual using that account, whereas business accounts are created in Skype Manager and belong to the Skype Manager that created them.

If your Skype Manager was created on or after June 3, 2010, and your company’s registered address is in the United States, you cannot invite members with personal accounts into your Skype Manager.

If your company’s registered address is not in the United States, or if it is in the United States and was created on or before June 3, 2010, you can add members to your Skype Manager with either personal or business accounts.

To retain control of your company's usage of Skype, we recommend that you only add members with business accounts. For more information on the limitations of personal accounts, and why you should only add members with business accounts, please refer to the "Appendix" on page 38.

2.1 Adding members

When you click Members in the toolbar, a list of all members is displayed.

To add members:


1. In the Members menu on the left, click Add members.

2. Select how you want to add your colleagues to your Skype Manager:

˚ Create business accounts for them.

˚ Invite them with their personal accounts.

Business accounts are the best option to use for your employees. For more information on the limitations of adding members with personal accounts, and why you should only add members with business accounts, please refer to the "Appendix" on page 38.

In the following example, we will create a new business account.

3. Enter the email addresses of each of the members you wish to add and click Next.

Alternatively, you can import member data by using a CSV file generated from your existing directory. Refer to "2.1.1 Adding members from a CSV file" on page 11 for details.

4. Check you are happy with the details for each member.

A Skype Name is suggested for each email address you enter. Click on a suggested Skype Name to edit it. You can also add the member's first name or last name, or set a password for the member. (The password needs to be at least 6 characters long and contain at least 1 number.) If you edit a member's details, be sure to click Save and close.

If you don't set a password, the member will be sent an email requesting them to set their own password. The member will need to set their password before they can start using Skype.


5. Add the member to a relevant group.

Do this by selecting a group from the Add members to a group after their account is created drop-down box.

Groups are a great way to manage members of your Skype Manager. If you have not already done so, you should create the groups that will enable you to manage your members most effectively. For more information, refer to "2.4.3 Adding a member to a group" on page 14.

6. Click Create accounts.

The members are added to your Skype Manager, and will appear in the Member's list. For more information on the Member's list, please refer to "2.2 Can members update their details?" on page 11.

New business accounts have no Skype Credit, subscriptions or Online Numbers assigned to them. Refer to "3.0 Skype Credit" on page 18 and "4.0 Features" on page 22 for details on how to allocate Skype Credit and assign features.

2.1.1 Adding members from a CSV fileYou can import member data by using a CSV file generated from your existing directory. The required columns are First name, Last name and Email address. You can also add a column for Password. To add members from a CSV file, follow the steps outlined above, and instead of entering the email addresses of each member, specify instead the CSV file you wish to import from.

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 6 characters long and contain at least 1 number.

2.2 Can members update their details?

Once you have added a member with a business account, an email is sent to the member, explaining that an account has been created for them in Skype Manager. The member is provided with a link to the Skype Manager Settings page for their account. Here they can view their account details and update their personal information such as first name, last name and job title. Members can also create a password for their account if one was not set when the account was created.

If you have created a password for the member you will need to communicate this to the member to enable them to sign in to the Skype Manager Settings page (and use Skype itself).

Members can view and update their Skype Manager details at any time. They can do this as follows.

1. Sign in to Skype.

2. From the Skype menu bar, select Account...


3. Under Settings and extras, next to Skype Manager, click View details.

4. Re-enter Skype password and click Sign me in.

2.3 The Members list

There’s an easy way for members to add colleagues to their Skype Contacts list. It’s called the Members list and any member of your Skype Manager can use it.

For members to view the list and add a contact:

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. From the list of members, click Add contact next to the colleague to add.

The colleague must agree to the contact request before they are added to the Contacts list.

Note that members with personal accounts must have agreed to be listed in the Member's list. If they have not, their details will not be listed.

You can prevent members from accessing the Member's list by updating your Skype Manager account settings. Refer to "6.2 Skype Manager settings" on page 35 for details.


2.4 Managing your members

With Skype Manager it's easy to manage your members. You can allocate them Skype Credit, and if they are members with business accounts, assign them features and manage their details.

To view or modify a member's details, use the Search members tool in the top right-hand corner of Skype Manager. Simply enter the member's name and a list of matching members will appear. Click the member you are looking for to view that member's details on the Member details page.

It's also possible to use the Filter this list tool to find particular members. To do so, click Members in the toolbar to display a list of all members. Then click Filter this list to display filter options. You can filter by group, on the date on which members joined Skype Manager, or by the type of member. Only members matching this filter criteria will be listed.

On the Member details page, for members with business accounts you can:

˚ Modify the member's personal details.

˚ Make the member an administrator of your Skype Manager.

˚ Add the member to a group.

˚ Change the member's password.

˚ Delete the member's account.

These actions are described in the following sections.

You can also assign or unassign features for the specified member. To do so, in the Members menu on the left, click Features. A list of available features, as well as the allocated Skype Credit, is displayed. For more information on assigning features, please refer to "4.0 Features" on page 22.


To view reports on the member's Skype Credit allocations and usage, in the Members menu on the left, click Reports. Refer to "5.0 Reports" on page 32 for more details.

2.4.1 Modifying a member's personal detailsOn the Member details page you can modify a member's first name, last name, job title, email address, and the group they belong to. The member's Skype Name cannot be changed, and for members with personal accounts their password and email address also cannot be changed.

For members with personal accounts, the above details are the ones used within Skype Manager and displayed in the Member's list. They are not the details associated with the member's personal account. Because it is a personal account, only the personal account holder can modify these details.

2.4.2 Making a member an administrator To make a member an administrator of your Skype Manager, on the Member details page, tick Make this member a Skype Manager administrator.

2.4.3 Adding a member to a groupGroups are a great way to manage members of your Skype Manager. You can easily allocate Skype Credit, assign features and monitor Skype usage for individual groups. For example, you may want to categorise your members according to the department they belong to within your company: Marketing, Human Resources, Engineering, etc.

To create a group:

1. In the Members menu on the left, click Members overview.

2. Click Create a group.

3. Enter the group name and click Create.

To add one or more members to a group:

1. In the Members menu on the left, click Members overview.

2. Select the members you wish to add to the group.

3. In the Move selected members to a group drop-down box, select the group you wish to add the members to.

4. Click Move.


2.4.4 Changing a member's passwordYou can change the password of members with business accounts on the Member's details page. Click Change password and enter the new password (twice). Note that the password needs to be at least 6 characters long and must contain at least 1 number. Then click Save changes to change the member's password.

Once you have changed a member's password you will need to notify the member of the password update.

2.4.5 Deleting membersThere are two ways to delete members:

˚ Delete a member by viewing their details and on the Member's details page clicking Delete this account.

˚ Delete one or more (or all) members by selecting the members to delete on the Members overview page and clicking Delete members.

Deleting a personal account will only remove it from your Skype Manager. The account itself will retain any Skype Credit allocated to it. Any subscriptions or Voicemail assigned to the account will be cancelled when the expiry period is reached.

If deleted, a business account will be permanently deleted, and all data associated with the deleted account will be lost. You should therefore keep a record of any account information you require before deleting the account.

Any Skype Credit, or Online Numbers previously assigned to the business account will be returned to your Skype Manager. Any remaining subscriptions or Voicemail allowances will be lost.

2.5 Inviting members with personal accounts

You can add colleagues to your Skype Manager either by creating business accounts for them or by inviting members with their personal accounts. Although business accounts are the best option to use for your colleagues, in certain situations you may wish to invite colleagues with their personal accounts, for example, if you are working with independent consultants on a project-by-project basis who use their personal accounts rather than business accounts.

In this situation, independent partners can join your Skype Manager with their existing personal accounts, keeping their Skype Name and contact list. They can also manage additional products (like subscriptions or Voicemail) themselves from their personal account.


If your Skype Manager account was created on or after June 3, 2010, and your company’s registered address is in the United States, you cannot add members with personal accounts to your Skype Manager. Instead, you can add members with business accounts, enabling you to retain control of your company’s usage of Skype.

Note that members with personal accounts can only belong to one Skype Manager at a time.

2.5.1 Sending an inviteInvites are automatically sent out by email to colleagues when you invite members with personal accounts by email or Skype Name.

To invite members with personal accounts by email or Skype Name:

1. In the Members menu on the left, click Add Members.

2. Select how you want to invite your members with personal accounts:

˚ By email

˚ By Skype Name

3. Enter the email addresses of each of the members you wish to add and click Next.

4. Add the member to a relevant group by selecting a group from the Add members to a group when they accept the invite drop-down box.

Groups are a great way to manage members of your Skype Manager. If you have not already done so, you should create the groups that will enable you to manage your members most effectively. For more information, refer to "2.4.3 Adding a member to a group" on page 14.

5. To view the text of the email invitation that will be sent to the member, click See invite text.

6. Click Send invites.

2.5.2 Viewing the status of invitesTo view the status of all invites you have sent:

1. In the Members menu on the left, click Manage invites.

2. A list of all the invites you have sent is displayed. The email that the invite has been sent to is displayed, as is the date on which it was sent.

The Status column indicates the invite's status. This can be:

˚ Pending - the invite has been sent, but no response received.

˚ Declined - the member has declined the invite.

˚ Expired - no response received for over 30 days.


˚ Sign in required - since the invite was sent, the member has created a new Skype account but has not yet signed into Skype. This must be done to activate the new account.

2.5.3 Resending and deleting invitesTo resend an invite, or to delete an invite that has already been sent:

1. In the Members menu on the left, click Manage invites.

A list of all invites you have sent is displayed.

2. Select the invites that you want to resend or delete and click Resend invites or Delete invites.


3.0 Skype Credit

It’s easy to centrally purchase Skype Credit from Skype Manager. You can pay for Skype Credit using a credit card, PayPal and lots of other ways. Once you have purchased some Skype Credit you can allocate it to your members. Then they can use great Skype features that are not free.

You need to allocate Skype Credit to your members before they can use it. This makes it easy for you to keep track of and control all Skype Credit usage in your company.

3.1 What is my balance?

Your Skype Credit balance is displayed on the toolbar of your Skype Manager.

3.2 Buying Skype Credit

To purchase Skype Credit:

1. Click the Buy Skype Credit button on the toolbar.

2. Select your payment method and click Next.

For a list of the payment methods available to you, please refer to:

skype.com/prices/paymentmethods

To access a wide range of payment methods, and to increase your purchase limit, you will need to get your company verified. Refer to "3.3 Verifying your company" on page 19 for more information.

3. Select the amount of Skype Credit you wish to purchase.

4. Enable or disable Auto-recharge.

With Auto-recharge you can recharge your account automatically when your Skype Credit balance falls below a certain amount. Do this by checking or unchecking the Save time in the future with Auto-Recharge box. Refer to "3.6 Auto-recharge" on page 20 for more details.

5. Agree to the Terms of Service by checking the box and clicking Buy now.

http://www.skype.com/prices/paymentmethods


Confirmation of your purchase will be displayed.

You can view the payment details of your last purchase. Refer to "3.7 Stored payment details" on page 21 for details.

3.3 Verifying your company

When you sign up for Skype Manager, you are given a purchase limit that determines the maximum amount of Skype Credit you can purchase in one go. The range of payment methods available to you is also limited.

To access a wider range of payment methods, or to increase your purchase limit, you will need to get your company verified. It's easy to do so:

1. In the top right-hand corner of Skype Manager, click Account details.

2. Click Payment settings.

3. Under Purchase limits, click Get verified now.

4. Enter your company details in the form and click Submit.

Once you have submitted the form, Skype will check your company details and contact you to confirm your request. Once you have confirmed the request, the credit card payment option will be enabled on your Skype Manager and payment limits will be increased. This process is usually completed within 3 days but may take up to 2 weeks.

Verification is available for many but not all countries. Please contact Skype Customer Service for details. Refer to "Contacting Skype" on page 2 for our contact details.

3.4 Changing your currency

You specify the currency in which your Skype Credit balance is calculated when you create your Skype Manager. To change this to another currency:


2. Click Skype Manager settings.

3. Under currency, select your desired currency from the dropdown list and click Save.

Note: If your Skype Manager account was created on or after June 3, 2010, and your company’s registered address is in the United States, you cannot change your currency from US dollars.

Skype uses an exchange rate similar to major credit cards and this may involve a small fee. To avoid this fee, first spend your existing Skype Credit and then change your currency before buying more.


To avoid exchange rate fees for Skype Credit allocations, you should ensure your chosen currency in Skype Manager is the same as that used by as many of your members as possible.

3.5 Payment methods

For details of the payment methods available to you, and any purchase limits in place on your account:



3. Under Purchase limits, click Show limits.

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.

The availability of payment methods varies and not all of these methods may be available for you. Under Purchase limits, click View payment methods available in your country for more details.

When you sign up for Skype Manager, you are given a purchase limit that determines the maximum amount of Skype Credit you can purchase in one go. The range of payment methods available to you is also limited. To access a wider range of payment methods, or to increase your purchase limit, you will need to get your company verified. Refer to "3.3 Verifying your company" on page 19 for more information.

3.6 Auto-recharge

Auto-recharge works by adding credit to your Skype Credit balance when it falls below a certain amount. For example, you can configure Auto-recharge to purchase an additional €200 of Skype Credit whenever your balance falls below €25.

Auto-recharge is available with PayPal or credit card payments. Note that if you have not verified your company, these payment methods may be unavailable to you. Refer to "3.3 Verifying your company" on page 19 for more information.

When you purchase Skype Credit with PayPal or credit card, the Auto-recharge option will be displayed. Simply tick the Auto-recharge box to enable Auto-recharge. By default, Auto-recharge is configured to add credit to your Skype Credit balance when it falls below €2. You are free to cancel the Auto-recharge feature at any time.

Once you have enabled Auto-recharge, you can configure the amount that is added, and the amount at which it is added (known as the trigger amount):



3. Enter the amount to add when the trigger amount is reached.


4. Enter the trigger amount and click Save settings.

3.7 Stored payment details

To view the payment details of your last purchase:



3. The Stored payment details section of the Payment settings screen lists the payment method, the date of purchase, and the order number of your last purchase.

For more details on the purchase itself, click the order number to open a report for that purchase. From here you can download an invoice for the purchase as a PDF. For more information on running reports on purchases, please refer to "Purchases" on page 32.

3.8 Low balance alerts

The low balance alert feature can be used to automatically send you an email alert when the Skype Credit balance of your Skype Manager falls below a certain amount. This can be useful to keep track of your Skype Credit and help ensure your Skype Manager does not run out of Skype Credit.

The email alert will only be sent out to you, and not to any other administrators of the Skype Manager. Other administrators must set up their own alerts.

To set up a low balance alert:



3. If an alert has already been enabled, it will be listed under Low balance alert. To set up a new alert, click Low balance alert.

4. Enter the amount that will trigger the alert and click Save.

To disable the alert, click Disable alert.


4.0 Features

In the Features area of Skype Manager, you can manage your members' Skype Credit as well as their access to features such as Voicemail, Call forwarding and Online Numbers.

Many features, such as Call forwarding, Caller ID and Online Numbers, cannot be assigned to members with personal accounts. For more information on the limitations of adding members with personal accounts, and why you should only add members with business accounts, please refer to the "Appendix" on page 38.

When you click Features in the toolbar, the Credit allocations page is displayed. On the left, a list of features is displayed, along with the number of members currently assigned that feature. Click a feature to determine which members the feature is assigned to.

4.1 Credit allocations

When you click Features in the toolbar, the Credit allocations page is displayed. This page contains a list of all members. Alongside each member is their Skype Credit balance and their Auto-recharge status.

On the Credit allocations page you can manage the Skype Credit allocation for your members. You can:

˚ Add credit to members.

˚ Take back credit from members with business accounts.

˚ Enable or disable Auto-recharge for members.

You can do this either for individual members, or for many (or even all) members at the same time.

4.1.1 Allocating credit to membersTo allocate Skype Credit to one or more members:

1. Click Features in the toolbar.

The Credit allocations page is displayed. This page contains a list of all members. Alongside each member is their Skype Credit balance and their Auto-recharge status.

2. Check the box next to the member(s) to whom you wish to allocate credit.


3. In the Add credit tab, enter an amount and click Add credit.

The allocated credit will be immediately deducted from your Skype Credit balance and added to the account of the member(s).

It will take a short while until the new credit balance will be visible in your Skype Manager. (You may need to reload the page to see the new balance.)

To see a record of a Skype Credit allocation, go to the allocation report. Refer to "5.3 Allocations" on page 33 for more information on reports in Skype Manager.

4.1.2 Taking back credit from membersYou can take back the Skype Credit that has been allocated to members with business accounts. If you do so, the credit will be refunded to your Skype Manager's credit balance.

To take back all the credit currently allocated to one or more members with business accounts:



2. Check the box next to the member(s) whose credit allocation you wish to take back.

3. In the Add credit tab, click Take back credit.

4. Confirm that you wish to take back the credit by clicking Take back credit.

The credit will be refunded to your Skype Manager's credit balance.


4.1.3 Enabling Auto-recharge for membersWhen activated, Auto-recharge will automatically top up a member's account balance with a specified amount of credit whenever it drops below a set threshold. The credit will be deducted from the balance in your Skype Manager.

To enable Auto-recharge for one or more members:



2. Check the box next to the member(s) for whom you want to enable Auto-recharge.

3. In the Auto-recharge settings tab, specify the following amounts:

˚ Recharge member’s account with - enter the amount of credit to recharge the member.

˚ When balance falls below - enter the level at which the member's account will be recharged when it falls below this level.

˚ Monthly recharge limit - enter the maximum amount of credit by which the member's account can be recharged in any month. When this limit is reached, Auto-recharge will be suspended until the first day of the next month.

4. Click Confirm.

4.1.4 Disabling Auto-recharge for membersTo disable Auto-recharge:



2. Select the member for whom you want to disable Auto-recharge.

3. In the Auto-recharge settings tab, click Disable Auto-recharge.


4.2 Subscriptions

Subscriptions could be a great way of saving money when calling phones. When you 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. Each subscription includes Voicemail and up to 50% discount off an Online Number.

You can manage the subscriptions of your members in the Subscriptions area of Skype Manager. You can:

˚ Allocate a subscription to a member.

˚ Change or cancel a member's subscription.


4.2.1 Allocating or changing subscriptionsTo allocate a subscription to members, or to change an existing subscription:


2. In the Features menu on the left, click Subscriptions.

The subscription details of your member are displayed.

3. Tick the box next to the member(s) you wish to allocate a subscription to.

4. Click Allocate / change subscriptions.

5. Select the subscription you require and click Buy now.

The Subscription will become available in a few minutes, and the cost of the subscription will be deducted from your Skype Credit balance.


4.2.2 Cancelling subscriptionsTo cancel a member's subscription:


2. In the Features menu on the left, click Subscriptions.

The subscription details of your member are displayed.

3. Tick the box next to the member whose subscription you wish to cancel.

4. Click Cancel subscriptions.

5. Confirm that you wish 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.

4.3 Voicemail

Voicemail on Skype is the simple solution to never missing a call. Unanswered calls are sent to Voicemail and you can listen to the calls whenever you are signed into Skype.

Voicemail is included with a subscription. However, you can also allocate Voicemail to a member if the member does not have a subscription.

You can manage the Voicemail of your members in the Voicemail area of Skype Manager. You can:

˚ Allocate Voicemail to a member.

˚ Cancel a member's Voicemail.


4.3.1 Allocating VoicemailVoicemail is included with a subscription. However, you can also allocate Voicemail to a member if the member does not have a subscription.

To allocate Voicemail to members without subscriptions:


2. In the Features menu on the left, click Voicemail.

The Voicemail details of your member are displayed.

3. Tick the box next to the members to whom you wish to allocate Voicemail.

Note that you cannot tick the box for members whose Voicemail is already activated as part of their subscription.


4. Click Allocate Voicemail.

5. Specify how often you would like to be billed and click Buy now.

Voicemail will then be allocated. It might take a few minutes until you can see it and your members can start using it.

4.3.2 Cancelling VoicemailTo cancel Voicemail for members:


2. In the Features menu on the left, click Voicemail.

The Voicemail details of your member are displayed.

3. Tick the box next to the members whose Voicemail you wish to cancel.

Note that you cannot tick the box for members whose Voicemail is already activated as part of their subscription.

4. Click Cancel Voicemail.

5. Confirm that you wish to cancel the Voicemail by clicking Cancel Voicemail.

The Voicemail will expire on the dates indicated for each member. No further costs will be incurred.

4.4 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 accounts. For members with business accounts (or for SIP Profiles), you can allocate one or more Online Numbers.

You can manage the Online Numbers of your members in the Online Numbers area of Skype Manager. You can:

˚ Allocate an Online Number to a member.

˚ Cancel a member's Online Number.



4.4.1 Allocating Online NumbersTo allocate Online Numbers to members with business accounts or to SIP Profiles:


2. In the Features menu on the left, click Online Numbers.

The Online Numbers for your members are displayed. Note that only members with business accounts are listed.

3. Tick the box next to the members to whom you wish to allocate Online Numbers.

4. Click Allocate Online Numbers.

5. Specify the country of the Online Number you would like and click Continue.

6. Choose the area codes to use for your Online Numbers and specify how you would like to be billed and click Buy now.

The Online Numbers will then be allocated. It may take a few minutes before the Online Numbers are displayed in Skype Manager and your members can start using them.

4.4.2 Reallocating Online NumbersYou can reallocate an Online Number from one member with a business account to another member with a business account (or to a SIP Profile). To do so:



The Online Numbers for your members are displayed.

3. In the list of members, select the member whose Online Number you wish to reassign.

4. Click Reallocate number.

5. In the text box that appears, enter the name of the member you wish to reallocate the Online Number to and click Confirm.

Note that the Online Number can only be reallocated to another business member (or to a SIP Profile).

The Online Number will be reallocated to the specified member or SIP Profile.

4.4.3 Cancelling Online NumbersTo cancel an Online Number that has been assigned to a member with a business account:




The Online Numbers for your members are displayed.

3. Tick the box next to the members for whom you wish to cancel their Online Numbers.

4. Click Cancel Numbers.

The Online Numbers will expire on the dates indicated for each member. No further costs will be incurred.

4.4.4 Using Online Numbers as Caller IDWith Caller ID, members with business accounts can show their Online Number when calling landlines or mobiles from Skype.

If a member has an Online Number, they can use that Online Number as their Caller ID.

To assign an Online Number as the Caller ID for a member:

1. View the details of the member you wish to assign an Online Number as the Caller ID.

The quickest way to view or modify a member's details is to use the Search members tool in the top right-hand corner of Skype Manager. Simply enter the member's name and a list of matching members will appear below. Click the member you are looking for to view that member's details.

2. Click Features on the left.

3. Click Set up Caller ID.

4. Select the Online Number you wish to assign 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.

4.5 Call forwarding

With Call forwarding, you can let members forward calls 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.

Call forwarding can only be set up by an administrator of Skype Manager for members with business accounts.

http://www.skype.com/allfeatures/calleridentification


4.5.1 Setting up Call forwardingTo set up Call forwarding:


2. In the Features menu on the left, click Call forwarding.

The Call forwarding details for your members are displayed. Note that only members with business accounts are listed.

3. Tick the box next to the member(s) to whom you wish to set up Call forwarding.

4. Add the number or a Skype Name that calls will be forwarded to.

4.5.2 Disabling Call forwardingTo disable Call forwarding:


2. In the Features menu on the left, click Call forwarding.

The Call forwarding details for your members are displayed. Note that only members with business accounts are listed.

3. Tick the box next to the members to whom you wish to disable Call forwarding and click Disable Call forwarding.

4.6 Skype for SIP

With Skype for SIP, your business can complement its existing SIP-enabled PBX by integrating Skype for SIP without the need for new hardware or software. Any business can now configure their SIP-enable PBX to enable Skype calls to be made directly from their desk phones at Skype's great low rates.


Also, your business may choose to purchase Online Numbers to let customers in the same country call you at local rates. By adding click-to-call buttons on your company web pages and emails, all registered Skype users worldwide can reach your business, reception or call center for free using Skype.

You can use Skype Manager to create Skype for SIP Profiles, buy channel subscriptions to activate profiles, and set up your calling options.

For information and guidance on Skype for SIP, refer to the Skype for Business website:

skype.com/business/products/pbx-systems/sip

For detailed guidance on using Skype Manager to configure Skype for SIP, please refer to the Skype for SIP User Guide for Skype Manager. This guide is available on the Skype Support web site:

support.skype.com

http://www.skype.com/business/products/pbx-systems/sip/

http://download.skype.com/share/business/guides/skype-for-sip-user-guide.pdf

https://support.skype.com/


5.0 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.

Members with personal accounts must provide their consent for administrators to view information on their individual Skype usage. If they have not provided their consent, only their current Skype Credit balance can be viewed by administrators. For more information on the limitations of adding members with personal accounts, and why you should only add members with business accounts, please refer to the "Appendix" on page 38.

5.1 Summary

This report provides a breakdown of where Skype Credit has been allocated in a given month. You can specify the month on which to run the report in the dropdown list in the Reports menu. By default, the current month is selected. This report is particularly useful if you want to find out where the Skype Credit you have purchased has been allocated.

You can filter the report by group or type of member. For example, to display the breakdown of Skype Credit allocations for the current month, but for members with personal accounts only, select Personal accounts from the Filter by type of member dropdown box. The arrows next to each feature indicate whether the allocation is more than, equal to, or less than the previous month.

5.2 Purchases

This report shows the purchases of Skype Credit you have made in a given month. You can specify the month on which to run the report in the dropdown list in the Reports menu. By default, the current month is selected. This report is particularly useful if you want to know how much Skype Credit your company has purchased.

For each purchase, the following is listed:

˚ Date - the date on which the purchase was made.

˚ Order number - the unique order number of the purchase.

˚ Item - what was purchased.

˚ Status - the order status.

˚ Amount - the amount of the order.


For more information on a purchase, including the payment method used and the administrator who made the purchase, click the order number. From here you can also download a PDF version of the order invoice.

5.3 Allocations

This report provides a detailed list of the Skype Credit that has been allocated to features in a given month. You can specify the month on which to run the report in the dropdown list in the Reports menu. By default, the current month is selected. 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.

In the Features menu on the left hand side, under Allocations, click the name of the feature to view a report on allocations of that feature. For example, click Skype Credit to view all the allocations of Skype Credit that have been made to members in the specified month.

The report provides details on when the allocation was made, the member it was allocated to, the member it was allocated by, and the amount allocated.

5.4 Usage

This report provides a detailed activity report of your members’ Skype usage. This includes the time, date, duration and destination number of all calls and SMS made (“traffic data”) and details of purchases and downloads. You can specify the month on which to run the report in the dropdown list in the Reports menu. By default, the current month is selected. This report is particularly useful if you want to find out how an individual member is using Skype.


To view detailed activity reports of members’ accounts, in the Usage tab click I want to access the reports. (You can remove access to this information at any time by changing the settings on this page.) Next, enter the name of the member you want to view detailed activity reports for. A report on the member’s Skype Credit usage for the specified month is displayed.

The report provides details for each time the member used Skype Credit, including when it was used, what it was used for, the rate per minute of the call, the call duration and the cost.

You should be aware that by accessing and monitoring personal and traffic data of 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.

Members with personal accounts have to give their consent for you to access their reports. For more information on the limitations of adding members with personal accounts, and why you should only add members with business accounts, please refer to the "Appendix" on page 38.

5.5 Downloading reports and invoices

In the Reports area of Skype Manager, you can download purchase and allocation reports for a given month, as well as all invoices generated in a given month. These can be downloaded as comma-separated value (CSV) or PDF format files.

To download reports and invoices:

1. Click Reports in the toolbar.

2. In the Reports menu on the left, click Download reports.

3. Choose the reports you would like to download, and your desired format, and click Generate.

4. The selected reports and invoices will be downloaded as a zip file.


6.0 Account detailsYou can update your Skype Manager account details at any time. In the top right-hand corner of Skype Manager, click Account details. Then select either Company details, Skype Manager settings, Payment settings, or Redeem voucher from the menu on the left. Each of these is described in the following sections.

6.1 Company details

In the Company details area, the following company details can be updated:

˚ Company name - the name of your company, which is displayed in the top right-hand corner of Skype Manager.

˚ Registration number - the registration number of your company.

˚ VAT number - the VAT number of your company. You will not pay VAT when buying Skype Credit if you provide an EU VAT number. VAT numbers start with a country-specific prefix followed by a maximum of 12 alphanumerical digits or capital characters.

˚ Registration address - the registered address of your company.

˚ Billing address - the billing address of your company. Same as registration address by default.

6.2 Skype Manager settings

In the Skype Manager settings area, the following Skype Manager settings can be updated:

˚ Skype Manager language - the language in which Skype Manager is displayed.

˚ Currency - the currency in which prices are represented in Skype Manager, and in which Skype Credit can be purchased. Refer to "3.4 Changing your currency" on page 19 for more details.

˚ Low balance alert - used to automatically send you an email alert when the Skype Credit balance of your Skype Manager falls below a certain amount. Refer to "3.8 Low balance alerts" on page 21 for more details.

˚ Company directory - a list of all the members of your Skype Manager. It is available to all your members and helps them find colleagues to add to their contact lists. Refer to "2.2 Can members update their details?" on page 11 for more details.


6.3 Payment settings

The Payment settings area contains information on:

˚ Auto-recharge settings - adds credit to your Skype Credit balance when it falls below a certain amount. Refer to "3.6 Auto-recharge" on page 20 for details.

˚ Stored payment details - to view the payment details of your last purchase. Refer to "3.7 Stored payment details" on page 21 for details.

˚ Purchase limits - for details of the payment methods available to your company, and any purchase limits in place on your Skype Manager account. Refer to "3.5 Payment methods" on page 20 for more details.

6.4 Redeem voucher

In the Redeem voucher area, you can redeem a voucher or prepaid card. Type in the unique number from your voucher or card and click Redeem voucher.

Only special business vouchers can be redeemed on this page.


7.0 Deleting your Skype ManagerDeleting your Skype Manager will permanently delete all record of your company's Skype usage. It will also permanently delete all business accounts contained within it. Any remaining subscriptions or features assigned to members will be cancelled. (Members with personal accounts will be able to use features or subscriptions previously assigned to them until their expiry date is reached.)

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. Take back any remaining Skype Credit from your members.

For more information on taking back Skype Credit, please refer to "4.1.2 Taking back credit from members" on page 23.

2. Allocate the remaining Skype Credit within your Skype Manager to yourself or to another personal account of your choice. A personal account is one that was not created within Skype Manager.



5. Click Delete this Skype Manager.


AppendixTo retain control of your company's usage of Skype, we recommend you add members with business accounts. The reasons for this are:

˚ Because personal accounts belong to the individual using that account, to retain control of your company's Skype usage all members of your Skype Manager must have business accounts.

˚ Many features, such as Call forwarding, Caller ID and Online Numbers, cannot be assigned in Skype Manager to members with personal accounts.

Note: If your Skype Manager account was created on or after June 3, 2010, and your company’s registered address is in the United States, you cannot invite members with personal accounts into your Skype Manager. Instead, you can add members with business accounts, enabling you to retain control of your company’s usage of Skype.

The following table describes the limitations of adding members with personal accounts.

Administrator can...Personal accounts

Business accounts

Add member to Skype Manager

Change member's email and password

Permanently delete member

Take back Skype Credit

Assign member Call forwarding

Set up Caller ID

Assign member an Online Number

skype manager user guide

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