Overview

Adding users to your Lightspeed Voice account lets your team members make and receive calls, access the Orbit app, and use features like NOVA AI. You can add users one at a time or in bulk, and assign each person a role and extension during the setup process.

What You'll Need

• Administrator access to your Lightspeed Voice account
• The new user's name, email address, and desired extension number
• A license or seat available on your plan (contact support if you need to add seats)

Adding a New User

Step 1: Log In to the Admin Panel

Sign in to your Lightspeed Voice admin portal. If you need your portal URL, it was included in your onboarding email or you can find it in the Orbit app under Settings > Account.

Step 2: Go to User Management

In the left navigation, click User Management. You'll see a list of all current users on your account.

Step 3: Click Add User

Click the + Add User button in the top-right corner of the User Management screen.

Step 4: Fill In User Details

Enter the following information for the new user:

• First and last name
• Email address — this will be their login username
• Extension number — choose an available extension from your account's numbering plan
• Direct inward dial (DID) number — if the user needs their own direct phone number

Step 5: Assign a Role

Select a permission level for the new user:

• User — can make and receive calls, access Orbit, and view their own call history and NOVA summaries
• Supervisor — can view call activity and NOVA summaries for their team, access reporting
• Administrator — full access to all account settings, billing, user management, and features

Step 6: Configure Phone Settings

Choose what devices the user will use:

• Desk phone (auto-provisioned when plugged in)
• Orbit desktop app (softphone)
• Orbit mobile app
• Any combination of the above

Step 7: Send the Welcome Email

Click Save and Send Invite. The new user will receive an email with instructions to set their password and download the Orbit app.

Managing Existing Users

From the User Management screen you can:

• Edit a user's name, email, or extension
• Reset a user's password
• Enable or disable NOVA AI for specific users
• Temporarily deactivate a user without deleting their history
• Remove a user from the account entirely

Troubleshooting

The Add User button is greyed out: You may have reached the maximum number of users on your current plan. Contact support to add more seats.

The new user didn't receive their welcome email: Check that the email address was entered correctly. Ask the user to check their spam folder. You can resend the invite from the User Management screen by clicking the three-dot menu next to their name.

The user can't log in after setup: Confirm they are using their email address as the username, not their extension number.

Need More Help?

If you have questions about roles, permissions, or bulk user imports, our support team is here to help. Use the Live Support button at the top of this page.