People Screens
The People screen in the Focus portal helps you manage and interact with individuals, categorizing them into Subscribers, External contacts, and Users. It provides quick access to profiles, permissions, groups, and communication history related to these specific categories.
People are split into 3 sections / types:
Main Screen Overview
When accessing the People screen, you'll see a dashboard displaying an overview of Subscribers, External contacts, and Users available based on your permissions.
- Menu bar - Quickly navigate between different sections within People.
- Search bar - Find individuals quickly using names or identifiers.
- Add Person - Create a new profile for Subscribers, External individuals, or Users.
- Filters - Narrow down the displayed results using quick filters.
- Profiles Grid - View summarized information about individuals.
- Pagination and Results Count - Shows the total profiles and allows navigation through multiple pages of results.
Subscribers
Subscribers are internal personnel actively using the platform.
Viewing and Editing Subscriber Profiles
Clicking on a subscriber's profile from the grid opens detailed information:
- Profile Information: View and edit subscriber details, including their name, job role, department, and direct contact information.
- Permissions and Groups: Easily manage permissions and assign subscribers to specific groups for controlled access.
- Communication History: Review a detailed log of all communications involving the subscriber, with direct playback and search options.
- Metadata and Notes: Add specific notes or metadata for individual subscribers, useful for internal tracking or context.
Adding a Subscriber
To add a new subscriber:
- Click the Add Person button.
- Select Subscriber.
- Enter required information such as name, role, email, and phone number.
- Define appropriate permissions and group assignments.
- Click Save to complete the process.
External Contacts
External contacts are individuals outside your organization who interact with your staff.
Viewing and Editing External Profiles
Click on an external contact profile to view detailed information:
- Profile Information: Update contact details, affiliation, and primary points of contact.
- Communication History: Quickly access and review historical interactions with this external contact, including call recordings and transcripts.
- Tags and Metadata: Apply tags and notes to categorize and describe external contacts for improved filtering and search.
Adding External Contacts
To create a new external contact:
- Click Add Person.
- Select External Contact.
- Provide required details such as full name, company affiliation, and primary contact details.
- Optionally, assign relevant tags for easy categorization.
- Save to add the external contact to the database.
Users
Users refer to administrative or operational personnel responsible for managing the Focus portal.
Viewing and Editing User Profiles
Access detailed user profiles by clicking on their entries:
- Profile Information: Manage user details including role, administrative permissions, and access controls.
- Permissions Management: Specify and adjust user-level permissions for different portal functionalities.
- Audit and Activity Log: Review user activities and audit logs for monitoring usage patterns and security.
Adding Users
For access to the Focus portal users can be added locally via the user screen or via SSO.
Local users
To add a new user:
- Click Add Person.
- Select User.
- Enter essential user information such as name, email address, and role.
- Assign specific administrative permissions as required.
- Click Save to finalize user creation.
SSO Users
Focus support lots of different SSO providers, integration options and methods can be found within the appendix section.
If using Azure SSO (Entra), Focus can automatically set user roles via SAML role claims on login, and optionally pre-sync users with the Entra Sync app so they are ready to go.
Multi-actions
Perform bulk actions for multiple profiles simultaneously:
- Select multiple individuals from the profiles grid by checking their respective checkboxes.
- Click the Multi-actions button.
- Choose actions such as bulk assignment to groups, bulk permission adjustments, or bulk tagging.
Profile Grid Customization
Customize the profiles grid for optimal visibility and usability:
- Hide columns: Click the eye icon on column headers to hide irrelevant columns.
- Reorder columns: Drag and drop columns to rearrange their display order.
- Resize columns: Adjust column widths dynamically by dragging column borders.
Permissions
Click one or more roles to compare their permissions, or use the search box to find specific capabilities.
| Permission | Super user | Admin user | Compliance user | Supervisor | Team leader | General user | Basic user | Playlist user |
|---|---|---|---|---|---|---|---|---|
| AccountAccount creation, settings, IP restrictions, and child account management. | ||||||||
| Access child accountsSwitch context to operate as a child account user. | ✓ | — | — | — | — | — | — | — |
| View child accountsView subordinate accounts in the account hierarchy. | ✓ | — | — | — | — | — | — | — |
| Create accountCreate new accounts in the system. | ✓ | ✓ | — | — | — | — | — | — |
| Add IP restrictionsAdd IP address restrictions for login control. | ✓ | ✓ | — | — | — | — | — | — |
| Remove IP restrictionsRemove existing IP address restrictions. | ✓ | ✓ | — | — | — | — | — | — |
| View IP restrictionsSee the list of IP address restrictions. | ✓ | ✓ | — | — | — | — | — | — |
| Update legal hold settingsModify legal hold policies at account level. | ✓ | ✓ | — | — | — | — | — | — |
| View legal hold settingsRead account-level legal hold configuration. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Update account settingsModify account configuration and preferences. | ✓ | ✓ | — | — | — | — | — | — |
| View account settingsFull read access to all account settings. | ✓ | ✓ | — | — | — | — | — | — |
| View limited settingsRestricted read-only access to non-sensitive account settings. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| View accountAccess basic account and organisation information. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| AdministrationSystem administration and operational tools. | ||||||||
| Retry failed SMSManually retry delivery of failed SMS messages. | ✓ | — | — | — | — | — | — | — |
| Audit logsTrack and review user activity and system events. | ||||||||
| View own audit logRead-only access to your own audit trail. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| View all audit logsRead the complete audit history for all users and activities. | ✓ | ✓ | — | ✓ | — | — | — | — |
| View entity audit logsLimited audit log visibility for assigned entities only. | ✓ | ✓ | ✓ | — | ✓ | ✓ | ✓ | ✓ |
| Bring your own storageConnect and manage your own Azure storage accounts for communication storage. | ||||||||
| Update storage configModify storage account connection settings. | ✓ | ✓ | — | — | — | — | — | — |
| Map users to storageAssign people to bring-your-own storage accounts. | ✓ | ✓ | — | — | — | — | — | — |
| View storage configAccess bring-your-own storage settings. | ✓ | ✓ | — | — | — | — | — | — |
| DashboardAccount analytics and overview dashboards. | ||||||||
| View dashboardAccess the account analytics dashboard. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | — |
| Data groupsOrganise communications and data into groups for access control and reporting. | ||||||||
| View data group adminAccess data group administrative settings and configuration. | ✓ | ✓ | — | ✓ | — | — | — | — |
| Delete data groupsRemove data groups and their associated values. | ✓ | — | — | ✓ | — | — | — | — |
| Create data groupsAdd new data group classifications. | ✓ | — | — | ✓ | — | — | — | — |
| Update data groupsEdit existing data group definitions and values. | ✓ | — | — | ✓ | — | — | — | — |
| View data groupsRead access to data group structure and assignments. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| EndpointsPhone numbers, extensions, and other communication endpoints. | ||||||||
| View endpointsSearch and access the complete endpoint list. | ✓ | ✓ | — | ✓ | — | — | — | — |
| View limited endpointsSearch endpoints with visibility restrictions applied. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Entra IDMicrosoft Entra ID integration for single sign-on and group sync. | ||||||||
| Update Entra ID groupsModify and sync Entra ID group mappings. | ✓ | — | — | — | — | — | — | — |
| View Entra ID groupsRead Microsoft Entra ID group configurations. | ✓ | — | — | — | — | — | — | — |
| Legal holdsPlace litigation holds on communications to prevent deletion. | ||||||||
| Create legal holdsPlace new litigation holds on communications. | ✓ | — | — | — | — | — | — | — |
| Delete legal holdsRemove legal holds and release held communications. | ✓ | — | — | — | — | — | — | — |
| Update legal holdsAdd or remove communications from existing legal holds. | ✓ | — | — | — | — | — | — | — |
| View legal holdsAccess legal hold details and associated communications. | ✓ | — | — | ✓ | — | — | — | — |
| PeopleContact records linking names, endpoints, and organisational data. | ||||||||
| Manage peopleCreate and edit person records and endpoint mappings. | ✓ | ✓ | — | ✓ | — | — | — | — |
| View peopleSearch and view the full contact database. | ✓ | ✓ | — | ✓ | — | — | — | — |
| View limited peopleSearch people with restricted data visibility. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| PlaylistsCreate, manage, and share curated collections of communications with other users. | ||||||||
| Create playlistsCreate new communication playlists. | ✓ | — | — | — | ✓ | ✓ | ✓ | — |
| Include private calls in playlistsOverride the default setting to allow private calls in shared playlists. | ✓ | — | — | — | — | — | — | — |
| Delete playlistsRemove communication playlists. | ✓ | — | — | — | ✓ | ✓ | ✓ | — |
| Add playlist itemsAdd communications to playlists. | ✓ | — | — | — | ✓ | ✓ | ✓ | ✓ |
| Remove playlist itemsRemove communications from playlists. | ✓ | — | — | — | ✓ | ✓ | ✓ | ✓ |
| List playlistsBrowse available playlists. | ✓ | — | — | — | ✓ | ✓ | ✓ | ✓ |
| Share playlistsShare playlists with other users. | ✓ | — | — | — | ✓ | ✓ | ✓ | ✓ |
| Revoke playlist sharesRemove shared access to playlists. | ✓ | — | — | — | ✓ | ✓ | ✓ | ✓ |
| View playlist sharesSee who has access to shared playlists. | ✓ | — | — | — | ✓ | ✓ | ✓ | ✓ |
| Update playlistsEdit playlist properties and configuration. | ✓ | — | — | — | ✓ | ✓ | ✓ | ✓ |
| View playlistsAccess playlist details and contents. | ✓ | — | — | — | ✓ | ✓ | ✓ | ✓ |
| CommunicationsRecorded communications including audio playback, search, comments, and transcriptions. | ||||||||
| View communication auditSee who has accessed a communication and when. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Access private callsListen to communications marked as private. | ✓ | — | — | — | — | — | — | — |
| Access all communicationsView every communication in the account regardless of data group. | ✓ | — | — | — | — | — | — | — |
| Add communication commentsAdd notes and observations to communications. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| View communication commentsRead comments and notes on communications. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Ingest communicationsSubmit new communication data into the system. | ✓ | — | — | — | — | — | — | — |
| List communicationsBrowse and list available communications. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Play communicationsPlay back communication audio. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Override retention periodExtend or modify retention hold dates on communications. | ✓ | — | ✓ | — | — | — | — | — |
| Create saved searchesSave custom communication search filters for reuse. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | — |
| Delete saved searchesRemove saved search templates. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | — |
| View saved searchesAccess previously saved search criteria. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | — |
| Search playlist communicationsSearch communications limited to playlist scope only. | — | — | — | — | — | — | — | ✓ |
| Search all communicationsPerform unrestricted communication searches across all data. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | — |
| Submit transcriptionsUpload transcription data for communications. | ✓ | — | — | — | — | — | — | — |
| View transcriptionsRead transcription text generated from communications. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Update communicationsEdit communication properties and metadata. | ✓ | — | — | — | — | — | — | — |
| View communicationsAccess communication metadata and details. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| ReportingGenerate, schedule, and download reports on account activity and communications. | ||||||||
| View report templatesBrowse available report types and definitions. | ✓ | ✓ | ✓ | ✓ | — | — | — | — |
| Request reportsGenerate ad-hoc report requests. | ✓ | ✓ | ✓ | ✓ | — | — | — | — |
| Download reportsDownload completed report files. | ✓ | ✓ | ✓ | ✓ | — | — | — | — |
| View report requestsCheck past and pending report requests. | ✓ | ✓ | ✓ | ✓ | — | — | — | — |
| Schedule reportsSet up automated recurring report jobs. | ✓ | ✓ | ✓ | ✓ | — | — | — | — |
| View report schedulesAccess report schedule configurations. | ✓ | ✓ | ✓ | ✓ | — | — | — | — |
| Retention groupsDefine how long communications are retained and who they apply to. | ||||||||
| Create retention groupsDefine new retention policy groups. | ✓ | ✓ | — | — | — | — | — | — |
| List retention groupsBrowse available retention policy groups. | ✓ | ✓ | — | ✓ | — | — | — | — |
| Assign people to retention groupsAdd or remove people from retention policy groups. | ✓ | ✓ | — | — | — | — | — | — |
| Update retention groupsEdit retention group settings and rules. | ✓ | ✓ | — | — | — | — | — | — |
| View retention groupsRead retention group configuration details. | ✓ | ✓ | — | ✓ | — | — | — | — |
| Soft auditCompliance listening sessions that log when communications are reviewed. | ||||||||
| Record audit sessionLog a compliance review or listening session. | ✓ | ✓ | — | — | — | — | — | — |
| View audit sessionsAccess soft audit session logs and events. | ✓ | ✓ | — | — | — | — | — | — |
| TagsLabels and categories applied to communications for classification. | ||||||||
| List tagsBrowse the tag catalogue. | ✓ | ✓ | ✓ | — | ✓ | ✓ | ✓ | — |
| View tagsAccess tag definitions and configuration. | ✓ | ✓ | ✓ | — | ✓ | ✓ | ✓ | — |
| UI featuresFrontend interface controls that enable or disable specific UI capabilities. | ||||||||
| Bulk import peopleUpload a spreadsheet to bulk-sync names and endpoints. | ✓ | ✓ | — | — | — | — | — | — |
| Download communicationsDownload individual communications directly from the UI. | ✓ | — | ✓ | ✓ | — | — | — | — |
| Search communications UIAccess the communication search interface. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | — |
| User managementCreate, edit, and manage user accounts, roles, and API access. | ||||||||
| Grant elevated rolesPromote users to power user or elevated roles. | ✓ | ✓ | — | ✓ | ✓ | — | — | — |
| Create API keysGenerate API authentication tokens for users. | ✓ | — | — | — | — | — | — | — |
| Create usersAdd new user accounts. | ✓ | ✓ | — | ✓ | ✓ | — | — | — |
| View user rolesSee roles and rights assigned to users. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| View all available rolesAccess the complete catalogue of system roles and rights. | ✓ | ✓ | — | ✓ | ✓ | — | — | — |
| Update own profileEdit your own user profile and settings. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| View own profileAccess your own user profile information. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| View user statisticsAccess user activity and usage metrics. | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | — |
| Update usersEdit user details, roles, and properties. | ✓ | ✓ | — | ✓ | ✓ | — | — | — |
| View usersSearch and list all users with full details. | ✓ | ✓ | — | ✓ | ✓ | — | — | — |
| View limited usersSearch users with restricted field visibility. | ✓ | ✓ | — | — | ✓ | ✓ | ✓ | ✓ |