The Users Template

The Users template (users-template.xls) lets you create new users.

If you specify a site, department, or conference group, it must already exist in the database; the template does not create it. If a row in this data-loading template references one of those entities, and that entity does not exist, the row causes a validation error and does not load. Any other rows that successfully validate load properly.

Table 1. User fields

Field

Maximum Length

Description

User ID

50

Enter a User ID that is not already assigned to another user on the system, being careful to choose a name that you and the user can easily remember. The user ID is not case-sensitive.

The User ID must contain only letters, digits, spaces, periods (.), underscores (_), or dashes (-). No other characters are allowed. It must not begin or end with a space.

Note: You must have System Administrator or Tiered Administrator permissions to change or enter the User ID.

Last Name, First Name

50

Enter the user's Last Name and First Name in the corresponding fields.

The name must start with a letter or digit. It must contain only letters, digits, spaces, apostrophes ('), underscores (_), or dashes (-). No other characters are allowed.

By default, the speech recognition system uses the names you enter to recognize users. If people refer to a user by something other than the name you enter here, provide an Alternate Spoken Name.

Identifying Phrase

100

Optionally specify an Identifying Phrase to help Vocera distinguish this user from another whose first and last names are spelled the same.

For example, if there are two users named Mary Hill on the system, but one is on the third floor and the other is on the first floor, you could enter Mary Hill on the third floor as the identifying phrase for one user and Mary Hill on the first floor for the other.

Email Address

60

Enter the user's email address to take advantage of these features:
  • Other users can send voice messages from their badges to this user's email inbox. Vocera sends voice messages to an email address as .WAV file attachments. Users can listen to these messages with the Windows Media Player and other players.

  • The Vocera system administrator can integrate the user with Vocera Messaging Platform (VMP). If so, enter a unique email address. Otherwise, the VMP Server will not synchronize the user successfully.

Note: To enable email features, you must also configure the settings on the Email page of the Administration Console.

Desk Phone or Extension

75

Enables the following features:

  • Allows users to forward or transfer calls from their Vocera devices to their desk phones.

  • If no Vocera Extension is specified, allows outside callers to connect to a user's Vocera device by entering the user's desk extension at the Vocera hunt group prompt, instead of saying the user's name.

  • Allows users to send a page and receive the return phone call from a person they paged on their badges.

  • If users have appropriate permission and have Vocera Access Anywhere enabled, the Desk Phone or Extension field allows users to be authenticated by Caller ID when they call the Vocera hunt group number.

Cell Phone

75

Allows users to forward calls from a badge to a cell phone.

If users have appropriate permission and have Vocera Access Anywhere enabled, the Cell Phone field allows users to be authenticated by Caller ID when they call the Vocera hunt group number.

Home Phone

75

Allows users to forward calls from their badges to their home phones. It also allows users take advantage of the "Call My House" address book entry.

Alternate Spoken Name 1, Alternate Spoken Name 2, Alternate Spoken Name 3

50

Specify variations of the user's name in the Alternate Spoken Names fields.

The name must start with a letter or digit. It must contain only letters, digits, spaces, apostrophes ('), underscores (_), or dashes (-). No other characters are allowed.

  • If users refer to a person or place in various ways, enter each variation in a different field.

    For example, enter Bob Jones and Rob Jones in addition to Robert Jones. Similarly, enter a nickname that the person or place is known by, such as Skip Jones.

  • If people use initials to refer to a user, provide them as a series of letters separated by spaces.

    For example, if users refer to Amardeep Munindar Gill as A.M. Gill, enter A M Gill.

  • If a name has an unusual or confusing pronunciation, enter a name that is spelled as it is pronounced.

    For example, if the system does not recognize the name Jodie Dougherty, you could enter Jodie Dockerty.

  • If users refer to a person by his or her title, provide the full spelling of the title.

    For example, enter Father Brown instead of Fr. Brown.

When you import or update Vocera users using a CSV file, the Alternate Spoken Name values are treated as a set. A user's Alternate Spoken Name fields are replaced by any Alternate Spoken Name values in a CSV row. If all three Alternate Spoken Name fields in a CSV row are empty, no changes will be made to those fields when you update the user. To remove all alternate spoken names for a user, enter the literal string value *blank* in all three Alternate Spoken Name fields in a CSV row.

Badge ID

12

Enter the MAC address of the user's badge in the Badge ID field as follows:

  • If the system-wide setting Login/Logout Voice Commands is enabled, you do not need to enter the Badge ID, because it will be entered automatically when the user logs in.

  • If Login/Logout Voice Commands is disabled, use the Info menu on the badge to find the Badge MAC address, and enter this address in the Badge ID field. The MAC address of a badge is also printed near the bottom of the white label under the battery.

Departments

n/a

When you import users through the data-loading template, any value in this field is ignored, because you cannot assign department membership directly.

When you export users to a .csv file, Vocera populates this field for informational purposes.

Note: In Vocera 3.x, this field allowed you to assign a user to a department group on import.

Conference Group

n/a

Optionally assign the user to a conference group by specifying it here. The template does not create a conference group, it must already exist in the database. If the group does not exist, the row results in a validation error and fails to load.

To qualify a conference group by specifying its site, use a colon to separate the value from the site name (GroupName:SiteName). If you do not specify a site, the value of the Site field is used by default.

Employee ID

50

Optionally use the Employee ID field to specify a unique value that identifies a Vocera user.

Note: You must have System Administrator or Tiered Administrator privileges to change or enter the Employee ID.

Pager

75

Allows users with the proper permissions to receive numeric pages on their pagers from other badge users who issue the "Page" voice command.

Site

50

Use the Site field to specify the user's home site. In the Add/Edit User dialog box, click the Select button to open the Select Site dialog box, then choose a name from the list and click Finish.

  • If your organization has multiple sites connected to the same Vocera server, choose the home site that represents the user's physical location.

  • If your organization does not have multiple sites, accept the default Global setting. When working in the data-loading template, leave this field blank to accept Global.

Cost Center

100

Optionally specify a value in the Cost Center field.

A cost center ID lets Vocera track system usage by users and potentially allows an organization to charge for relative usage.

PIN for Long Distance Calls

75

Allows an organization to authorize or account for telephone usage and to distribute telephone costs among different users, departments, or sites.

A PIN template can include digits, special characters, and PIN macros.

Vocera Extension

75

Allows a user to route calls made to this virtual extension to go to their Vocera device instead. If the Vocera Extension field is filled in, it is used for

  • Direct dialing from smartphone keypads

  • Paging callbacks

  • Vocera hunt number access

If you leave this field blank, smartphone users and outside callers can dial the user's desk phone to be routed to the user's Vocera device.

Because the Vocera extension is a virtual phone number, you can put any number in the Vocera Extension field. If a user already has a desk phone number, you can reuse that number for the Vocera Extension field but prepend a digit, such as 8, to make the number unique in the Vocera system. Vocera extensions are not constrained by fixed-length numbers for your PBX. You can also enter DID numbers for Vocera extensions.

Expire Date

10

Enter the last full day that a temporary user account is available.

The date string must be specified using the following date format:

United States and Canada: mm/dd/yyyy
Other locales: dd/mm/yyyy                

For example, the fourth day of September in the year 2010 is written as 09/04/2010 in mm/dd/yyyy format and 04/09/2010 in dd/mm/yyyy format.

Custom 1 n/a

Enter up to 100 characters to define a custom attribute for user profiles. For example, you might need to include an external system identifier such as those used in Electronic Health Record (EHR) and Nurse Call systems.

Custom 2 n/a

Enter up to 100 characters to define a custom attribute for user profiles such as might be needed for integrations with external data sources. For example, you might need to include an external system identifier such as those used in Electronic Health Record (EHR) and Nurse Call systems.

Doctor Prefix n/a The Doctor Prefix indicates that the user is a Doctor. If you are using this option, it is not necessary to also type Doctor in one of the Alternate Spoken Name (ASN) fields. The recommended ASN entries in the three fields are:
  • <Last name> Example: Smith
  • <First and Last names> - Example: Michael Smith
  • <First name> or a nickname if the user is commonly known by a nickname

When you speak a command such as, Call Doctor Smith, Vocera's speech recognition knows you are calling Doctor Michael Smith because Doctor Prefix is selected.

Accent n/a Enter an accent to improve speech recognition, if you have installed a localization suite and multiple speech pack.
Dictator Member Name n/a This Dictation feature is not currently available. This column is reserved for a future implementation.
Dictator Access Code n/a This Dictation feature is not currently available. This column is reserved for a future implementation.
Dictator ID n/a This Dictation feature is not currently available. This column is reserved for a future implementation.
Dictator Client Facility ID n/a This Dictation feature is not currently available. This column is reserved for a future implementation.
Direct Call n/a The direct calling feature enables a user to place direct calls to the predefined recipient in Direct Call Target field.

Enter true or false to indicate if the Direct Call feature for the Vocera user is enabled or not.

Direct Call Target n/a

Enter a recipient who receives calls from the direct call user. You can select one of the following three recipients in the Direct Call Target field.

  • Enter the UserID if the recipient is a User
  • Enter the Group:Site syntax if the recipient is a Group
  • Enter the Name:Site syntax if the recipient is an Address Book Entry