Skip to content


IP Telecom recommends adding users in the Smart PBX app Adding a user. However, in the Callflow app, from User you can manage some additional user settings. If you have to add a user in the Callflows app, see Adding a user.

Resetting the user password

  1. Go to Callflows > User.
  2. Select the user that you want to reset.
  3. Click Advanced and then go to the Password Management tab.
  4. Enter and confirm the new password for this user.
  5. Save your changes.

    password reset

Updating the user privilege level

  1. Go to Callflow > User.
  2. Select the user that you want to update.
  3. Under Basic Settings, choose the appropriate User privilege level from the dropdown menu.
  4. Save your changes.

Adding a user to a callflow

  1. Add a callflow, see Setting up an advanced callflow.
  2. Route the inbound extension or direct dial (DDI) number to a user which rings all devices associated with that user.
  3. From the Basic actions, drag User across and place on top of the first box.
  4. Select the appropriate user or create a user.
  5. If you are creating a user, enter the following details:

    Basic Settings

    • Username - user name for the device, this name cannot be changed later.
    • First and Last name - actual first and last name.
    • Email - enter email for the user.
    • User Privilege Level - check "Administrator" if you want the user to have access to edit their own PBX settings. Otherwise, leave as "User".
    • Email Notification - if checked, the caller receives voicemails in .mp3 files to their email address.

    In-House Calls

    • Caller ID Name - enter the user name
    • Caller ID Number - enter the extension number

    Outbound Calls

    • Caller ID number - represents how caller ID is displayed for external calls.
    • Caller ID name - leave blank because the name is not forwarded.
  6. Add new devices here if required. Otherwise, see Adding devices.

  7. Save your changes.
  8. Drag Voicemail on top of user if required and choose the correct voicemail box.

    callflows user


When there is more than one device assigned to a user and a callflow is pointed to that user, all the devices ring at the same time when a caller dials that extension or DDI number.

Adding a user

  1. Go to Callflows > User
  2. Click Users.

  3. Click + Add User and enter the fields as follows:

    • Username – user name for this device e.g. Tom (cannot be changed later)
    • First name, last name and email address of user
    • Check the "Email Notification" box to receive voicemails in mp3 files to the users email address
    • User Privilege Level:

      • Administrator - if you want the user to be able to edit their own PBX settings
      • User !!! note Set password in Advanced > Password management. The password cannot be viewed, it can only be changed or reset
    • In-House Calls – enter the caller ID username and extension number to display on internal calls

    • Outbound Calls – enter how caller ID is presented for external calls (Caller ID Name is not forwarded so can be left blank)
  4. Click Save.


You can add new devices to the user in the same section. IP Telecom recommends adding users and devices in the SmartPBX, see Adding a device to a user

Allow internal calls only

To allow a user to only make internal calls:

  1. Go to Callflows > User.
  2. Select the user that you want to configure.
  3. Go to Advanced and click the Restrictions tab.

  4. Set all options to "Deny".

  5. Leave Unknown as "Inherit".

The user will be prevented from making any external calls.

Restrict outgoing calls

  1. Go to Callflows > User.
  2. Select the user that you want to configure.
  3. Go to Advanced and click the Restrictions tab.

  4. Set the options that you want to restrict to "Deny"

Enable or disable "Require Key Press" for desktop phones

If "require key press" is checked, then the person answering a call will have to press a key to retrieve the call. This can lead to missed calls.

  1. Go to Callflows APP > Users > Advanced > Call forwarding.
  2. Check or uncheck the "Require Key Press" box.

require key press

More information