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Adding Devices

Add a phone, configure devices and manage all devices and phones on the account. Assign a phone to a user during a new user setup or add a device to an existing user at later time. Alternatively, add a device to the Smart PBX as a spare device to use for example in a callflow.

If you unassign a device, it appears list of available or spare devices.

Info

All devices are not phones, a deskphone might be called a SIP phone. Some "devices" might be a static forward to a phone number off-network such as a cell phone or might be an (analog telephone adapter) ATA that an old analog phone is connected to.

Adding a phone or device

Add a phone or device to your hosted PBX.

  1. Go to Devices > Add Device

  2. From the dropdown menu, select which device you want to add and continue with instructions for that device in Device Types

Device types

  1. Click New Device and select SIP Phone.

    selectionofdevice

  2. Choose the brand and model from the icons or use the search field.

    Note

    If you are only adding a SIP account for a user, and do not need the MAC address or provisioning, then choose "The brand of my device is not listed here".

  3. Enter the Device Name and MAC Address. The MAC address should be located on the device. See Find your MAC address.

  4. Assign to a user or leave the Assign to as "No owner" if spare.
  5. The "Advanced" settings can be applied later, see Editing device settings for details.
  6. Verify the brand and model of the device and click Create Device.
  7. Save your changes.

Note

  1. Each user can only have one MS Teams device.
  2. Irish users must have a direct dial number to use MS Teams.
  1. Click New Device and select Microsoft Teams
  2. Enter a name for the device
  3. Assign the user and the region (only regions which have numbers associated with them in your account will be available)
  4. Enter a valid direct dialing in (DDI) number for the device
  5. Enter your Teams username
  6. Verify the Advanced settings, this can be updated at later time; see Editing device settings for details
  7. Click Create Device
  8. Save your changes

  9. Add MS Teams device to Smart PBX

Note

  1. Each user can only have one MS Teams device.
  2. Irish users must have a direct dial number to use MS Teams.

Important

If you are using MS Teams in conjunction with a softphone and a deskphone, IP Telecom recommends setting up Find me Follow me to avoid overlap of incoming calls to your direct DDI during a Teams call.

msteams device

  1. Click New Device and select Cell Phone
  2. Enter a Device Name, Number, and select the user
  3. Assign to a user or leave the Assign to as "No owner" if spare

  4. Go to Advanced > Options, verify the settings:

  5. Allow use of cellphone's voicemail - check to enable voicemail

  6. Keep original caller-ID - check to keep the original caller ID if the call is forwarded from this cellphone

  7. Hide from Contact List - check to hide this device from the contact list for this user

  8. Click Create Device and save your changes

  1. Click New Device and select Smartphone
  2. Enter a Device Name and Number and assign a user
  3. Do not modify the SIP Username or Password
  4. Assign to a user or leave the Assign to as "No owner" if spare
  5. Advanced settings can be set up at a later time, see Editing device settings for details
  6. When all settings are complete, click Create Device
  7. Save your changes
  1. Click New Device and select Soft Phone
  2. Enter a device name
  3. Assign to a user or leave the Assign to as "No owner" if spare
  4. Advanced settings can be set up at any time, see Editing device settings for details.
  5. Click Create Device
  6. Save your changes
  1. Click New Device and select Landline
  2. Enter a device name, number
  3. Assign to a user or leave the Assign to as "No owner" if spare.

  4. Verify the advanced options:

    • "Allow use of landline's voicemail" - check to enable voicemail
    • "Keep Original Caller-ID" - check to keep the original caller ID if the call is forwarded from this cellphone
    • "Hide from Contact List" - check to hide this device from the contact list for this user

  5. Click Create Device

  6. Save your changes
  1. Click New Device and select Fax
  2. Enter a device name
  3. Do not modify the SIP username and password
  4. Configure the T38 protocol setting.
  5. Check the box to notify the administrator if the fax machine becomes unregistered from the network
  6. Click Create Device
  7. Save your changes

For more information about SIP URI see https://en.wikipedia.org/wiki/SIP_URI_scheme.

  1. Go to Smart PBX_Users
  2. Find the user name and click on the Devices column
  3. Click New Device > SIP URI
  4. From the Adding a SIP URI dialog, enter a name for the device.
  5. Enter the SIP URI which is provided by IP Telecom. This is your SIP phone number
  6. Click Create Device and click Save

ATAs are used for connecting traditional analogue phones or other customer devices to a VoIP network. For example, an on-premises door entry system or a fax machine can be adapted for VoIP technology using an ATA device.

Important

IP Telecom recommends asking the supplier of the application that you intend to use the ATA with for help with setting up the ATA. Configuring the device correctly depends on having knowledge of the device that is being connected. IP Telecom can configure this but it might incur a fee. Door entry and other security systems, for example must be installed by a registered company

  1. Go to Smart PBX > Users if you are adding the ATA for a specific user. (To leave the ATA unassigned, go to Smart PBX > Devices > Add Device and set "Assign to" as "No-Owner".)
  2. Find the user name and click on the Devices column

  3. Click New Device > ATA

    ata

  4. Enter a name for the ATA device.

  5. Do not modify the SIP username and password.
  6. The realm will be your account name.
  7. In Advanced > Audio, leave the codec as the default unless otherwise instructed.
  8. For other advanced settings, see Editing device settings
  9. Click Create Device.
  10. Save changes.

Adding a spare device

To add a spare device to your hosted PBX account, follow the steps as shown in Adding a phone or device above but leave the Assign to as "No owner". This will create a spare device in the system.

Adding a phone or device to a user

  1. Go to Smart PBX > Users

  2. Find the user name and click on the Devices column

    add devices

  3. Choose from one of the following:

    • Add from Spare Devices: to add an existing device that is not assigned to any user. If you choose this option, select the device and click Save to assign the device to the user because it is already configured.
    • New Device: to create and configure a brand new device for the user.

  4. Continue with the instructions for the type of phone you are adding, see Device types.

Editing device settings

  1. Go to Devices and click the Edit column for the device and user that you want to update.

  2. In Basic Settings, change the device name or the user that it's assigned to.

  3. In Advanced, there are several options depending on the type of device you are configuring. Some of the following settings might not be shown in the menu for your device.

    • SIP - add a SIP username and password
    • Audio - leave the codec as the default unless otherwise instructed; for more information about codecs, see Codecs. IP Telecom typically recommends G722 audio codec, but if you are unsure of these settings, contact IP Telecom for support.
    • Video - assign video codecs
    • Restrictions - apply restrictions to certain types of numbers, such as freephone, directory enquiry, international and so on

    • Miscellaneous - apply settings such as:

      • Ignore completed elsewhere: If checked, this device will show a missed call even if the call was answered elsewhere as part of a ring group.
      • Notify when unregistered: If checked, administrators will be notified by email from 'no_reply@hostedpbx.ie' when the device unregisters. Specifically, when the device sends an unregister SIP message (REGISTER with EXPIRY: 0), OR when the registration expires. If the device is unplugged but the registration is still valid and hasn't expired, then there won't be a notification. If the device is unplugged and the registration expires then there will be a notification sent.
      • Caller ID privacy: See caller-id privacy, notify when the device unregisters
      • Encrypt the audio: Select either SRTP or ZRTP encryption.
      • WebRTC - check to enable real-time web communications using this device, such as web streaming and so on
      • Send a Restart Request: See send a restart request
      • Allow Reprovision: Unlock the device to allow it to be provisioned again

    • Combo Keys - combo keys enable you to add indicators and functions to the keys beside your phone display, such as speed dial and busy lamp fields (BLF - an LED light to indicate if an extension is available or busy). For more information about setting up combo keys, see Setting up Combo Keys.

  4. Save your changes.

Info

You cannot change the brand or model of the device using these steps. You must first delete the device, see Deleting a device. After the device is deleted, you can add a new one, see Adding a device to a user.

Setting up combo keys

Set up speed dials and BLF (busy lamp field) through the "Devices" menu of the Smart PBX:

Important

Changes made here in the Smart PBX app will override combo key configuration in the Advanced Provisioner application. Use EITHER Smart PBX or Advanced Provisioner application to manage combo key settings.

  1. Go to Smart PBX > Devices.
  2. Search for the Device you want to set up keys for.

  3. Click the Edit icon.

    cb

  4. Click Advanced and then Combo Keys. (This option will only be available if your device supports Combo Keys)

    cb

  5. Select which function or indicator you want to add to a key.

    • Presence: Indicates when a user has an incoming call or is on the phone. The indicator can be used to pick up ringing calls or speed dial that user.
    • Parking: Indicates when a call is placed on a parking slot available to the entire company. The indicator can be used to transfer a call to the parking slot or retrieve a parked call.
    • Personal Parking: Indicates when a call is placed on a parking slot dedicated to the selected user. The indicator can be used to transfer a call to the parking slot or retrieve a parked call.
    • Speed Dial: Does not indicate for any calls event but can be used to rapidly call the configured number.
    • Line: Use as a line key.

    cb

    Info

    If you want to copy these settings to other devices, see Sync combo key settings to more devices.

  6. Depending on which function you are adding, select the user, the parking spot, or the value. The value should be the destination number; this might be a starcode, extension, voicemail box number, or phone number for example. For some combo key types, such as DND, you can leave value blank.

  7. Add a label for the combo key to identify it in the display.

    BLF Key Example

    Set up a combo key as a BLF indicator for John Doe at extension 100. When John's extension is busy, you'll see an indicator flashing on your combo key.

    • Type: BLF
    • Account: 1
    • Value: 103 (this is the user extension for John)
    • Label: John

  8. Click Save Changes.

  9. After you save the changes, wait a few minutes, then go to Devices > Edit > Advanced > Miscellaneous and click Restart to send a restart request. If minimum network requirements are in place, this request will push the changes to the phones.

Note

If you have created the Speed dial/BLF buttons in Advanced Provisioner Application and then in Smart PBX, the Smart PBX will overwrite what was programmed in Advanced Provisioner. For more information about setting up combo keys in Advanced Provisioner, see Combo Keys.

Sync combo key settings to more devices

To copy or clone the combo key settings from one device to other devices:

  1. Set all the combo keys on the first device as described Setting up combo keys

  2. After the combo keys are set up, click Copy Combo Keys.

  3. To continue with the copy, click Next. The combo keys will be copied "as is" even if the changes haven't been saved yet.

    Warning

    This action will overwrite any custom settings on the devices that you choose to copy "to".

  4. Check the box to select which devices the combo keys should be copied "to".

  5. Click Yes, Copy to confirm the copy.

  6. The copying process might take some time; view the progress in the progress bar. Do not navigate away or close your browser.

  7. After the copy is complete, the first device editing window reopens; click Save Changes.

  8. After you save the changes, wait a few minutes, then go to Devices > Edit > Advanced > Miscellaneous and click Restart to send a restart request. If minimum network requirements are in place, this request will push the changes to the phones.

  9. Open the Advanced Provisioner application to check that the settings have copied over successfully.

    • Go to Advanced Provisioner > Devices.
    • Click the settings icon on the device that you want to configure, and click Configure from the dropdown.

    ap_configuration

    • The configuration will merge with Smart PBX changes and then you can verify the combo key settings that have been applied to each device.

Note

If an error occurs during the cloning process, you will be shown how many devices were processed successfully. At that point you can try again or contact support.

Deleting a device

  1. Go to Smart PBX > Devices and click the Edit column on the device you want to delete.
  2. Click Delete Device.

  3. Save your changes.

    deletedevice

Changing name on device

To change the name on the device, you have to update the name in "User" first. See Change name in User.

To change name on Device:

  1. After you update the name in User, go to Smart PBX > Devices

  2. Click the device you want to modify, in this example we will use Demo 106

  3. Change the device name to the name of the new user, make sure Mac address and model number are correct

  4. Save changes
  5. Send a restart request to restart the device.

Note

If the new name is not showing up on the phone, wait 10 minutes and try again. If the name on the phone is not changing, submit a support request.

Send a restart request

  1. Go to Smart PBX > Devices

  2. Click the edit icon for the device that you want to restart

  3. Go to Advanced > Miscellaneous

  4. Click Restart to restart the device

Set up restrictions to premium numbers

  1. Go to Smart PBX > Devices

  2. Click the edit icon for the device that you want to configure

  3. Go to Advanced > Restrictions

  4. Use the toggle to allow or deny calls to the specific numbers.

    • Local Dublin/Freephone: Deny calls to 01 area code and freephone numbers such as 0818
    • National and Mobile: Deny calls to all Irish regional area codes and mobiles such as 086, 085, 083
    • Premium Rate: Deny calls to phone competitions and any other premium rate phone number
    • Emergency Services: Deny calls to 999
    • Directory Enquiry and Other Services: Deny calls to numbers prefixed by 118
    • Operator Services: Deny calls to your carrier services
    • International: Deny calls outside of ROI
    • Other than above: Deny calls to any number other than the list above