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

Adding a spare device

Add a phone as a spare phone or a phone that is not assigned to a specific user.

  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. Leave the Assign to as "No owner" if spare or assign to user.
  5. Verify the brand and model of the device and click Create Device.
  6. 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.
  4. Enter a valid direct dialing in (DDI) number for the device (if available for the region).
  5. Enter your Teams username.
  6. Verify the Advanced settings
  7. Click Create Device.
  8. Save your changes.

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. Leave the Assign to as "No owner" if spare or assign to user.
  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. Leave the Assign to as "No owner" if spare or assign to user.
  5. Go to Advanced to set up audio, video codecs and apply restrictions to premium numbers and so on. IP Telecom typically recommends G722 audio codec, but if you are unsure of these settings, contact IP Telecom for support.
  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. Leave the Assign to as "No owner" if spare or assign to user.
  4. Go to Advanced to set up audio, video codecs and apply restrictions to premium numbers and so on. IP Telecom typically recommends G722 audio codec, but if you are unsure of these settings, contact IP Telecom for support.
  5. Go to Advanced > Miscellaneous to apply settings for this phone as part of a ring group:

    • " Ignore Completed Elsewhere" - check to show call as missed, even if it was answered as part of a ring-group
      • "Notify when unregistered" - check to notify the administrator when this device becomes unregistered
      • "Caller-ID privacy" - check to block caller ID
      • "WebRTC" - check to enable real-time web communications using this device, such as web streaming and so on
      • "Encrypt the audio" - check to encrypt all audio recorded on this device
  6. Click Create Device.

  7. Save your changes.
  1. Click New Device and select Landline.
  2. Enter a device name, number.
  3. Leave the Assign to as "No owner" if spare or assign to user.
  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.

  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. In Advanced > Restrictions, use the slider to restrict the calling permissions for the device.
  9. Click Create Device.
  10. Save changes.

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.


Editing device settings

  1. Go to Devices and click the Edit column for the device and user that you want to update.
  2. In the dialog menu for that device, you can change the device name and number or the user that it's assigned to.
  3. Under Advanced > Options you can select from the following options:

    • SIP - add a SIP username and password
    • Audio - assign audio codecs. For more information about codecs, see Codecs
    • 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 caller-id privacy, notifications when the device unregisters and so on
    • 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

You can set up the speed dials and BLF through the Device 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.

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  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

  6. Depending on which function you are adding, select the user, the parking spot, the value and the label for the device.

  7. 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.

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.


Deleting a device

  1. Go to 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.

To change name in User:

  1. Go to Smart PBX > Users.
  2. Select the user you want to change.
  3. Click Change Credentials.
  4. If you want your voicemails to be sent to your email, assign the correct email.

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. Reboot the phone.

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.