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Adding a phone or device to a user

This section describes how to add a phone or other device to a user. In hosted PBX, there are several types of devices that can be set up to make calls. You can assign a phone to a user during setup or at later time. If you unassign a device, then it appears in the list of available or spare devices.

Assigning a device to a user during setup

  1. Go to Users > Add User.
  2. In the Add User and Device dialog, go to Add Device.
  3. Select the device make and model from the dropdown menu.
  4. Enter the Device Name, this is a freetext field, you can provide any name for the device, for example "Reception phone".
  5. Enter the MAC address for this device. This is located on the hardware and must be unique.

    NOTE: If the device is already assigned you won't be able to add it to a new user.

Assigning a device to an existing user

  1. Go to Users.
  2. Find the user name and click on the Devices column.

    add devices

  3. Select Add from Spare Devices to add an existing device that is not assigned to any user.

  4. To create a new device, click New Device.
  5. From the dropdown menu, select the device; use the following steps depending on which device you are adding.

Adding a SIP phone

  1. Go to Smart PBX_Users.
  2. Find the user name and click on the Devices column.
  3. Click New Device > SIP Phone. selectionofdevice
  4. 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".

  1. Enter the Device Name and MAC Address. The MAC address should be located on the device.
  2. Verify the brand and model of the device and click Create Device.
  3. Save your changes.

Adding a cellphone

  1. Go to Smart PBX_Users.
  2. Find the user name and click on the Devices column.
  3. Click New Device > Cell Phone.
  4. From the Adding a Cell Phone dialog, enter a Device Name, Number, and select the user.
  5. Under Advanced > Options, verify the settings:
    • Allow use of cellphone'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
  6. Click Create Device and save your changes.

Adding a smartphone

  1. Go to Smart PBX_Users.
  2. Find the user name and click on the Devices column.
  3. Click New Device > Smartphone.
  4. From the Adding a Smartphone dialog, enter a Device Name and Number and assign a user.
  5. Do not modify the SIP Username or Password.
  6. Check that you are assigning to the correct user.
  7. Under Advanced > Options, verify the options.
  8. Under Advanced > Audio and Advanced > Video check audio and video codec settings.
  9. Under Advanced > Restrictions, apply rules for this device such as restricting premium numbers or international numbers and so on.
  10. When all settings are complete, click Create Device.
  11. Save your changes.

Adding a softphone

  1. Go to Smart PBX_Users.
  2. Find the user name and click on the Devices column.
  3. Click New Device > Soft Phone.
  4. From the Adding a Softphone dialog, enter a device name.
  5. Verify the options in Advanced > Audio, Advanced > Video, and Advanced > Restrictions.
  6. Under Advanced > Miscellaneous you can 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
  7. Click Create Device.

  8. Save your changes.

Adding a landline

  • Go to Users.
  • Find the user name and click on the Devices column.
  • Click New Device > Landline.
  • From the Adding a Landline dialog, enter a device name, number and assign the user.
  • 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
  • Click Create Device.

  • Save your changes.

Adding a fax

  1. Go to Smart PBX_Users.
  2. Find the user name and click on the Devices column.
  3. Click New Device > Fax.
  4. From the Adding a Fax Machine dialog, enter a device name.
  5. Do not modify the SIP username and password.
  6. Configure the T38 protocol setting.
  7. Check the box to notify the administrator if the faxbox becomes unregistered from the network.
  8. Verify the Advanced > Audio and Advanced > Restrictions.
  9. Click Create Device.
  10. Save your changes.

For more information on faxes, see Setting up fax to email per user.

Adding an ATA

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.

Adding a SIP uniform resource identifier (URI)

  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. Verify the Advanced settings and click Create Device.
  7. Save your changes.

Adding a Skype for business device

  1. Go to Smart PBX_Users.
  2. Find the user name and click on the Devices column.
  3. Click New Device > Skype for Business.
  4. From the Adding a Skype for Business Device dialog, enter a name for the device.
  5. Enter your Skype for Business username.
  6. Verify the Advanced settings and click Create Device.
  7. Save your changes.

Adding a Microsoft Teams device

Note

Each user can only have one MS Teams device.

  1. Go to Smart PBX_Users.
  2. Find the user name and click on the Devices column.- Click New Device > Microsoft Teams.
  3. From the Adding a Microsoft Teams Device dialog, enter a name for the device.
  4. Assign the user and the region.
  5. Enter a valid direct dialing in (DDI) number for the device (if available for the region).

    NOTE: Irish users must have a direct dial number to use MS Teams.

  6. Enter your Teams username.
  7. Verify the Advanced settings
  8. Click Create Device.
  9. 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