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Setting up Users

From the Smart PBX > Users tab, you can view and manage all the users on your PBX. You can add new users, view a list of current users, and update their numbers, devices, and current features.

Adding a user

Only administrators can add new users to the hosted PBX.

  1. Go to Users > Add Users.
  2. In the Add User and Device dialog, fill in first and last name.


  3. Enter the Email used for Login and a password (you can use a random password generator). This email will be the username and must be unique.

  4. Enter a unique extension number. The system offers you the next available extension number or you can enter any number combination to have as your extension. Your extension must not be an Irish emergency number (112, 999).

    !!! note The main extension number is managed in the Smart PBX. It is also linked to the voicemail box number, presence indicators, and in house caller ID. This makes it convenient to change all of these at the same time.

  5. Check the options as required:

    • Create a voicemail box: IP Telecom recommends setting up the voicemail when creating a user.
    • Include user in the company directory: check if you want this user to be searchable.
    • Send emails to an alternate address: if you check this box, all emails and notifications will go to the alternate address specified and not to the login email.
    • Send credentials to this user: check to send the username and password to the user after setup.
  6. If you are ready to assign a device to this user, continue to Add Device. See Adding a device to a user during setup.

  7. If you do not have a device yet, click Create User or Create User and Add Another. You can add a device later, see Devices.
  8. Your user is assigned a voicemail box and extension number.


All users are set up with "User" permissions; this role can be changed in the Smart PBX app, see Updating user profiles or in the Callflows app, see User.

Assigning 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.


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

See Devices for more information.

Adding user credentials for the PBX portal

To give a user access to the PBX portal:

  1. Go to Smart PBX> Users.
  2. Select the user that you want to give access to.
  3. Click Change Credentials.


  4. Fill out username/email address if not in place

  5. Generate a password for the user - after you save the password you can't see it.
  6. If required, change the dropdown menu from "User" to "Admin" to allow administrator privileges.
  7. Click Save Changes.
  8. The user can now log in to the PBX Portal using their credentials.

    • Username- use the email set at user level
    • Password - use the generated password
    • Account Name - use the first part of the PBX real (xxxxxxx in this case)

Adding an external phone number (DDI)

You can assign an external direct-dial-in (DDI) phone number to any PBX user. This number can be used to reach that user directly.

  1. Go to Smart PBX > Users.
  2. Click on the Phone Numbers column for the new user.


  3. Click Add from Spare Numbers, and select the number to assign this user.

  4. Click Add selected numbers.
  5. The phone number now appears in the user details.
  6. Save your changes.

Creating a personal conference number

  1. Go to Smart PBX > Users.
  2. Find the user and click "User Features".
  3. Click Conference Bridge.
  4. Use the slider to enable the conference bridge.

  5. Enter your personal conference room number.

  6. Click Save Changes.

Updating user profiles

  1. Go to Users > User Settings for the user that you want to update.
  2. In the profile window, you can change the username, email credentials, voicemail PIN, user role, and ringing duration.
  3. To change the user's extension number or add a direct dial phone number, click into Extensions or Phone Numbers columns.
  4. To update the voicemail pin, go to Smart PBX > Voicemail Boxes > Edit.

Change name in user and device

If you change the user name, IP Telecom recommends updating the name in devices also.

To change name in Users:

  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 in Devices:

  1. After you update the name in "Users", 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.


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

Deleting a user

Only administrators can delete a user from the PBX.

  1. Go to Smart PBX > Users.
  2. In the column "User Settings", click the user that you want to delete.
  3. Click Delete User.

  4. Check the boxes to remove devices and conferences.

  5. Click Proceed.