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

The steps to add a new user in the portal are described below; or watch a quick video to show you how it's done!

Note

Only administrators can add new users to the hosted PBX.

1. Go to Smart PBX > 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.

Info

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

See Adding a phone or device to a user.

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.hostedpbx.ie (xxxxxxx in this case)

Reset user password for hosted PBX login

1. Go to Your Apps > Smart PBX > Users.
2. Click the name of the user to expand the user settings.

3. Click Change Credentials.

   

4. Update the user's information and Save Changes.

   

Adding a phone number (DDI)

You can assign a 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.

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.

Change user role to admin

1. Go to Smart PBX > Users.

2. Click the User Settings column for user that you want to update.

   

3. Click the dropdown to change the user role between user and admin.

   

4. Click Save Changes.

Change user phone number

1. Go to Smart PBX > Users.

2. Click the Phone Numbers column for user that you want to update.

   

3. Click Un-assign to remove the existing phone number.

   

4. Click Add from spare numbers to replace with a new phone number.

   

Change user extension number

1. Go to Smart PBX > Users.
2. Click the Extensions column for user that you want to update.

3. Click Un-assign to remove the current extension number.

   

4. Click Add extension to this user to replace with a new extension.

5. Enter a new extension; you can enter multiple extensions and click the red X to remove if needed.
6. Click Save Changes.

7. From the popup, click the number that you are choosing as your main extension, (this is important if you have multiple extensions) or select I don't want to set a new Main Extension.

   

8. Click Save Changes.

Change voicemail pin

1. Go to Your Apps > Smart PBX > Users.

2. Click the User Settings column for the user that you want to update.

   

3. Click Change Pin in the voicemail section.

   

4. Enter a new 4 digit pin.

   

5. Click Save Changes.

Change name in user

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

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.

   

5. Click Save Changes.

6. Go to Devices and change the name in the device also Changing name on device.

Important

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.