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P a g e

1.

USING THE USER WEB PORTAL

Topics:

Each extension of your Cloud PBX system has
access to a powerful web portal for managing
voicemail, call routing, and more.



Accessing the Portal (page 20)



Voicemail (page 23)



Answering Rules and Time
Frames (page 28)



Contacts (page 42)



Phones (page 45)



Music on Hold (page 47)



Call History (page 50)



Profile (page 54)

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Summary of Contents for PBX

Page 1: ...PBX User Guide FastFind Links Using Your Desk Phone Using the User Web Portal Voicemail Answering Rules and Time Frames Contacts Phones Music on Hold Call History Profile...

Page 2: ...EXTENSION LIST...

Page 3: ...Up Your Mailbox 13 Alternate Greetings 14 Voicemail Tree 14 Handling Calls 16 Attended Transfer 16 Blind Transfer 16 Transfers to External Numbers 17 Voicemail Transfer 17 Park and Hold 17 Directed C...

Page 4: ...Options 38 Ring Timeout 39 Allowing or Blocking Callers 39 Contacts 42 Filter and Search 42 Add and Import Contacts 42 Adding a Contact 43 Importing Contacts 44 Selecting Favorites 44 Editing Contacts...

Page 5: ...loud PBX User Guide Your Cloud PBX combines the best in traditional phone system features with modern Internet Protocol IP capabilities In this guide you will learn how to perform many common tasks on...

Page 6: ...5 P a g e FREQUENTLY ASKED QUESTIONS Topics This section will provide quick directions to the most commonly used features of your system Phone Features page 12 Web Portal page 13...

Page 7: ...1 Blind Transfer While on the phone with caller press transfer button Dial desired destination extension or press the other user s extension button Press transfer button again 2 Attended Transfer Whi...

Page 8: ...s the conference button 3 Call the second participant 4 After the second participant answers press the conference button again Conference Bridge 1 Dial your conference bridge extension or telephone nu...

Page 9: ...ng and incoming calls Upon selecting the number you can call the number back from your desk phone web softphone or enter another number you wish to call from such as your cell phone 3 Active Answering...

Page 10: ...When busy when you are busy on another call you can have the call ring to another number When unanswered when you don t answer a call you can have the call ring to another number If Device Offline whe...

Page 11: ...the number to call back directly 3 Click add to contacts if you would like to add that number to your contacts list 4 Click download to download the recorded conversation if call record is active for...

Page 12: ...Topics While there are many different models of desk phones they largely all work the same way In this chapter you will learn how to use common functions of your phone Making Calls page 12 Receiving...

Page 13: ...national call code 011 2 Dial the country code 3 Dial the local number International calling is commonly disallowed to prevent toll fraud Extension Dialing Extensions on your system can be dialed usin...

Page 14: ...cemail Accessing Voicemail To access voicemail 1 Press the Messages button on your phone to access your voicemail box or dial 5001 if you cannot identify the voicemail button 2 If you subscribe to mul...

Page 15: ...ernate Greetings Your mailbox supports multiple greetings for different scenarios like business trips and holidays To record an alternate greeting 1 From your mailbox press 6 for greetings and then pr...

Page 16: ...15 P a g e...

Page 17: ...s extension or press their BLF 3 Speak to the recipient and then either press Transfer again to complete or cancel if the recipient cannot take the call Blind Transfer Blind transfer goes straight to...

Page 18: ...your phone cannot be picked up at another station Park is a system wide function This means a call parked at one phone may be picked up by any phone To park a call 1 Dial in an active call from any ph...

Page 19: ...Using Your Desk Phone 18 P a g e 3 After the second participant picks up press Conference again to connect everyone...

Page 20: ...ud PBX system has access to a powerful web portal for managing voicemail call routing and more Accessing the Portal page 20 Voicemail page 23 Answering Rules and Time Frames page 28 Contacts page 42 P...

Page 21: ...ceived these details use the New User link Desktop Call Control Desktop call controls appear when making or receiving a call These controls allow you to see who is calling and manage a current call In...

Page 22: ...ys the caller ID and call time The three controls at the bottom of the window let you hold hang up or transfer the call If you select transfer a field appears for entering the extension of the recipie...

Page 23: ...r coded icons show your recent calls Green icon outbound call Red icon missed inbound calls Blue icon inbound received calls To call back a number click the phone number Status Message Allows you to e...

Page 24: ...s icon at the top of the page Messages The Messages tab allows you to manage your new saved and deleted voicemail as well as greetings and other settings Figure 2 4 Messages Page Like the Home page yo...

Page 25: ...Sort Voicemail inbox by latest first plays your newest messages first Announce voicemail received time plays the timestamp of the message Announce incoming call ID plays the caller ID number if avail...

Page 26: ...an email is sent to you with the audio file of the message attached The storage option allows you to leave messages in your inbox as new move to saved or move to trash Send w brief attachment storage...

Page 27: ...Using Your Desk Phone 26 P a g e Figure 2 6 Manage Greetings Page 2 Next to New Greeting click Record The Browse button changes to a Call me at field...

Page 28: ...ading a Greeting To upload a greeting 1 From the Settings tab of the Messages page click the speaker icon A Manage Greetings page similar to the one in Figure 2 7 on page 26 appears 2 Hover over a gre...

Page 29: ...are so interconnected that describing them together makes sense Time Frames Time frames allow you to control the scheduling of the system You configure time frames using the Time Frames page To displ...

Page 30: ...me will be applied Always select this option if the time frame will always be applied Click Save to complete the procedure Days of the week and times select this option to select days and times when t...

Page 31: ...hen the time frame will be applied see Figure 2 8 Figure 2 7 Setting Days of the Week and Times 1 Using the check boxes next to the name of each day of the week check the days when the time frame will...

Page 32: ...e end time or to the right to lengthen the end time Hint To fine tune start and end times click start time or end time button and then use the left and right arrow keys on your keyboard to change the...

Page 33: ...over lunch on Monday through Friday By doing this you would create two time frames for example one from 8 to noon and another from 1 00 to 5 00 PM 5 Click Save to save your selections The time frame...

Page 34: ...Using Your Desk Phone 33 P a g e Hint Moving the pointer over the blue text in the Description column shows the settings for that timeframe...

Page 35: ...starting date and time from the pop up calendar 2 Click in the right field and then select an ending date and time from the pop up calendar 3 To specify additional ranges click the icon to display an...

Page 36: ...Phone 35 P a g e 4 Click Save to save your selections The time frame appears as a row on the Time Frames page Hint Moving the pointer over the blue text in the Description column shows the settings fo...

Page 37: ...nabled The right side of the Answering Rules page has buttons for adding answering rules and specifying allowed and blocked numbers Figure 2 10 shows examples of answering rules In this figure The ext...

Page 38: ...ge click Add Rule The Add an Answering Rule page appears From this page you can create rules to screen callers forward calls and ring multiple numbers simultaneously Figure 2 10 Add an Answering Rule...

Page 39: ...all your user s phones Use the option Answer confirmation for offnet numbers to ensure that a person and not voicemail answers simrings to a cell landline by prompting the answering party to press 1...

Page 40: ...this feature you can block unwanted calls to your phone as well as calls from anonymous and unwanted numbers Allowed numbers bypass user Do Not Disturb and Call Screening rules to ring through immedia...

Page 41: ...rs 3 To block phone numbers perform the following steps under BLOCKED NUMBERS a Click in the Enter a number field b Enter the number you want to block c Click the button The number appears in the BLOC...

Page 42: ...Using Your Desk Phone 41 P a g e Figure 2 13 Example of Blocked Numbers 5 When you are finished click Done Examples of blocked numbers...

Page 43: ...Departments Available Busy and more Selecting a group filters the contacts on the page to show only the ones located in the group selected The Enter a name or extension field below the drop down list...

Page 44: ...ntact page see Table 2 5 3 Click Save The contact appears on the Contacts page Table 2 5 Fields in the Add Contact Page Field Description First Name Contact s first name Last Name Contact s last name...

Page 45: ...located Click the file and then click Open The path and file appear in the Browse field 4 Click Import The imported contacts appear on the Contacts page Selecting Favorites When hovering over a contac...

Page 46: ...ddress MAC address and line number on the phone associated with your extension Clicking the Refresh button updates the information shown on the page The page has an Add Phone button that adds phones t...

Page 47: ...m the Phones page click SNAPmobile The splash screen in Figure 2 15 appears Figure 2 14 SNAPmobile Splash Screen 2 Scan the QR code to download the app or search for SNAPmobile in the app store and th...

Page 48: ...When you add music on hold files the file name appears on the Music On Hold page along with the duration and file size The Settings button allows you to play an introductory greeting If you hover ove...

Page 49: ...where the file you want to import is located Click the file and then click Open The path and file appear in the Browse field NOTE The music file must be in MP3 or WAV format and must be properly lice...

Page 50: ...ing an Introductory Greeting To play an introductory greeting before having the music on hold file play 1 From the Music On Hold page click Settings The Music on Hold Settings page appears 2 Check Pla...

Page 51: ...s Red missed calls Moving your screen pointer over an icon displays a tooltip with the call status For example You can click a number in the Number column dial back the number Clicking the Refresh but...

Page 52: ...ll History page so you can view only the information that interests you To filter the call history 1 From the Call History page click Filters The Call History Filters page appears 2 Complete the field...

Page 53: ...g date and time from the pop up calendar see Figure 2 16 Click in the right field and then select an ending date and time from the pop up calendar Caller Number To filter by a caller number enter the...

Page 54: ...he Call History page click Export Depending on your browser the history log is downloaded to your computer or you are prompted to save the log The log is in comma separated value CSV format 2 After do...

Page 55: ...Using Your Desk Phone 54 P a g e Profile Clicking the Profile link at the top right of the page displays the Profile page From this page you can configure the settings in Table 2 7...

Page 56: ...auto directory and list in directory features Announce in Audio directory check to include the user in the dial by name directory List in Directory check to add user to the internal extensions list co...

Page 57: ...callers 33 C Call forward 32 Call handling 10 Call history 44 Callers allowing or blocking 33 Calls active 15 incoming 14 making 6 receiving 7 Contacts 36 D Dialing extension 6 off hook 6 on hook 6 D...

Page 58: ...ry 44 contacts 36 home page 16 Messages page 17 music on hold 41 profile 48 Profile 48 R Receiving calls 7 Recording a greeting 19 Remote voicemail 8 Ring timeout 33 S Setting up your mailbox 8 SNAPmo...

Page 59: ...ted in its written agreement with and for its customers C T Technologies LLC shall not be held liable to anyone for any indirect special or consequential damages due to omissions or errors The informa...

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