Set up an Office

Step 1: Create Users

Create users and manage all of their settings all within the interface. Once you have created users, you can begin to create user groups. To create a new user, click on the “Users” tab in SmartPBX, just left of the dashboard. Within the “Users” tab, click on the “Add User.” Provide your user’s first and last name, email address, and create a password for login. You can also create a custom extension number and a Voicemail Box number.

Step 2: Assign Spare Numbers

Provide each user with their unique direct-dial phone and extension number. Assign a spare number within the Interface after you buy or port number . When a number is ported or purchased, it will populate the Spare Numbers tab. To assign a number, click on the “Users” tab of SmartPBX, select “Phone Numbers” for the specific user. You will then need to click on to the “Add from Spare Numbers” button and add the selected number.

Step 2a: Purchase a Phone Number – Optional

Within the “Users” tab of SmartPBX, select “Phone Numbers” for the specific user. You will then need to click on to the “Buy Numbers” button. To purchase a new number, decide whether you would like a local, toll-free, or a vanity number. You can search for an available number by city or area code and decide what and how many numbers to purchase. In a few seconds the new number will automatically associate with your user.

Step 2b: Port a Phone Number – Optional

Within SmartPBX, click on the “Numbers” tab to the left. Click on “Spare Numbers” and then select “Port.” Once clicking this, it will prompt you to “Start New Transfer (port).” Type in one number or paste multiple numbers and select “Add.” After you add the numbers you would like to port, you can new view the numbers to be ported, which will be split according to carrier. You will need to collect the user’s bill to show that they are the rightful owner of the number and download the “Letter of Authorization.” Upload the “Phone Bill” and the “Letter of Authorization” signed by your user. Choose the date you would like to port the number, and complete the order. Add temporary DIDs for users in case they would like to have an active line during the porting process.

Step 3: Provision Devices

Provisioning devices in SmartPBX is capable of handling a large number of devices from multiple manufactures. The UI comes pre-populated with supported manufacturers and devices. Within the “Devices” section of SmartPBX, click on the “Add Device” button for an account to bring up the brand selection. Select the logo of the manufacturer of the device. Once the manufacturer has been chosen, available models will be displayed along with a picture of the device to provide easy identification. If you do not see your manufacturer or model, you will need to manually provision your device. Clicking the image of the device will prompt you to enter the MAC address and create a name for your device. The MAC address is on the back of your SIP device. Next, plug in your power cord and jack and power up the device.

Step 3a: Auto-Provision Devices - 2600Hz Supplier – Optional

If you have purchased a supported device through a 2600Hz supplier, your device should be ready to use right away.

Step 3b: Auto-Provision Devices – Non 2600Hz Supplier – Optional

The protocol for provisioning vary among manufacturers, so you need to go into the manufacturers website to auto-provision each device. To do this, turn on your SIP device and enter the IP Address into your web browser. You will need to then restore your phone back to factory settings. Included in the link are the step-by-step instructions to auto-provision a 2600Hz-supported device based on the underlying manufacturer.

Polycom Yealink Cisco

Step 4: Manage User Features

Manage what features your users can access. You have the ability to turn on/ off and manage Caller ID, Call Forwarding, Hot Desking, Voicemails, Faxbox, Conference Bridge, Find Me, Follow Me, Music-On-Hold and Inbound Call Recording.

To manage User Features, click on the “Users” button on SmartPBX. Next, click on the specific user’s “User Features” button. From there, you can turn on or off User Features.

Step 5: Create and Manage User Groups

Once you have created enough users, you can begin creating user groups. This is extremely useful if you have users that work in the same department, such as a sales or marketing team.

To add a new group within “User Groups” tab, click “Add Group.” The interface has a handy drag and drop. Drag the available users over to selected users, create a name for your new group, and add numbers and extensions.

Step 6: Manage Your Account

Within the Main Number tab of SmartPBX, you can set an Office Hours Strategy and add Holiday’s for when your office will be closed. We have even added a virtual receptionist that allows you to transfer calls to an appropriate department or person and create personal greetings. How to set up your Main Number and create an Office Hours Strategy.Set up a Main Number