Setting Up Your First Office

Step 1: Create Users

Create users and manage all of their settings, all within Smart PBX. To create a new user, click on the “users” tab to the left of the dashboard. Then click on the “Add User” and provide your user’s first name, last name, email address and create a password. The user can change this later.

Step 2: Assign Numbers

Provide your new user with their unique direct-dial phone and extension number. You can assign a spare number within the interface after you buy or port a 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, and select “Phone Numbers” next to the users name. Then 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 user. Click on the “Buy Numbers” button to purchase a new number and decide whether you would like a local, toll-free, or a vanity number. You can search for an available number by area code and decide how many numbers to purchase. Click "Buy Numbers" and in a few seconds the new number will be available for you to assign to the user in “Spare Numbers”.

Step 2b: Port a Phone Number – Optional

Within SmartPBX, click on the “Numbers” tab to the left. Click on “Spare Numbers”, select “Spare Numbers” and then click on “Port”. A window with your pending port orders will pop up, click “New Port Request” in the top right. Follow the prompt which will ask you what type of number you’re porting and for proof of ownership of the number. 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

Within the “Devices” section of SmartPBX, click “Add Device” and choose the type of device you’re adding. If you are adding a SIP phone, you’ll be prompted to select the logo of the manufacturer of the device and then the available models will be displayed along with a picture of the device. 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. If you are adding a cell phone or other device, this process is a little different.

Step 3a: Auto-Provision Devices – Optional

The protocol for provisioning varies among manufacturers, so you need to go into the manufacturer's website to auto-provision each device. To do this, turn on your SIP device and enter the IP Address into your web browser. Restore your phone back to factory settings. Below are the 2600Hz-supported devices based on the manufacturer. Please reference the provisioning section in the Academy for step-by-step auto-provisioning instructions.

Step 4: Manage User Features

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 for all of your users.

To manage User Features, click on the “Users” button in 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 click on the “Groups” tab in SmartPBX, then 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 an extension.

Step 6: Manage Your Office Strategy

Within the Main Number tab of SmartPBX, you can set an Office Hours Strategy and add holidays for when your office will be closed. You can also use our virtual receptionist to transfer calls to an appropriate department or person and create personal greetings.