Users use the USER EXTENSIONS page to change the settings for their extensions so that callers can reach them at multiple phones or locations. These setting are also captured in Company Directory and Extension Monitoring.
Summary
The Summary tab shows the current settings for the extension selected in the center list
General
The General tab enables the user to enter information on for extension identity and inbound and outbound call preferences. Once settings have been selected, press the Save button at the bottom of the right column to save them.
EXTENSION IDENTITY
Use these fields to enter information about the extension user. The information entered here will also be used by the Directory and Voicemail systems.
- Name is the name of the extension user.
- Title is used for the Company Directory.
- Email is used to send system notifications and voicemail when activated.
- SMS Email is used to send a text message to the user when a message is waiting. The Caller ID of the message placed in the text.
- Member of Group is used to control what settings users are allowed to change. Assigning a user to a group allows the options to be controlled for the whole group.
- Time Zone - While each phone system operates on the default time zone set for the company under the GENERAL SETTINGS, users can adjust the time zone setting for their extension so that the voicemail date/time and the time displayed on their phone correspond to the time zone they are in.
INBOUND CALL SETTINGS
Use these fields to enter information about inbound call preferences.
- Rings Before Answer – Users can use the drop-down menu to select the number of times they want their phone to ring before the call is routed, for example, to their cell phone or voicemail.
- Ring Tone - Users can change the ring tone on their phone, if their phone handset equipment supports it. Changing this setting only affects the ring for calls made directly to the user’s extension. Calls coming through a CALL GROUP or MENU use the default ring specified for the webFones PBX system.
- Inbound Caller ID Tag – Inbound Call Tags allow the user to modify the Caller ID of direct calls to an extension, as opposed to calls that are routed from Menu or Call Group. This tag can be used to identify callers that dial the phone extension directly.
- Call Waiting - Allows multiple calls to ring through to an extension at the same time. If the user is on a single-line device, call waiting plays a tone to let the user know there is an inbound call. A multiple-line device may display the incoming call on a different line and enable the call to be answered by pressing that extension button.
- Call Pickup Group - Call Pickup allows any user to pick up ringing phones. While the **extension command will pick up an individual extension, the Call Pickup Group setting allows users to pick up any extension ringing in a group by dialing *, plus a single digit. The Call Pickup Group in USER EXTENSIONS applies only to calls that are forwarded to an extension directly.
OUTBOUND CALL SETTINGS
- Override Caller ID - The Caller ID is the number that appears on the device of the person called from the user’s extension. Caller IDs can be set globally for all calls coming from the company and on a per-user-extension basis. When this setting is OFF, calls made from the user extension will display the global default Caller ID number set for the company under the Default tab under GENERAL settings. When the Override Caller ID setting is ON, users can enter the number that they want callers to see displayed when they call them. (Note that if a user sets their Caller ID for a direct number (DID), they may also want to edit the PHONE NUMBER settings to route the number directly to their user extension.)
- 911 Emergency Location - The 911 Emergency Address matches your Caller ID number with the emergency address registered in the local responders’ database. The 911 Emergency number entered here can be different from the Caller ID number set above. When anyone dials 911 from your extension, it uses the 911 Caller ID database to determine the physical address. Emergency numbers correspond to phone numbers for extensions that emergency services can call back to reach someone at the location. Do not use a number that is also used for a fax server or fax machine. (Note that the 911 address is configured under the PHONE NUMBER section of the site.)
- International Dialing – This option enables or disables international dialing from this extension. This setting may already have been disabled as an option for this extension by your company. (See SETTINGS and USER GROUPS).
OTHER SETTINGS
- Directory – If this setting is turned ON, information about the user of this extension will be included in the Company Directory—and callers will be able to connect with this extension by entering the letters of the user’s last name. Turning the setting OFF makes the extension invisible to the Company Directory. (See MENU for more information on configuring the Company Directory).
- Intercom - If this setting is turned ON, the extension can be used as an intercom device to participate in sessions with other internal company extensions. (Note that the feature works only on phone devices that support intercom functionality).
- Whisper Mode - Whisper Mode allows a more experienced employee to listen in on a conversation and privately offer pointers to a new employee that the customer cannot hear. Turning this feature on allows other extensions to listen in on the currently selected extension by pressing the Whisper soft-key (available on Polycom phones) or by dialing *** followed by the extension.
Options Tab
Use the Options tab to set the following options:
SIMULTANEOUS RING OPTIONS
Extensions can be set up to ring simultaneous phone devices so that a colleague or assistant can answer a phone when the user is unavailable. Activating this feature does not impact existing Call Queues and Ring Groups set up in Call Menus. (See MENUS).
Press one of the Ring Extension buttons and enter either the extension number or the first few letters of the user extension name. A pop-up pick list will appear. Make a selection and press the Save button.
ROUTING OPTIONS
Select an option to determine how calls to the extension are handled, whether the extension is direct-dialed or the call is transferred to the extension. (Note that these settings do not impact how an extension rings as part of a Ring Extension Group or Call Queue.)
- None – Rings the user extension for the specified number of rings and then is sent to voicemail, if voicemail is enabled.
- Find-Me – Rings the user extension for the specified number of rings and then plays on-hold music, while dialing up to six other phone numbers to find you. If you don’t answer and accept the call, the caller is sent to voicemail.
- Forward – Bypasses the user extension and forwards all calls directly to a specified destination number. The call leaves the webFones PBX system and subsequent services, such as voicemail must be handled by the destination device.
- Expert – Determines how you want calls to be directed when you are on the phone or when you don’t answer.
SPEED DIAL
This option provides a way for extension users to set up their own speed-dial list—with up to a 100 speed dial numbers. Speed-dial numbers are activated by pressing *, plus a two digit number (*00 - *99).
Press Edit to open a pop-up where you can enter the Title and Number of the Speed Dial number you want to assign. Use the Export button to export settings to a file, which can then be easily replicated and used on other extensions by using the Import button to import the file. To modify the import file, make any necessary changes. When done, press Done to close the window. When you are done editing, press Save in the lower right.
IMMEDIATE ASSISTANCE OPTION
Use this option to enable callers to bypass voicemail by pressing * and reach a receptionist or other staff for immediate assistance. Select where you want the call to go when the user presses * by using the drop-down menu.
CALL GROUPS
Call Groups are created under MENUS by configuring Ring Extensions or Call Queue options. All extensions in a Call Group ring when a caller selects the Menu option. While Call Group membership is controlled under MENUS, it is also listed on a per-extension basis for your convenience.
The checkboxes indicate which Call Groups currently have the selected extension as a member. Checking a box adds the selected extension to that Call Group. Unchecking a box removes the extension from that Call Group.
Save the options you want by pressing the Save button at the bottom of the column.
IMMEDIATE ASSISTANCE OPTION
Use this option to enable callers to bypass voicemail by pressing * and reach a receptionist or other staff for immediate assistance. Select where you want the call to go when the user presses * by using the drop-down menu.
Voicemail Tab
Use options under the Voicemail tab to set voice mail preferences.
- Activate Voicemail – When this feature is turned ON, the extension will go to voicemail after the specified number of rings. If VOICEMAIL is turned OFF, calls will hang-up if the user does not answer after the specified number of rings.
- Voicemail Extension – In most cases, the voicemail mailbox extension should align with the selected extension. However, it is possible to route calls for the selected extension to another voicemail mailbox. You can change that here.
- Voicemail PIN - The Voicemail PIN is a 4-digit number, required for logging into and accessing messages in your voicemail box. Changing your PIN here also changes it in the voicemail system.
- Send voicemail via Email – Turning this option ON automatically sends voicemail message as a WAV file attachment, in addition to delivering the voicemail to the webFones PBX web interface and inbox on the phone system.
- Send voicemail SMS notifications – Turning this option ON automatically sends your cell phone or pager an SMS (text) message telling you that you have a new voicemail message.
Save options by pressing the Save button at the bottom of the column.
Phone Tab
Use options under the Phone tab to set phone device preferences.
EQUIPMENT
- Soft-Phone – Use this option to attach SIP-based Software Phones to the extension using the login information provided. Calls will ring the software phone at the same time as desk phone devices. (Note that SIP phones must support the g729 codec to work well. For the iPhone we recommend Acrobits SIP phone and Zoiper Communicator on PCs/Macs.)
- Add Phone –Use this option if you want multiple phones to ring for a single extension number. Press the Add Phone button and type in a few letters of the Mac Address, which is found on the back of the phone and usually begins with 00). A pop-up pick list of phone devices in our system appears. Select one and press the Save button. All phones added will ring at the same time when the extension is dialed.
MOBILE PHONE
Select the option you want from the drop down menu.
- Disabled – If you don’t have a mobile number or do not want it to be connected with your extension, you can leave this setting disabled.
- Ring when Ext Direct Dialed – Select this option to have your mobile phone ring simultaneously whenever the extension is dialed directly. (Note that the mobile phone does not ring when a call is routed from a webFones Ring Extension or Call Queue call group.) If this option is selected, we recommend that you turn the voicemail on your cell phone off so it does not answer the call prematurely. Outbound dialing is enabled with this option. Alternatively, you may want to consider using the Find-Me feature so that calls ring your desk first followed by your cell.
- Ring All with Groups – Select this option to ring your mobile device when the extension is dialed directly and also when the user extension is part of a ring group or call queue. When this option is selected, we recommend that you turn voicemail on your cell phone off so it does not answer the call prematurely.
- Use for dialing outbound only – This option allows the cell phone to be used for outbound dialing without configuring it to ring for inbound calls. This means that when you dial through your software applications, your cell phone will ring in addition to your desk phone. Answering and confirming the dial by pressing 1 will tell the phone system you are ready to be connected with the person you are trying to dial. The advantage to this feature is that you can call someone on your cell phone while appearing to be calling from your office. This is particularly important in situations where you want people to call you back in the office and not on a cell device.
Save options by pressing the Save button at the bottom of the column.
Formatting for SMS Emails
AT&T ……………. [10 digit number]@txt.att.net
Sprint …………… [10 digit number]@messaging.sprintpcs.com
T-Mobile ……….. [10 digit number]@tmomail.net
Verizon …………. [10 digit number]@vtext.com
