Users and Extensions (CP version 5.x)

Overview

We have modified the relationship in our system of users and extensions in our efforts to make the administration and configuration of users and their extensions more intuitive and user friendly.

At the core of this effort is the separation of the user and their extensions / devices.

You'll see 2 new sections in the previous "Extensions" navigation menu, called "View Users" and "Add User" where you can edit, remove and add new users of your PBX system.

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Previously, all the data regarding an extension such as voicemail settings, call forwarding, username and password, SIP device, etc. was in one place.   

Now, we have separated out information that is specific to the user from specific to the extension they are using. 

For example, voicemail and call forwarding settings are tied to the user as is the username and password. 

The extension number, SIP device, In HUD settings however, are tied to the extension.  This distinction allows us to now assign multiple extensions to 1 user.

User Administration

Add User - Adding a new user

A major improvement in user friendly design is the new user "wizard" which helps the administrator decide what type of user account they need to create for a specific purpose.

These options are show below:

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Note that there is now an option to move extensions to different users as well as import and make multiple changes via CSV which is discussed below.

When filling out a new user's information or modifying an existing user, all of the user's basic settings will be configured in the User settings.  Essentially, you'll configure the extension exactly the same way as you would add an extension in previous versions of the admin panel.

Once the user's information is filled out, choose a primary extension number and details.

After the user has been added, you can add additional devices / extensions to the user.  This allows the single user to have separate extensions for their home, office, cell phone, etc. all assigned to the same user!

This also allows the user to select their current location ( extension ) via HUD to have their calls routed to the extension that they currently have access to.

Reassigning Extensions

You can move extensions between users by selecting the "I want to reassign extensions to different users" option from the wizard.

View Users - Viewing and Modifying Users

This page will show you all currently configured users and allow you to modify any existing users to edit their user details, web username/password and add extensions to the user.

You will also find available system extensions / key codes here.

Adding Extensions To An Existing User

You can add multiple extensions and choose their location by selecting an existing user from the list of displayed users on the "Extensions" > "View Users" page.

To view existing extensions assigned to a user, simply expand the user's row:

To add a new extension to an existing user, simply click on the user's row that you wish to edit, then click on the "Add another extension" link and select the desired extension and options ( such as location ):

Note on HUD location

If the user has multiple extensions with different locations, their location can be changed in HUD when logged into this user and will affect how calls are routed when someone dials their 'Primary' extension number.

Whichever extension is assigned as 'Primary' is the key to that user.

Note on FindMe and location

Findme does have a sequence that can be used now to dial your current location if the user wished to maintain both Findme and locations. 

Take the following example ( Primary extension 7014 ):

Consider the following FindMe settings for this s:

If you dial extension 7014, the call will first be routed to the user's current location.  If they choose "Home office" from HUD, calls will be routed to 7105 rather than 7014.

However, If someone dials extension 7105 in this example, it will never try to reach 7105 and bypasses all the user routing (e.g. Findme and locations). 

That call will instead go directly to the phone assigned to extension 7105.  This is because 7105 is not the primary extension for the user. 

Customers will generally only give out the primary extension number for their user and almost every place in the CP where an extension/user is referenced, they will be entering the primary extension number (e.g. when trying to add the above user to a Queue, you will add extension 7014 [the primary]).

Importing Users And Extensions

This feature allows new customers or those who need to add multiple extensions the ability to import bulk extensions using a CSV file.

See:

How do I import users / extensions?