Firstly, go to https://cp.simplyms.com and login with your Username and Password
Make sure the subscription is selected as SMS Cloud Call, then click Qunifi OneVoice
Click Manage Service
You will see your PBX Dashboard
From the menu pane on the left, select Users.
if you have not, yet, created any users the page will be empty.
Click on the Add User button at the top of the page to add a new user.
We are going to add a user called User One
We must provide a unique email address for this user.
Enter a suitable password into the password field (Note: Users without a requirement to administer the platform should not be issued with a password as they may adjust settings unintentionally).
Choose an extension number:
You are not restricted to any range.
Be careful to mentally separate numbers for users from groups and other ranges like callflow numbers (covered in later sections). You should also avoid emergency numbers and numbers you may later wish to use for feature access codes etc.
If the user is to appear in the Company Directory (and also used with the ‘Dial by Name’ smart PBX feature), tick the box.
If someone else is to receive any system generated emails, you can tick the Send emails to an alternative address box. This will drop down an input field for the entry of the email address.
You can share the above details with the user by email by ticking the last box.
OK. Click the Create User button.
Viewing & Modifying Users
In the screenshot below I have created 3 users.
Let’s explore this screen.
In the first column we can see the User’s name.
The Extensions column, displays the internal extension number we have assigned to the user.
At this stage, there is no external incoming number assigned to any user so they cannot be reached from outside the organisation.
The Devices column displays a list of devices we have assigned to the users. At this point we have not associated or assigned any devices to any user, therefore, no one will be able to receive calls. (Remember the device makes the call, the user receives the call)
The final column displays any features we have granted users. As you can see, by default, the user has voicemail. Although this icon actually tells us that the user will receive an email notification when a voicemail message has been left for them.
Clicking on the relevant areas of the row will pop up edit fields for the various options.
Assign A Phone Number
Let’s choose a user and assign a public incoming number to them.
Click on the green + adjacent to the Add from Spare Numbers link.
As you can see, we are presented with a list of available spare numbers.
Select the preferred number and click Add selected numbers.
We will select the first one in the list for User One
Either while adding, or amending the assigned number, we can click on the cog wheel for more options.
Caller-ID: This will allow you to define and enable a name that will be displayed on the recipient’s phone. This does NOT have to be the same as the User Name defined earlier.
E911: This is where you can define what details should be associated with this number if connected to The Emergency Services
Prepend: This is where you can a small piece of text that can be displayed on your phone when you receive an incoming call on this number. Let’s say you have 2 lines, one for Sales and one for Support. Using prepend will easily identify these when your phone rings.
Associating Devices To Users
So now we have a user with and extension and an external number. Pretty useless unless they have a device on which to make and receive calls.
Lets click in the Devices field.
You will see that you can add a New Device or Add from Spare Devices.
If you have not already added the device you wish to associate with this user, you can select New Device. This will take you through the steps you learned in Stage 4
Since we have already added a number of devices, we can select ours from the Spare Devices list as shown above.
I am going to select SIP_Phone_1 as the device for this user.
I have now added a number and device for each user.
But what if one of our users wants to be able to work from home, and they don’t have a SIP phone at home?
We could assign them a Skype for Business device. They’ll be able to use that on their laptop at work or at home.
We can click, back in the Devices field for this user and add a further device. In fact, it seems like a good idea to add that as an option to all users.
And now, anytime a call comes in for either user, they have the option of answering either on their deskphone or their Skype for Business app.
Obviously, they will also be able to make calls on either device as long as they are logged in. (see our Knowledge Base articles on setting up Skype for business, disabling SfB voicemail and adding the SfB dialler)
Now, User Two has been given additional roles that mean they’re out of the office a lot on business.
How do they make and receive calls now?
They could use their mobile, but that gets costly, especially with the number of calls back to colleagues in the office.
They could, perhaps, use a softphone; an application that sits on their smartphone. This will allow them to use the same extension number, external number and features they have, whether they are in the office or using SfB at home.
Note that the devices field still shows 2 icons for User Two but now has a (+1) next to them, indicating that further devices are associated. Again, by clicking in the field itself, we can see what these devices are.
Lets now look at the final column in the user settings. The Features area.
Click in the Features area for one of your users.
You will see a list of options similar to the screenshot above.
Active features will be shown in green.
As you can see the little green tape symbol we discussed earlier is now shown to mean that Voicemail-to-Email is active.
Lets run through these features.
Caller-ID Number: Sets the Caller ID for this user. An external number must be assigned to this user for the feature to work. If this is left disabled, the company main number will be presented.
Call Forwarding: Sets a destination point for calls to be delivered to instead of the devices assigned. All specified devices and the follow me destination will ring. If answered on the call forward destination point, the recipient will be asked if they wish to accept the call. All ringing destinations will cease ringing when answered.
Hot-Desking: The user can be set up as a hotdesk point. This means that any user or device on the system can enter the hotdesk id and become a recipient of the calls intended for the user. This is ideal if the user is to be a virtual user sitting in different locations daily. Users will type in a feature code and the hot desk ID to ‘log ion’ to that device.
Voicemail-to-Email: This option sets whether email notifications will be sent to the user’s email account. The audio file will be attached if ticked. You can also choose to delete the original message from the database if thusly delivered, which makes for good housekeeping. Users that do not have desk phone with a message waiting indication should have this box ticked so their mailbox doesn’t fill up (capacity is 100 messages).
Faxbox: This feature sets a number to and from which faxes can be sent and received. Faxes will be converted to or from emails associated with the users email account.
Conference Bridge: For this feature to work, a Main Conference Number must have been set up under Main Numbers. (see Stage 7). This feature will allocate a room number which callers will dial to enter the user’s conference room.
Find me, Follow me: This feature allows you to define how the user’s devices are set to ring. You may choose, for example, to have all devices ringing simultaneously. Alternatively, devices can be set to ring one after another with, perhaps, a 10 second overlap.
Music-On-Hold: Allows personalised music on hold for this user. A media file will need to have been uploaded or recorded in advance of setting this feature.
Inbound Call Recording: A user may require inbound calls to be recorded for, let’s say, legal reasons. This will require some configuration ahead of attempting to set this option.