Sangoma PBXact S-Series User Manual

S-Series VoIP Multiline

Telephone

User Guide

Rev. 1, April, 2017

1

OVERVIEW:
PBXact IP-PBX

PBXact is a product of Sangoma, a leader in creating PBX platforms. With PBXact, Sangoma has more than one million systems in
production across the globe, with 20,000 new systems added each month. As an open source, web-based PBX solution, PBXact is
easy to customize and adapt to your changing needs. PBXact can run in the cloud or on-site, and is currently being used to manage the
business communications of all sizes and types of businesses from small one person SOHO businesses, to multi-location corporations
and call centers. The PBXact EcoSystem provides you with the Freedom and Flexibility to custom design business communications
around your needs.

Sangoma S700 & S500 a next generation enterprise grand IP Phone that features up to 6 lines, 4.3 inch LCD, 4 XML programmable
context-sensitive soft keys, dual Gigabit network ports, integrated PoE, 3-way conference, and Electronic Hook Switch(EHS). The
S700 & S500 also supports automated provisioning for easy deployment, advanced security protection for privacy, and broad
interoperability with most 3rd party SIP devices and leading SIP/NGN/IMS platforms. S700 & S500 is the perfect choice for
enterprise users looking for a high quality, feature rich multiline executive IP phone with advanced functionalities and performance.

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Table of Contents

Meaning of Keys ................................................................................................................................................................. 3

Using Your Phone ............................................................................................................................................................... 6

Handset ........................................................................................................................................................................ 6

Speakerphone ............................................................................................................................................................. 6

Headset ........................................................................................................................................................................ 6

Call History .......................................................................................................................................................................... 6

Detail .............................................................................................................................................................................. 3

Add to Contacts .............................................................................................................................................................. 3

Add to Blacklist ............................................................................................................................................................... 4

Delete All ........................................................................................................................................................................ 4

Dialing a Number ............................................................................................................................................................ 4

From the List .................................................................................................................................................................. 4

From the Call Detail Screen ............................................................................................................................................ 4

Call Parking ......................................................................................................................................................................... 4

Parking a Caller ............................................................................................................................................................... 4

Viewing and Retrieving Parked Calls ............................................................................................................................ 4

Setting up a Park Button on your Phone ........................................................................................................................ 5

Checking Voicemail ............................................................................................................................................................. 6

How to Know a New Voicemail is Available ................................................................................................................... 6

Icon and Message on Screen .......................................................................................................................................... 6

Message Waiting Indicator (MWI) Light ......................................................................................................................... 7

Dial Tone ....................................................................................................................................................................... 7

How to Check your Voicemails ....................................................................................................................................... 7

Voicemail Button .......................................................................................................................................................... 7

Feature Codes ............................................................................................................................................................. 7

Visual Voicemail ............................................................................................................................................................. 7

Setting up a Visual Voicemail Button on your Phone ..................................................................................................... 7

Conference Calling .............................................................................................................................................................. 9

Adding Additional Callers to a Conference................................................................................................................... 10

Splitting a Conference Call ........................................................................................................................................... 10

Ending a Call ..................................................................................................................................................................... 10

Handset ....................................................................................................................................................................... 10

Speakerphone ............................................................................................................................................................. 11

Headset ....................................................................................................................................................................... 11

Headset ............................................................................................................................................................................. 11

What is Headset Mode? ............................................................................................................................................... 11

3

Enabling/Disabling Headset Mode ............................................................................................................................... 11

Adjusting the Headset Volume ..................................................................................................................................... 11

Muting the Microphone ............................................................................................................................................... 12

Switching from Headset Mode to Another Mode During a Call................................................................................... 12

Switching from Another Mode to Headset Mode During a Call................................................................................... 12

Hold .................................................................................................................................................................................. 12

To Place a Caller on Hold: ............................................................................................................................................. 12

To Resume a Call: ......................................................................................................................................................... 13

Intercom Call..................................................................................................................................................................... 13

Overview of Intercom Feature ..................................................................................................................................... 13

Using Intercom Button to Intercom a User .................................................................................................................. 13

Setting up a Intercom Button on your Phone .............................................................................................................. 14

Using a Feature Code to Intercom ............................................................................................................................... 15

Muting .............................................................................................................................................................................. 15

To Mute the Microphone: ............................................................................................................................................ 15

To Un-Mute the Microphone: ...................................................................................................................................... 16

Setting Ring Volume ......................................................................................................................................................... 16

Change Volume or Mute Ringer ................................................................................................................................... 16

Mute the Ringer Temporarily (for One Incoming Call) ................................................................................................. 16

Speakerphone ................................................................................................................................................................... 16

Turning the Speakerphone On or Off ........................................................................................................................... 17

Manual Toggle .......................................................................................................................................... 17

Automatic Activation ............................................................................................................................... 17

Adjusting the Speakerphone Volume ........................................................................................................................... 17

Muting the Microphone ............................................................................................................................................... 17

Switching from Speakerphone Mode to Another Mode During a Call ......................................................................... 18

Switching from Another Mode to Speakerphone Mode During a Call ......................................................................... 18

Transferring Calls .............................................................................................................................................................. 18

Blind Transfer ............................................................................................................................................................... 18

Attended Transfer ........................................................................................................................................................ 18

Paging & Intercom Module ............................................................................................................................................... 19

What is the Paging & Intercom used for? .................................................................................................................... 19

To Page throughout the Office. .................................................................................................................................... 19

To Intercom another extension on the system. ............................................................................................................. 20

Call/Night Flow App .......................................................................................................................................................... 20

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Overview ...................................................................................................................................................................... 20

Viewing and Changing a Toggle .................................................................................................................................. 20

Call Forward App .............................................................................................................................................................. 21

Enabling Call Forward ................................................................................................................................................. 21

Setting Presets .............................................................................................................................................................. 21

Conference Room App ...................................................................................................................................................... 22

Viewing Conference Rooms ........................................................................................................................................ 22

Managing Conference Attendees ................................................................................................................................. 22

Contacts App..................................................................................................................................................................... 23

Viewing Contact Groups .............................................................................................................................................. 23

Dialing Contacts ........................................................................................................................................................... 23

Searching For Users ..................................................................................................................................................... 24

Do Not Disturb App (DND) ................................................................................................................................................ 24

Queue Agents App ............................................................................................................................................................ 25

Overview ...................................................................................................................................................................... 25

Logging Into a Queue ................................................................................................................................................... 25

Logging Out of a Queue ............................................................................................................................................... 25

Pausing Yourself In a Queue ........................................................................................................................................ 26

Unpausing Yourself In a Queue ................................................................................................................................... 26

Call Queues App................................................................................................................................................................ 27

Viewing Details of a Queue ......................................................................................................................................... 27

Viewing Callers Waiting in Queue .............................................................................................................................. 27

Managing Agents in a Queue ....................................................................................................................................... 28

Find Me App ..................................................................................................................................................................... 28

Overview ...................................................................................................................................................................... 28

Press the Follow Me button. ............................................................................................................................................ 28

Enabled ......................................................................................................................................................................... 29

Adding Phone Numbers to a Follow Me List ............................................................................................................... 29

Initial Ring Time .......................................................................................................................................................... 30

Managing Confirm Calls .............................................................................................................................................. 30

Login and Logout App ....................................................................................................................................................... 30

Logging Out a User from Your Phone ......................................................................................................................... 31

Logging In a User from Your Phone ............................................................................................................................ 31

Parked Calls App ............................................................................................................................................................... 31

Viewing and Retrieving Parked Calls .......................................................................................................................... 31

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Parking a Caller into your Default Lot ......................................................................................................................... 32

Presence App .................................................................................................................................................................... 32

Viewing your Current Status ........................................................................................................................................ 32

Changing your Current Status ...................................................................................................................................... 32

Changing your Preferences for When a Status is Active .............................................................................................. 33

Time Conditions App ........................................................................................................................................................ 34

Overview ...................................................................................................................................................................... 34

Sample Use Cases ........................................................................................................................................................ 34

Viewing Time Conditions ............................................................................................................................................ 34

Overriding Time Conditions ........................................................................................................................................ 35

COS to Restrict Which Toggles a User Can See .......................................................................................................... 35

Transfer to Voicemail App ................................................................................................................................................ 36

Transferring Calls to the Voicemail of Another Extension .......................................................................................... 36

Visual Voicemail App ........................................................................................................................................................ 36

Setting Up Your Voicemail .......................................................................................................................................... 36

Press the Voicemail button. .............................................................................................................................................. 36

To Record You’re Unavailable Greeting ..................................................................................................................... 36

To Record you’re Busy Greeting ................................................................................................................................. 36

Viewing Voicemails ..................................................................................................................................................... 36

Press the Voicemail button. .............................................................................................................................................. 36

Listening to Voicemails ............................................................................................................................................... 37

User Control Panel ............................................................................................................................................................ 37

Home Page ................................................................................................................................................................... 38

Call History .................................................................................................................................................................. 38

Usage ............................................................................................................................................................................ 38

Conferences – UCP ........................................................................................................................................................... 38

Usage ............................................................................................................................................................................ 38

Users Present ................................................................................................................................................................ 39

Mute User ..................................................................................................................................................................... 39

Kick User ..................................................................................................................................................................... 39

Settings ......................................................................................................................................................................... 39

User Pin ........................................................................................................................................................................ 39

Admin Pin .................................................................................................................................................................... 39

Join Message ................................................................................................................................................................ 39

Leader Wait .................................................................................................................................................................. 39

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Music On Hold ............................................................................................................................................................. 40

Music On Hold Class ..................................................................................................................................................... 40

Allow Menu .................................................................................................................................................................. 40

Record Conference ....................................................................................................................................................... 40

Mute on Join ................................................................................................................................................................. 40

Fax - UCP ........................................................................................................................................................................... 40

Viewing Faxes ............................................................................................................................................................... 40

Sending Faxes .............................................................................................................................................................. 40

Fax Settings .................................................................................................................................................................. 42

Presence - UCP .................................................................................................................................................................. 42

Changing your status .................................................................................................................................................... 42

Usage ............................................................................................................................................................................ 42

Available ....................................................................................................................................................................... 43

Chat .............................................................................................................................................................................. 43

Away ............................................................................................................................................................................. 43

DND .............................................................................................................................................................................. 43

Extended Away ............................................................................................................................................................. 43

Follow Me Settings - UCP.................................................................................................................................................. 43

Usage ............................................................................................................................................................................ 43

Enable ........................................................................................................................................................................... 43

Ring <Exten> First For ................................................................................................................................................... 44

Ring Follow-Me List For ................................................................................................................................................ 44

Use Confirmation ......................................................................................................................................................... 44

Remote Announce ........................................................................................................................................................ 44

Too-Late Announce ...................................................................................................................................................... 44

Call Forwarding ............................................................................................................................................................ 44

Call Forward Ring Timer ............................................................................................................................................... 44

Unconditional ............................................................................................................................................................... 44

Unavailable ................................................................................................................................................................... 44

Busy .............................................................................................................................................................................. 44

Do Not Disturb ............................................................................................................................................................. 45

Call Waiting .................................................................................................................................................................. 45

SMS - UCP ......................................................................................................................................................................... 45

Enabling a User to send or receive SMS's .................................................................................................................... 45

Sending an SMS ............................................................................................................................................................ 45

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Receiving SMS Messages ............................................................................................................................................ 46

Viewing SMS History .................................................................................................................................................. 47

Voicemail - UCP .......................................................................................................................................................... 47

Managing Voicemail Settings. ..................................................................................................................................... 48

Managing Voicemail Greetings. ................................................................................................................................... 49

8

Meaning of Keys

Meaning

S300

S400

S500

S700

DND (Non Phone
App)

Handset Mode

Headset Enabled

3

Missed Call

Muted

Network Down

Phone Locked

Ringer Muted
Speaker Phone

SRTP active for Call
Voicemail Waiting

VPN Enabled and
Active

ZRTP active for Call

S500 Phone Features

Voice Codecs Features

G.729AB, G.726-32

IP-PBX Features

Physical Features

100~240V input and DC 5V/1.2A output

Management

provision

Network and Security

4

Display and Indicator

information

Feature keys

features (4-page view)
mute, transfer, call list, conference

DSCP

Interface

5

Using Your Phone

c. = Dialed

Handset

Pick up the handset.

Speakerphone

Press the (speaker) button.

Headset

If the phone is not in headset mode: Press

the (headset) button.
If the phone is in headset mode: Either press

the (headset) button on the phone, or the
button on the headset itself.

Call History

The Call History section allows you to view missed,

received, and dialed calls, as well as add the number
to your contacts list, blacklist the number, or call the

number. Viewing Calls

1. Press the History soft key.

You can use the < and > (left and right arrow) buttons
to filter by call type: All Calls, Missed

Calls, Received Calls, and Dialed Calls. The current

filter option is shown at the top of the screen.
Deleting Calls Individually

1. Use the Λ or V (up and down arrow) buttons to
select a call from the list.

2. Press the Delete soft key to remove the call from
the call history.

Options

1. Use the Λ or V (up and down arrow) buttons to
select a call from the list.

2. "All Calls" will be shown by default.

a. = Missed

b. = Received

2. Press the Option soft key.

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can be entered.

3. Use the Λ or V (up and down arrow) buttons to
highlight an option, then press the OK soft key or
the √ (checkmark) button to select the option.

Detail

This screen provides details of the call such
as Name, Number, Start Time, Duration, and
Account.

Press the Back soft key to go back to the
previous screen, or the Dial soft key to call the
number shown. (You are not required to highlight
the number first.)

2. Press the Save soft key when done.

Now, any call history for this caller, as well as new
inbound calls from this caller, will display the
name you entered.

Add to Contacts

You can save contact information such
as Name, Number, Mobile Number, Other
Number, Account, Ring Tone, Group,
and Photo.

1. Use the < > Λ V (arrow) buttons to navigate and
the phone keypad to enter text and numbers. To
cycle between the numbers/letters/symbols
available for each key, press the key multiple
times or use the < and > (left and right arrow)
buttons. Tip: The "space" option is found under

the "0" (zero) key. You can use the 2ab soft key
to cycle among 2ab, 123, abc, and ABC, which
are various input options limiting which characters

3

Add to Blacklist

From the Call Detail Screen

This option adds the caller to the blacklist,
preventing you from receiving further calls from
this caller ID.

To add the number to the blacklist, press
the Save soft key.

Delete All

This option deletes all of the calls associated with
list that you are currently viewing (All
Calls, Missed Calls, Received Calls,
or Dialed Calls, as shown at the top of the
screen).

For example, if you are viewing the Missed
Calls page, all of the missed calls would be

deleted from the call history, and they will no
longer show up here or on the All Calls page.
However, the other calls (received and dialed) will
still appear in the call history.

Dialing a Number

Press the Dial soft key or the √ (checkmark)
button. An outbound call will be placed
immediately.

Call Parking

Call Parking allows you to park a caller so that
another extension can retrieve the caller held in
the parking lot. Please see Call Parking module

wiki for more information on how Parking Lots can

be configured on your PBX.

Parking a Caller

 If you have a Park Button setup on your Sangoma

Phone you can press it at anytime while on a call
with someone.

From the List

1. Use the Λ or V (up and down arrow) buttons to
select a call from the list.

2. Press the Send soft key or press
the √ (checkmark) button. An outbound call will be
placed immediately.

 The caller will be parked and the slot number will

be played back to you where the caller was
parked.

Viewing and Retrieving Parked Calls

 Pressing the Park button while not on a call will

display a list of parked calls. You can see the
caller ID of the person parked and how long they
have been parked for.

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 From here you can pick up any specific parked

call by using the up/down arrow keys and and
pressing Dial. You can also use
the Refresh button to update the list.

 Click on the Models menu tab at the top

 Select a model number you want to add a Park

Button for

Setting up a Park Button on your Phone

 You can setup a Park Button on your phone using

the PBX End Point Manager by modifying your
button layout for your Sangoma s500 or s700
Phones.

 Go into End Point Manager in your PBX and pick

on the Sangoma Brand on the left menu bar.

 Click on the template in End Point Manager that

you want to change a button for.

 Scroll down the your first available Line Key that

is not used

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 From the Drop Down of button types pick XML-

API

 You can optionally change the label name to be

something different then Parking if you want. The
Label is the name that will be shown on your
Phone Screen for that button.

 You can now drag the button to be in a different

spot. In our example we will drag Button 21 that
we just setup as a Intercom button up toward the
top to make it button 4 on the phone. Left click on
the button and while holding down your left mouse
drag the button to a different spot and release it.

 We now need to update the phone config. Our 3

options at the bottom of the template are

 Save Template- This will only save your changed

into the PBX Database but will not write out new
config files for the phones that are using this
template as mapped in Extension Mapping
section of End Pint Manager.

 and Rebuild Configs- This will save your

changes to the PBX Database and will also write
out new config file for the phones that are using
this template as mapped in Extension Mapping
section of End Pint Manager but the phones will
need to be rebooted for it to retrieve the changes.

 and Force Update- Will do both the Rebuild

Configs option above but also update any phones
that are mapped to use this template and
currently registered to the PBX immediately with
no need to reboot the phones.

 Save the Model using the

 If you go back into the model number it will show

Intercom as button 4 now.

Checking Voicemail

How to Know a New Voicemail is Available

The phone alerts you of new voicemail messages
on your screen, with a flashing light, and with a
special dial tone.

Icon and Message on Screen

 If a new voicemail is available in your inbox, the

phone will display the voicemail icon at the
top of the screen. The quantity of new voicemails
will also show in an alert message near the
bottom of the screen.

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Message Waiting Indicator (MWI) Light

 The message waiting indicator light at the top

right corner of the phone will flash.

Dial Tone

 Your dial tone will be a series of short bursts

followed by a steady tone, instead of only a
steady tone.

Visual Voicemail

The Voicemail application (REST App) allows
you to manage your voicemail messages from
your phone.

Setting up a Visual Voicemail Button on your Phone

 You can set up a Visual Voicemail button on your

phone using the PBX EndPoint Manager by
modifying your button layout for your Sangoma
s500 or s700 Phones.

 Go into End Point Manager in your PBX and

choose the Sangoma brand in the menu.

How to Check your Voicemails

You can use the voicemail button, dial a feature
code, or use the voicemail REST app to check
your voicemail.

Voicemail Button

 You can press the (voicemail) button on

your phone any time to check your voicemails.

Feature Codes

 Dial one of the following feature codes to access

voicemail. The feature codes below are the
default feature codes setup on your PBX. If you
have changed your feature codes please review
the wiki here on Feature Code module of your
PBX.

 *97: Access your own voicemail.
 *98: Access your voicemail or another extension's

voicemail. You will be prompted to enter a
mailbox number.

 Click on the template in End Point Manager that

you want to change a button for.

 Click on the Models menu tab at the top

7

 Select a model number you want to add a Visual

Voicemail Button for

|

 Scroll down to the first available Line Key that is

not used.

 From the drop-down menu of button Types,

select XML-API.

 From the Value drop-down menu, select REST-

Voicemail.

 The Label is the name that will be shown for that

button on the phone's screen. By default, the
REST-Voicemail button's label is "Voicemail." You
can optionally change the label name to be
something different.

8

 You can also move the button to a different

position if desired. To do this, click on the line key
name, and while holding the mouse button down,
drag the row to a new position (up or down). Then
drop the button in the new position by releasing
the mouse button.

The line key numbers will not update until after
you save the model.

In our example, we have moved Line Key 21 to
position 4. The original Line Key 4 appears below
it, and the numbering sequence will update after
we save the model.

 and Rebuild Configs- This will save your

changes to the PBX Database and will also write
out new config files for the phones that are using
this template as mapped in the Extension
Mapping section of End Point Manager. The
phones will need to be rebooted in order to
retrieve the changes.

 and Force Update- This will do both the "Save

Template" and the "and Rebuild Configs"
options above, and it will also immediately update
any phones that are mapped to use this template
and currently registered to the PBX, with no need
to reboot the phones.

Conference Calling

Assuming you are in a call with person "A" and
you want to add person "B" to the call:

1. Press the Line 2 key. Person "A" is put on hold.

 Save the model using the Save Model button.

 You now need to update the phone configuration

file. The three options at the bottom of the
template are:

 Save Template- This will only save your changes

into the PBX database. It will not write out new
config files for the phones that are using this
template as mapped in the Extension Mapping
section of End Point Manager.

2. Enter the number of person "B."

3. Press the Send soft key or #, and wait for person
"B" to answer.

9

4. Press the (conference) button or
the Conference soft key. Person "A" and person
"B" are now in a conference call with you.

Splitting a Conference Call

1. Press the Split soft key during a conference call

to separate the conference call into individual
calls. Each conference participant will be put on
hold.

2. You can now press the line key for any of the on-

hold calls to pick one up. The other caller(s) will
remain on hold.

Adding Additional Callers to a Conference

You can repeat the process above, using
additional line keys, to add more callers to a
conference. The conference participants are put
on hold while you call each additional participant.

Note

The number of available lines limits the maximum
number of conference participants.

Ending a Call

Handset

A) Hang up the handset, OR
B) Press the Cancel soft key.

10

What is Headset Mode?

Headset mode allows you to make and receive
calls through a headset instead of the phone's
handset or speakerphone as the default audio
method.

You can switch to and from headset mode at any
time, even during an active call.

Enabling/Disabling Headset Mode

Speakerphone

A) Press the (speaker) button, OR
B) Press the Cancel soft key.

Headset

Press the Cancel soft key.

Press the (headset) button to toggle
headset mode on or off.

If headset mode is enabled, the phone's home
screen will show a headset icon at the top of the
screen and a "Headset mode!" text alert at the
bottom.

Adjusting the Headset Volume

Headset volume is affected by a combination of
the headset's own setting and the phone's setting.
If you adjust the volume directly on the headset,
this does not change the setting on the phone
itself. You may need to adjust both in order to
achieve the desired result.

Headset

While the headset is in use, press
the + or - buttons on the phone to
increase/decrease the phone's volume setting.

11

Switching from Headset Mode to Another Mode During
a Call

Headset to Handset: Pick up the handset.
Headset to Speakerphone: Press

the (speaker) button.

Note

If you are using the headset and press

the (headset) button without doing either
of the above, the call will go to the handset if it is
off-hook, or the speakerphone if the handset is
on-hook.

Switching from Another Mode to Headset Mode During
a Call

Muting the Microphone

To mute your microphone so that the other party
cannot hear you, press your headset's built-in
mute button, if available, or press

the (mute) button on the phone.

To un-mute the microphone, press headset's built-

Press the (headset) button.

Hold

To Place a Caller on Hold:

Press the (hold) button or press
the Hold soft key.

in mute button or the (mute) button on the
phone again.

12

To Resume a Call:

Press the (hold) button again or press
the Resume soft key.

Using Intercom Button to Intercom a User

 If you have a Intercom Button setup on your

Sangoma Phone you can press it at anytime.

 The phone will then wait for you to enter in the

extension you want to intercom

Intercom Call

Overview of Intercom Feature

Intercom Calling allows you to dial another
extension but have the extension you are dialing
"auto answer" instead of ringing.

 Enter in the extension you want to Intercom and

press the Dial button

 Your Intercom will be initiated to that user.

13

 Select a model number you want to add a

Intercom Button

Setting up a Intercom Button on your Phone

 You can setup a Intercom Button on your phone

using the PBX End Point Manager by modifying
your button layout for your Sangoma s500 or s700
Phones.

 Go into End Point Manager in your PBX and pick

on the Sangoma Brand on the left menu bar.

 Click on the template in End Point Manager that

you want to change a button for.

 Scroll down the your first available Line Key that

is not used

 From the Drop Down of button types pick

Intercom

 Click on the Models menu tab at the top

 You can optionally change the label name to be

something different then Intercom if you
want. The Label is the name that will be shown
on your Phone Screen for that button.

 You can now drag the button to be in a differnt

spot. In our example we will drag Button 21 that
we just setup as a Intercom button up toward the

14

top to make it button 4 on the phone. Left click on
the button and while holding down your left mouse
drag the button to a different spot and release it.

 Save the Model using the

currently registered to the PBX immediately with
no need to reboot the phones.

Using a Feature Code to Intercom

 You can Intercom a user at anytime by dialing the

PBX Intercom feature code and the extension
number.

 The default intercom feature code is *80 s to

intercom extension 4000 you would dial *804000
from your phone.

 If you go back into the model number it will show

Intercom as button 4 now.

 We now need to update the phone config. Our 3

options at the bottom of the template are

 Save Template- This will only save your changed

into the PBX Database but will not write out new
config files for the phones that are using this
template as mapped in Extension Mapping
section of End Pint Manager.

 and Rebuild Configs- This will save your

changes to the PBX Database and will also write
out new config file for the phones that are using
this template as mapped in Extension Mapping
section of End Pint Manager but the phones will
need to be rebooted for it to retrieve the changes.

 and Force Update- Will do both the Rebuild

Configs option above but also update any phones
that are mapped to use this template and

Muting

To Mute the Microphone:

During a call, press the (mute) button. The
button will turn red and a red microphone will
show up on the phone's screen.

15

To Un-Mute the Microphone:

Press the (mute) button again. The button
will no longer be red, and the red microphone icon
will disappear from the screen.

Setting Ring Volume

Change Volume or Mute Ringer

To change the ringer volume, use
the + and - (plus and minus) buttons on your
phone. Press repeatedly to change to different
volume levels (1 through 14).

Mute the Ringer Temporarily (for One Incoming Call)

During an incoming call, press the Silence soft
key.

This will silence (mute) the ringer for this call only.
The inbound call will still be "ringing" to your
phone, giving you the option to answer, forward,
reject, or ignore it.

To mute the ringer, press the - (minus) button
repeatedly until the mute symbol appears at

the top of the screen.

Speakerphone

Speakerphone mode allows you to make and
receive calls using the full-duplex speaker and

16

microphone built into the phone's base, rather
than the handset or a headset.

You can switch to and from speakerphone mode
at any time, even during an active call.

Turning the Speakerphone On or Off

Speakerphone is the "default" audio mode unless
you are using a handset or headset.

Manual Toggle

At any time, you can activate/deactivate the

speakerphone by pressing the (speaker)
button. Think of this as taking the speakerphone
"off-hook" or hanging it up (like a handset). If the
speakerphone is in use, the speaker button will be

lit and a speaker icon will appear on the
screen.

 If you activate the speakerphone while the phone

is idle, you will be presented with a dial tone.

 If you are on an active call using the

speakerphone, and you deactivate the
speakerphone, you will hang up the call.

Automatic Activation

Assuming you are not using a handset, and the
phone is not in headset mode:

 If you place a call, either by dialing a number or

by selecting a number from the contact list or call
history, the call will be made in speakerphone
mode.

 If you press the Answer soft key during an

incoming call, the call will be answered in
speakerphone mode.

 Incoming page/intercom messages will be played

over the speaker.

The new volume setting will persist for future
speakerphone calls unless you change it again.

Muting the Microphone

To mute your microphone while on an active call,
so that the other party cannot hear you, press

the (mute) button.

Adjusting the Speakerphone Volume

While the speakerphone is active (in-use), press
the + or - buttons to increase or decrease the
volume.

Press the (mute) button again to un-mute
the microphone.

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Switching from Speakerphone Mode to Another Mode
During a Call

Speakerphone to Handset: Pick up the handset.
Speakerphone to Headset: Press

the (headset) button.

Switching from Another Mode to Speakerphone Mode
During a Call

Press the (speaker) button.

Transferring Calls

This wiki describes how to transfer a call using the
following methods:

2. Enter the number to transfer the call to.

3. Press the (transfer) button or

the Transfer soft key again to complete the
transfer.

 Blind: The caller is placed on hold while you

transfer the call to a new recipient. You do not
speak to the new recipient first.

 Attended: The caller is placed on hold while you

speak to (or attempt to speak to) the new
recipient. If the new recipient can accept the call,
you can transfer it when ready. If the new
recipient does not answer, or is otherwise
unavailable, you can return to the on-hold call in
progress and/or try to reach a different recipient.

Blind Transfer

1. Press the (transfer) button or

the Transfer soft key during a call. The caller is
placed on hold.

Attended Transfer

1. Press the (transfer) button or

the Transfer soft key during a call. The caller is
placed on hold.

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2. Enter the number to transfer the call to. In the

next step, you will be placing a call to this
recipient while the caller is still on hold.

3. Press # or the Send soft key.

4. Speak with the recipient, if able, then either

complete the transfer or cancel it:

a. To complete the transfer: Press

the (transfer) button or the Transfer soft
key.

i. You will be taken to a screen showing that the

inbound call is still on hold. At this point, you can
either press the Transfer soft key to keep the
caller on hold and dial a new recipient, or press
the Resume key to speak to the caller.

Paging & Intercom Module

What is the Paging & Intercom used for?

The Paging & Intercom Module is used to set-up an
extension number that your users can dial in order to
place an intercom call to multiple phones on your
system at the same time.

b. To cancel the transfer: Press the Cancel soft

key.

For example, in a small office you might set-up a Page
Group with extension number "00." When 00 is dialed
by a local user, all of the phones in the office would go
off-hook, and you could speak to everyone at every
extension at the same time. Alternatively, you could
set-up Page Groups with different extension numbers
for each department in the office, i.e. 100 for Sales,
110 for Service, and so on.

To Page throughout the Office.

 Take handset off hook; or

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 Press Speaker button; or
 Press Headset button with headset plugged in; or
 Press an available LINE key to activate speaker;
 Dial “4” from the dial pad.
 Press SEND key or # to complete the page.

To Intercom another extension on the system.

 Take handset off hook; or
 Press Speaker button; or
 Press Headset button with headset plugged in; or
 Press an available LINE key to activate speaker;
 Dial *80 + extension number.
 Press SEND key or # to complete the page.

On some systems all you have to do is press the
associated DSS/BLF key of the extension you wish to
reach.

Call/Night Flow App

Overview

Viewing and Changing a Toggle

Pressing the Call Flow button will bring up a list of all
call flows on your system. For each toggle, you can see
the following:

 Name: This is the name of the Call Flow Control that

you defined in your PBX GUI.

 Index used: In your GUI, when creating a Call Flow

toggle, you define an index from 0-99 for each one.
This index identifies the specific call flow and can be
used in conjunction with a feature code. The call flow
control toggle feature is *28 followed by the index. For
example, if the index is "0," you would dial a feature
code of *280 to toggle the call flow. If the index is
"99," you would dial *2899.

 Current State: Either "Normal" or "Override." This

determines whether the call is routed to the normal
destination or override destination.

 Call Flow Controls allow you to change the destination

of the call flow. A good example of this would be
setting up a call flow control on your main number. In
normal mode, the calls flow to a "Business Hours"
IVR, but in override mode, the calls flow to a "Night"
IVR. Since you don't hold regular hours, it's not
possible to program an automated Time Condition for
this, so you'll want to manually control this with a Call
Flow toggle button. You could use this button to
switch the phone system into override mode after hours
and back to normal mode during business hours. When
one or more of your call flows is in override mode, the
light next to the programmed button will be red.

Pressing the Change button will let you toggle the
mode between "Normal" and "Override."

You can optionally use the Set All: Normal and Set
All: Override options at the bottom to set all your call

20

flow controls to either "Normal" or "Override" mode.

Call Forward App

Enabling Call Forward

Press the Call Forward button.

From here, enter a number that you want calls
forwarded to and press the Done button.

You can now see that Call Forward is enabled with the
number you just defined. You can press
the Change button to toggle this back to
disabled.

As you can see, the Call Forward option is currently
disabled. You can press the Select button to change
this.

Setting Presets

Inside the "Call Forward" application, press
the Presets button.

From here, you can highlight options for Home, Cell
and Office. Then, press the Change button to edit or

21

define your presets.

view.

Enter in the number and press
the Done button.

From here you can choose any specific conference
room to manage by using the up/down arrow keys and
pressing the Select soft key.

You can also see at a glance how many callers are in
any specific conference room and use the Dial soft key
to call in to the conference room.

Conference Room App

Viewing Conference Rooms

Pressing the Conference soft key will bring up a list of
all conference rooms that you have permissions to

Managing Conference Attendees

Once you enter a conference room to manage it, you
should see a screen like this. From here you'll see a list

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of callers that are in the conference room.

You can then kick or Mute the caller who is currently
highlighted. You can also unmute a muted caller.

Viewing Contact Groups

Pressing the Contacts button will bring up a list of all
contact groups created inside the Contact Manager
module.

 From here you can see there are 3 groups:
 Employees- In this example, this is an "Internal

Group".

 Vendors- In this example, this is an "External

Group".

 User Manager- This is a default group that provides

all users and cannot be deleted or modified.

Now you can see this caller has been muted by the
appearance of "(M)" in front of the caller's name.
Additionally, pressing the Refresh soft key will update
the list of callers in the conference room from your
PBX.

Contacts App



Dialing Contacts

 You can press the Select button to view the users in

that group. In this example, we are selecting
"Employees."

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 You can now view information like his or her title,

company and email address.

search criteria.

Searching For Users

From the home page of the Contacts application, press
the “Search” button.

Next, enter in your search criteria and press “Done”.

Complete the call or view details similar to the
example above.

Do Not Disturb App (DND)

Press the DND button on your phone.

From here you can see the Enabled field is set to "No."

You'll then see all of the users that start with your

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Pressing the Change button will change
the Enabled field to "Yes."

Queue Agents App

Overview

Pressing the Queue Agents button will show you a list
of queues you can log into and log out of. Only queues
in which you are set up as a dynamic agent will be
displayed. The PBX GUI Queues module is used to
configure static vs. dynamic agents.

For each queue you can see the following options:

Logging Into a Queue

You will see a” (-)" in front of any queue you are
allowed to log into. This means the queue is set up to
allow you to log in as a dynamic agent, but you are not
currently logged in.

Highlighting that queue and pressing
the Login/out button will log you in.

 (-) - Not logged into queue.
 (+) - Logged into queue as a dynamic agent, which

means you can also log out at any time.

 (X) - Logged in as a static agent, which means you

cannot log out.

 (P) - Logged into queue, but paused.

Logging Out of a Queue

You will see a "(+)" in front of any queue that you can
log out of. This means the queue is set up to allow you
to log in as a dynamic agent, and you are currently

25

logged in as a dynamic agent.

Highlighting that queue and pressing
the Login/out button will log you out.

Highlighting that queue and pressing the (Un)
Pause button will pause you.

Unpausing Yourself In a Queue

Any queue you are logged in to, in which you are
currently paused, will be shown with a "(P)" in front of
the queue.

Pausing Yourself In a Queue

In any queue you are logged into, whether as a
dynamic or static agent, you can pause yourself at any
time. This would be any queue that currently shows
a "(+)" or "(X)" next to the queue.

Highlighting that queue and pressing
the (Un)Pause button will unpaused you.

When the All Queues option is highlighted, when you
press either the Login/out or (Un)Pause button, the
action will affect all queues. So to pause yourself in all
queues, highlight All Queues and press

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the (Un)Pause button.

Call Queues App

Press the Queues button on your phone.

With the Queues Application, you can see the
following details for each queue:

 Callers - Number of callers waiting in queue.
 Members - Number of agents logged into the queue.
 Hold Time - Average hold time for callers since last

reset of queue stats as defined in the Queues module of
your PBX GUI.

 Completed - Number of calls that were completed to

an agent since last reset of queue stats as defined in
the Queues module of your PBX GUI.

 Abandoned - Number of calls that were abandoned by

the caller since last reset of queue stats as defined in
the Queues module of your PBX GUI.

Viewing Details of a Queue

Pressing the Queues button will bring up a list of
queues that you are allowed to view and manage.
Pressing the Details button for any queue will bring up
the details of the queue.

You can then press the Callers or Members button to
view information about waiting callers or logged in
members.

Viewing Callers Waiting in Queue

 Pressing the Callers button for a queue will bring up a

list of all callers waiting in queue.

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 Pressing the Pickup button will allow you to steal that

specific caller that is highlighted out of the queue.
Your phone will then ring.

Managing Agents in a Queue

 Pressing the Members button will show you a list of

all agents who are logged into the queue.

 Pressing the Logout button will log out the highlighted

agent from the queue.

 Any member with a "(X)" or "(+)" can be paused.
 Any member that is currently paused will be marked

with a "(P)" and can be unpaused.

 Any member with a "(+)" can be logged out of the

queue, since they are a dynamic member.

 Any member with a "(X)" cannot be logged out, as

they are a static agent and can only be paused or
unpaused.

 Pressing the (Un) Pause button will toggle the

highlighted agent between paused and unpaused.

Find Me App

Overview

 Press the Follow Me button.

 Here, you can manage the following Follow Me

settings:

 Enabled: Yes or No
 Group List: The list of numbers that will be called as

part of your Follow Me

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 Initial Ring Time: How long to ring your extension

directly before calling the list of numbers in your
Follow Me phone numbers list

 Ring Time: How long to ring the numbers in your

Follow Me phone numbers list

 Confirm Calls: If you are going to be dialing external

numbers and want to make sure a voicemail or
answering machine does not answer the call, enable
this option

option.

You can scroll through the group list and see all the
numbers that will be called as part of your Follow Me.
You can then add a new number by pressing the Add
New button.

Enabled

You can select the Enabled option and press
the Change button to toggle between Yes or No. If set
to No, inbound calls to your extension will NOT be
sent to your Follow Me.

Adding Phone Numbers to a Follow Me List

You can edit and add any numbers you want to be
dialed when activating your Follow Me. Select
the Group List option and press the Change button to
edit this

You'll be prompted with a text box to enter the number.
Enter the number the same way you would dial it from
your phone and press the Done button when done.

You should now see the number you just added to your
Group List. Press the Back button to return to the
previous

29

screen.

Managing Confirm Calls

Below Confirm Calls is not enabled. Highlight this
option and press the Change button to enable it.

Initial Ring Time

Highlight the Initial Ring Time option and press
the Change button.

Here you can choose how long you want the PBX to
call your normal extension (up to 60 seconds) before it
calls the phone numbers in your Group List. Set this
to 0 if you do NOT want the system to call your desk
phone first. Remember, you can include your own
extension in your Group List of numbers to be dialed.
Enter a value between 1 and 60 seconds.

When "Confirm Calls" is enabled, the system will
prompt any external numbers that are dialed from your
Follow Me with an option to press 1 to accept the call.
This will prevent your cell phone's voicemail from
answering the
call.

Login and Logout App

You would use Login and Logout to Hot Desk you
extension to a desk you share with someone else, or
you have moved to a different desk. Hot Desk only
works with similar phone types, S500 to S500, S700 to
S700.

 Once the time is entered, press the Done button.

30

Logging Out a User from Your Phone

Press the Login/Logout application button on the
device.

You'll then see options to "Login" or
Logout".

Logging In a User from Your Phone

Highlight the Login option and press the Select button
to log another user in as a new device.

You will be prompted for your extension and
password. The password by default is your voicemail
password. If you do not have a voicemail box set up on
your account, you would use the "User Password" as
defined in the End Point Manger Global Settings,
(111111). You can also optionally use the Admin
password as defined in the End Point Manger Global
Settings, (222222), to log in any phone without
knowing the voicemail password.

Highlight Logout and press Select to log the user out
of the phone.

Press the Done button when you're finished.

Parked Calls App

Viewing and Retrieving Parked Calls

Pressing the Park button while not on a call will
display a list of parked calls. You can see the caller ID
of the person parked and how long they have been

31

parked for.

From here you can pick up any specific parked call by
using the up/down arrow keys and pressing Dial. You
can also use the Refresh button to update the list.

Presence App

Viewing your Current Status

Press the Presence Application on your phone.

You will be shown your currently active status. In our
example below, you can see this user's status is set
to Available.

Parking a Caller into your Default Lot

While on an active call, you can press the "Park"
button to park the caller. The caller will be parked into
the default parking lot for your user.

Changing your Current Status

Press the Select button to change your current status.

32

Here, you can see the currently active status has a * in
front of the text, such as *Available.

Scroll down to the status you want to set and press
the Select button. This will change your status to your
newly selected status.

 Nothing: The system will not enable DND or Follow

Me, and calls will route no differently than if you had
no status set.

 Follow Me: The system will enable your Follow Me

until you change to a status that is told to "Do Nothing"
or enable "DND."

 DND: The system will enable your Do Not Disturb

until you change to a status that is told to "Do Nothing"
or enable "Follow Me."

 Pressing the Prefs button will bring up a list of all

statuses, along with the current preference for each
status.

You can now see your presence is set to Away.

Changing your Preferences for When a Status is
Active

In our example, you can see that Away is told to
enable Follow Me, and DND is told to enable DND.

Scroll to the status you would like to set a preference
for, and press

 Inside the Presence Application, you can control your

preferences for what will happen when you set a status.
For each status type you can set:

33

the Change button.

In this example, we are going to highlight the Follow
Me preference and press the Select button.

scheduled time change. From there on, the time
condition schedule will take over. In our example the
override would kick in until 5:00PM, then at 5:00PM
the normal schedule will keep the system in
Unmatched mode, since that is what the schedule was
set up to do.

Permanent Override (Matched or Un-Matched) ­For example, it's 4:00 PM on a Thursday. Your normal
time condition rule says to put the system in
Unmatched (night) mode at 5:00PM, but you want to
leave early, and tomorrow is a holiday. Your business
will be closed all day on Friday. Setting a "Permanent
Override" (Unmatched) will put the system into
Unmatched (night) mode and leave it in that mode until
you go back into the application and tell it to reset the
override, which will then force the system to use the
automated schedule you created.

Viewing Time Conditions

Press the Time Conditions button on your
phone.

Now the next time you toggle to that status the action
you defined will be taken.

Time Conditions App

Overview

 The purpose of the Time Conditions application is to

let you override your normal time condition rules to in
order force a matched or unmatched state. (i.e. "Open
for Business" vs. "Closed for Business" or "Day" vs.
"Night.")

 There are two types of

overrides, Temporary and Permanent.

Sample Use Cases

Temporary Override (Matched or UnMatched) -

For example, it's 4:00 PM on a Friday. Your normal
time condition rule says to put the system in
Unmatched (night) mode at 5:00PM, but you want to
leave early. Setting a "Temporary Override" will put
the system into Unmatched mode (night) until the next

After launching this application, you can see a list of
all the time conditions you have permissions for. It will
show the name and feature code, and current override
state of the time condition (if set).

34

Overriding Time Conditions

 For any time condition, you can pick from the

following options:

 Reset Override - Use this option to remove any

overrides currently set. This will tell the system to go
back to the automated schedule immediately.

 Temporary Matched - This forces the system to send

all calls to the "Matched" destination of this time
condition that you set up until the next scheduled
automatic change. Once the new automatic scheduled
change happens, this time condition will be back on the
normal schedule that you set up moving forward, and
will not be in override anymore.

 Permanent Matched - This forces the system to send all

calls to the "Matched" destination of this time
condition that you set up indefinitely until you
manually tell it to "Reset Override" from this
application or from the Time Condition PBX GUI

module.

 Temporary Unmatched - This forces the system to send

all calls to the "Unmatched" destination of this time
condition that you set up until the next scheduled
automatic change. Once the new automatic scheduled
change happens, this time condition will be back on the
normal schedule that you set up moving forward, and
will not be in override anymore.

 Permanent Unmatched - This forces the system to send

all calls to the "Matched" destination of this time
condition that you set up indefinitely until you
manually tell it to "Reset Override" from this
application or from the Time Condition PBX GUI

module.

 To edit the highlighted Time Condition, press

the Change button.

small

Scroll to the new option you would like and press
the Select button.

To change the override for all time conditions globally,
you can use the Set All button and the change will be
applied to all the time conditions you have access to.

From here, you can see this Time Condition is
currently set to Reset Override as indicated by the

COS to Restrict Which Toggles a User Can See

 If you purchased and set up Class of Service

restrictions, then the user will only be presented with
Call Flow controls that they have permissions to see
when they press the Call Flow button. Please see

35

the Class of Service-Admin Guide for more
information on using COS.

Press Select to change your password, then exit when
finished.

Transfer to Voicemail App

Transferring Calls to the Voicemail of Another
Extension

While on a call, press the Transfer to
Voicemail button to transfer the call to the voicemail

of another extension.

Enter in the Extension number and press
the Done button.

To Record You’re Name
Arrow down to Name then the Select key. Use Play

key to hear, the Change key re-record it, and the
Delete key to delete it. Press the Done key to go back
to the previous Menu, or Exit to exit Voicemail
settings

To Record You’re Unavailable Greeting

Arrow down to Unavailable Greeting then the Select
key. Use Play key to hear, the Change key re-record it,
and the Delete key to delete it. Press the Done key to
go back to the previous Menu, or Exit to exit
Voicemail settings.

To Record you’re Busy Greeting

Arrow down to Busy Greeting then the Select key.
Use Play key to hear it, the Change key re-record it,
and the Delete key to delete it. Press the Done key to
go back to the previous Menu, or Exit to exit
Voicemail settings.

Viewing Voicemails

This icon at the top of your phone screen will show
you that you have a voicemail(s)

The call will now be transferred to the voicemail of the
extension number you defined.

Visual Voicemail App

Setting Up Your Voicemail

Press the Voicemail button.

Then settings. You are presented with a list of options
and Password is automatically selected.

Press the Voicemail button.

From here you can quickly see who left
you voicemails and choose which
messages to listen to first.

 A (+) in front of the message indicates the message is

new.

 A (-) in front of the message indicates the message is

old.

36

If you press the More button, additional options will
appear.

Listening to Voicemails

You can press Select to find out more information
about the voicemail message that was left.

The following will be displayed on this screen:

 Name and number of who left the message.
 Length of voicemail message.
 Date the message was left.
 Time of day the message was left.

You now see options to Toggle this voicemail from
unread to read or vice versa, and an option to
edit Settings.

Lastly, you can press the Play button to listen to your
voicemail.

The message will now play over your device.

User Control Panel

The user control panel is a way for users to control call
handling and personal settings from a web

37

browser. You can login to the User Control Panel by
pointing your browser to the IP Address of your PBX
and picking the User Control Panel
Option. Administrators can login using the admin
username and password that is used to access the
FreePBX Administration section. Individual users can
login using their extension number and voicemail
password.

Usage

The Login Screen is where you enter your user name
and password. Normally your extension number and
voice mail password.

Home Page

The Home page is where we land each time we log into
UCP. From here you can access your Call History,
Conference Rooms, Device Management, FAX
management, Presence setting for your extension,
Settings like Follow Me and DND, and Voice Mail
messages. To the top right of your Home Page

For each Call record we have the following

 Date- Date and Time call was received or placed.
 Description-For each call we have the following icons

under the Description

 Duration- Length of call in Hours- Minutes-Seconds
 Controls- If the call has a Call Recording associated

with it you will get a play and download icon for the
Call Recording.

You can search for any call by using the Search bar at the
top and putting in the number of the person you called or
who called you and pressing GO Duration- Length of call
in Hours- Minutes-Seconds

You can search for any call by using the Search bar at
the top and putting in the number of the person you
called or who called you and pressing GO

Call History

The Call History section allows you to see all inbound
and outbound calls for your user and listen to any call
recordings that are associated with that call.

Conferences – UCP

Usage

Empty

When the conference room is empty you will see the
page below

38

Users Present

When users are present you will see users and be able
to perform various actions on those users

Mute User

To mute a user click the "speaker" icon next to their
name.

Kick User

To remove a user from the conference click the "X"
next to their name. The system will inform them they
have been kicked then drop them.

Settings

Leader Wait

On this tab you can change settings for the chosen
conference room.

User Pin

You can require callers to enter a password before they
can enter this conference. Leave this blank for none

Admin Pin

Enter a PIN number for the admin user.

Join Message

Wait until the conference leader (admin user) arrives
before starting the conference.

Talker Optimization

Turns on talker optimization. With talker optimization,
Asterisk treats talkers who are not speaking as being
muted, meaning that no encoding is done on
transmission and that received audio that is not
registered as talking is omitted, causing no buildup in
background noise

Talker Detection

Sets talker detection. Asterisk will sends events on the
Manager Interface identifying the channel that is
talking. The talker will also be identified on the output
of the meetme list CLI command.

Quiet Mode

Quiet mode (do not play enter/leave sounds)

A message to be played to the caller before joining the
conference.

User Count

Announce user(s) count on joining conference

39

User Join/Leave

Announce user join/leave

Music On Hold

Enable Music On Hold when the conference has a
single caller

 Inbox- These are faxes that have not been viewed yet.
 Archived- These are faxes that you have viewed but

not deleted.

 Outgoing- Faxes that are in progress of being sent.
 Sent- Faxes that have successfully sent.
 Failed- Faxes that were sent and failed out.

For each fax we can see the following;

 Date- Date Fax was received to sent.
 From- The Caller ID who sent the fax
 To- The number or extension the fax was sent to.
 Status- The status as reported by Asterisk of the fax.
 Pages- Number of pages Asterisk reports the fax is.
 Controls- Controls for this fax

 View the fax

Music On Hold Class

Music (or Commercial) played to the caller while they
wait in line for the conference to start. Choose "Inherit"
if you want the MoH class to be what is currently
selected, such as by the inbound route.

Allow Menu

Present Menu (user or admin) when '*' is received
('send' to menu)

Record Conference

Record the conferences.

Mute on Join

Mute users when they enter the conference

Fax - UCP

Viewing Faxes

 Download the fax onto your computer
 Forward the fax to another number

 Delete the fax from the system.

Sending Faxes

To send a fax choose the "Send New Fax" option at the
top

Faxes can be filed under the following Folders

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From here define the Fax Number we are sending the
Fax to.

We can now optionally include the Fax Cover
sheet. Please see the Fax Configuration module in
your PBX Admin GUI on how to setup the
Company wide Cover Sheet.

Either drag the documents you want to fax or use the
"UPLOAD DOCUMENT" button. You can upload 1
or more documents and as they are uploaded they will
be listed under the Files Section.

Press Send when done to send the fax. To view the
status of any pending outbound fax click on the
Outgoing mailbox.

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When a Fax has successfully been sent it will be
moved to the Sent Folder. If it fails to send after all the
retries have been exhausted it will be moved to the
Failed Folder.

Fax Settings

To manage the Fax settings related to your user press
the Settings Option in Fax.

 1- Try 1 time resending a failed fax.
 2- Try up to 2 times to resend a failed fax.
 3- Try up to 3 times to resend a failed fax.
 Use Global- Use the settings that is defined globally in

the Fax Module in the PBX Admin G

 Coversheet Name- Your personal name to be

displayed on the Coversheet as to who the fax came
from.

 Coversheet Email- Your personal email to be

displayed on the coversheet as who the fax came from.

Email Results- On outbound fax do you want a email
of the results.

 Never- Never send email on results of outbound fax
 Always- Always send email on results of outbound fax
 On Success-Only send email if fax is successful
 On Failure- Only send email if the fax fails on sending

after all retires have been exhausted.

 Use Global- Use the settings that is defined globally in

the Fax Module in the PBX Admin GUI.

 Retries- If a outbound fax fails to get confirmation on

being successful how many times do you want to retry
to send the fax.

 0- Don't try and retry sending the fax.

Presence - UCP

Changing your status

View the wiki here on how to change your presence on
the fly anytime.

Usage

For any given setting you can automatically set a
presence state or choose to do nothing.

Available states are set by the PBX administrator in
the Presence State Module.

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On UCP Login Set Status To

When you log in to the User Control Panel perform the
selected action

DND

When in DND do the following

On Browser Close or UCP Logout Set Status To

When you close your browser (or tab) for the User
Control Panel or Log off perform the selected action

Automatic Actions based on status type

On a change to the selected status type you can have
the system enable certain modes such as "Do Not
Disturb" or "Find Me/Follow Me"

Extended Away

When Extended Away do the following

Unavailable

Follow Me Settings - UCP

Usage

Find Me/Follow Me

Available

When available do the following

Chat

When in Chat do the following

Away

When Away do the following

Enable

Should Find Me/Follow Me be enabled for this user

Follow Me List

List extensions to ring, one per line. You can include
an extension on a remote system, or an external

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number by suffixing a number with a pound (#). ex:
2448089# would dial 2448089.

Announcement

Message to be played to the caller before dialing this
group.

Ring <Exten> First For

This is the number of seconds to ring the primary
extension prior to proceeding to the follow-me list. The
extension can also be included in the follow-me list. A
0 setting will bypass this.

Ring Follow-Me List For

Time in seconds that the phones on the follow me list
will ring. The number of rings will depend on region.
Example: If a phone rings for 1 second then waits 2,
each ring is 3 seconds.

Call Forwarding

Whether or not to forward calls in a given state. Check
the box and enter the destination in the text field.

Use Confirmation

Enable this if you're calling external numbers that need
confirmation - eg, a mobile phone may go to voicemail
which will pick up the call. Enabling this requires the
remote side push 1 on their phone before the call is put
through. Example "Press 1 to accept.

Remote Announce

Message to be played to the person RECEIVING the
call, if 'Confirm Calls' is enabled

Too-Late Announce

Message to be played to the person RECEIVING the
call, if the call has already been accepted before they
push 1.

Call Forward Ring Timer

Number of seconds to ring prior to going to voicemail
or other fail over destinations that may be setup by an
administrator on this account. The Always setting will
ring the call forward destination until answered or the
caller hangs up. The Default setting will use the value
set in Ring Time. Your setting here will be forced to
Always if there is no Voicemail or alternative fail over
destination for a call to go to.

Unconditional

Forward calls immediately regardless of current state
of line/PBX to the number entered.

Unavailable

Preconfigured number to which calls are forwarded if
the customer endpoint becomes unresponsive due to an
Internet outage or software/configuration failure of
endpoint

Busy

Preconfigured number to which calls are forwarded if
the customer endpoint is busy, usually due to being on
an active call

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Do Not Disturb

Used to indicate that this user does not wish to be
disturbed.

 In their settings you will see SIPStation SMS DIDs,

Check the box next to the desired numbers

 Click Submit at the bottom

Call Waiting

A weather this user making a telephone call should be
notified of an incoming call and is able to place the
first call on hold while answering the second.

Where is save button?

All settings are updated and applied in real time. No
need to press save.

SMS - UCP

Sending an SMS

Login to the User Control Panel

On the top right click on the colored dot.

Click New SMS
A pop-up will appear

 This feature requires SIPStation Service
 This feature requires FreePBX 12 and UCP
 This feature requires the SIPStation module
 This feature requires the SMS module

Enabling a User to send or receive SMS's

 Log in to the FreePBX UI
 On the top menu click Admin
 In the drop down click User Management
 In the right navigation pane click on the user you wish

to edit.

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In the From drop down there will be a list of numbers
available to this user
Choose the number you wish to send your SMS from.
In the To box put in the Destination number.
Press INITIATE
This will open a chat box. Note: this box will also
appear if you receive a SMS while logged in.

Receiving SMS Messages

When a user sends a TXT message to a number that is
assigned to you. You will get a chat style box when
logged in.

You may now interact with the message as if it were
any other chat.

You can then respond as any other chat conversation
and the user will receive your message as a text
message.

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If you are Not logged in your messages will be under
the SMS tab

You can click the eye icon to view the message

 View (eye) the history of the message
 Delete (trash) the message

Voicemail - UCP

Managing Voicemail Messages

You can click on the number under To, to open up the
chat window and respond.
You can click the trash can to delete.

Viewing SMS History

Your SMS History is available in the SMS tab.

SMS Information

In the SMS tab you can do see the following for each
message

Date

Date of when the last SMS was sent or received for this
thread

For each extension we can see all our voicemails.

For each voicemail we can see the following;

 Date- Date voicemail was left
 Time- Time voicemail was left
 CID- Caller ID of who left the voicemail if supplied
 Mailbox- Extension number where voicemail was left
 Length- Length in Mins and Seconds of the message
 Controls- For each message we can choose any of the

following Controls

While playing a voicemail you can use normal player
controls to pause, fast-forward and rewind the message
inside your browser.

From

What DID of yours the SMS thread was from

To

Who the message thread was to. Clicking on the To
Number will bring up the SMS box to allow you to
reply to the SMS.

Controls

On the left side are a list of folders that voicemails can
be moved to. Clicking on any folder will bring up the

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voicemails inside that folder.

Settings is where we can manage the following options
for our voicemail box.

 Pin/Password- The password for our voicemail box.
 Email Address- Email address if defined where to

send voicemails to.

 Play CID- Play the Caller ID of who left the voicemail

anytime you listen to the voicemail

 Play Envelope- Play the date and time stamp of when

the voicemail was left anytime you listen to the
voicemail.

At any time you can drag a voicemail from any folder
into any other folder and the message count next to
each folder will auto update.

Managing Voicemail Settings.

 On the left side of our voicemail section we have a

option called Settings.

Anytime you make a change there is no save button. All
changes are instant and a greenbox will show up informing

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you your changes have been saved

Managing Voicemail Greetings.

On the left side of our voicemail section we have a
option called for Greetings

 Busy- The greeting that is played to callers when

you are not available to take their call and you are
on another call already.

 Name- This is a recording of your name and used

mainly for things like the Company Directory and
other modules.

 Temp- A Temp greeting when recorded will be

played instead of the Unavailable or Busy
greeting. When you delete the greeting your other
greetings will be played again.

For each greeting you can press the Play button to
listen to the Greeting.

Greetings are where we can control the
announcement that is played to callers with our
personal message. Your PBX has the following
types of greetings.

 Unavailable- The greeting that is played to callers

when you are not available to take their call and
they go to your voicemail box.

You can press the Green "UPLOAD GREETING"
button to upload a new audio file for your greeting or
you can drag your audio file from your computer into
the "Drag A NEW GREETING HERE" box to upload
a new greeting.

Pressing the red "DELTE" button will delete the
voicemail greeting.

Pressing the Red "RECORD GREETING" button will
prompt you to enable your Mic on your compute and
let you record your greeting.

Press Save once done recording and your new greeting
will be saved.

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If you would like to copy your unavailable greeting to
also be your busy greeting simply drag the Unavailable
Greeting to the "Drag Box" of the Busy greeting as
shown below.

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References

Lewis, Tony. Phone Apps. 27 December 2016. 21 April 2017.

Schilleman, Mike. Sangoma Phone User Guide. 06 April 2016. April 2017.

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