Extensions

Extensions are the individual user accounts of the system, and can be thought of as an individual phone line. Every extension is assigned a numerical ID, email address, departments, a SIP secret (used for authenticating physical and softphones), a voicemail PIN, and many other settings that define the behavior of the extension.

Reviewing Extensions

Home-Extensions-System

All currently created extensions are listed in this view. The view is searchable, and paginated (note the page navigation buttons at the bottom.

• Add Extension
  • Begin the New Extension dialogue.
• CSV Download
  • Exports a report of all created extensions to a downloadable CSV file, which can be opened in Excel.
• Search
  • Filter the extensions by the search term.
• Extension List
  • Lists the currently created extensions.
  • Clicking on an extension will open its properties for editing.
  • Edit
    • Open the extension's properties for editing.
  • Delete
    • Remove the extension from the system. CAUTION: This is irreversible, and removes all voicemail recordings and user preferences immediately.
    • NOTE: This has no impact on your billing. Extensions are billed on your assigned quota. If you wish to adjust your billing, please contact billing@gigabit.io

Adding an Extension

The procedure for adding a new system extension is divided into two steps. In the first step, the UAD/Phone type and extension location need to be provided. In a second step, basic UAD/Phone information such as the user's name and email address is provided.

• Step 1
  • UAD (User Agent Device)
    • UAD is the type of device which will be connected to the system.
    • If the UAD/Phone is not listed here, navigate to 'Settings: UAD' Edit the desired UAD/Phone and set its 'Status' to 'Active'. Now, the UAD/Phone will be available in this list.
    • (E.g. Linksys SPA-941)
  • Location
    • Select the location of the new UAD/Phone. Location refers to whether the UAD/Phone is in 'Local' or 'Remote' network.
    • (E.g. Local/Remote)
  • NOTE: By default, a 'Single Extension' will be created. 'Advanced Options' offer the facility to add multiple extensions as well. For more information, check the 'Adding Multi Extensions' chapter.
  • TIP: All extensions in the system are prefixed by your tenant code, a 3 digit number that uniquely identifies your extension in the system. This prefix does not impact dialing, and is only used as the username when configuring a phone or softphone manually.
  • Click 'Next Step'
• Step 2
  • General
    • Extension number
      • By default, this field is automatically populated with the next free extension, but can be changed to any free extension number.
    • Name
      • Full name of the person using the Extension. This name is sent in the Caller ID information for internal calls.
    • E-mail
      • Email address associated with the extension and used for various system notifications
      • This email address will receive voicemail notifications, Extension PIN and other . Also, E-mail used together with ‘User Password’ is what user needs for OSC login.)
    • Department
      • Departments to which extension will belong to.
  • Click 'Save'

Adding Multiple Options

Adding Multiple Extensions

There are two ways to add multiple extensions:

• Option 1 - Manually
  • To create a list, manually fill in the 'Name','E-mail','Ext','Secret', 'User Password', 'PIN', ['MAC'], 'Department', ['Line#'] fields and click on the Add(+) icon.
• Option 2 - Creating and uploading '.csv' file
  • To Upload a '.csv' file:
    • Open a new file in your text editor
    • NOTE: Always use simple editor such as Notepad on windows, or Gedit on Linux, when editing 'csv' files. Do not use Excel as it may remove formatting which will render your file unusable.
    • Add the following lines:
    • "Name","Email","Ext","Secret","User Password","PIN","MAC","Department"
    • For example:
    • "Joanna Cox","joanna@domain.com","121","jvT-6%xa0Tfpa6Em","KF80x2qvGKbH-3","1111","001122AABBCC","Sales"
    • Save the file as 'multiple-extensions.csv'
    • Click on the 'CSV upload' button
    • Select 'multiple-extensions.csv' from your hard drive
    • Click the 'Upload' button
    • The New Extensions will be created
  • A report will be displayed after the CSV upload (number of extensions uploaded/failed/skipped).
• NOTE: PBXware requires strong password enforcement, which means that the secret must meet certain criteria in order to be accepted, otherwise PBXware will display an error message stating that Password/Secret is too weak.
  • Password and Secret have to meet the following criteria in order to be accepted:
  • It must be at least 8 characters long
  • It must contain at least 1 uppercase
  • It must contain at least 1 lowercase
  • It must contain at least 1 digit
  • It must contain at least 1 special character ()
  • Allowed characters are: a-z, A-Z, 0-9, ! % * _ -
• Download CSV Template
  • Download CSV template for adding multiple extensions