Summary of Contents for C&T PBX
- Page 1 PBX User Guide FastFind Links Using Your Desk Phone Using the User Web Portal Voicemail Answering Rules and Time Frames Contacts Phones Music on Hold Call History Profile...
- Page 2 EXTENSION LIST...
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Page 3: Table Of Contents
Accessing the Portal ....................20 Desktop Call Control .................... 20 Incoming Calls ....................20 Active Calls ....................21 Home 22 Voicemail ........................23 Messages ......................23 Voicemail Settings ....................24 Recording a Greeting ..................25 Uploading a Greeting ..................27 PBX User Guide... - Page 4 Contents Recorded Name .................... 28 Answering Rules and Time Frames ................28 Time Frames ....................... 28 If you select Days of the week and times ............30 If you select Specific dates or ranges ............34 Answering Rules ....................36 Call Forward Drop-down Options ................
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Page 5: Introduction
Introduction INTRODUCTION Welcome to the CT Cloud PBX User Guide. Your Cloud PBX combines the best in traditional phone system features with modern Internet Protocol (IP) capabilities. In this guide, you will learn how to perform many common tasks on your phone, as well as make full use of your web portal. -
Page 6: Frequently Asked Questions
FREQUENTLY ASKED QUESTIONS Topics: This section will provide quick directions to the most commonly used features of your system. Phone Features (page 12) Web Portal (page 13) P a g e... - Page 7 Using Your Desk Phone Frequently Asked Questions - Phone Features Internal call (extension-to-extension) 1. Dial the extension number 2. Pick up the handset, headset or press speaker. If you have a button for another user’s extension, simply press the button to call that user. ...
- Page 8 Using Your Desk Phone Park a call 1. Press one of the designated Call Park (e.g. “Call Park 1”) buttons When the call is parked, the park button you selected will light up red. Answer a parked call 1.
- Page 9 Using Your Desk Phone Frequently Asked Questions – Web Portal There are multiple key functions of this web portal that can be very convenient to use. This is an overview of each tab and how to use its main functions. ...
- Page 10 Using Your Desk Phone Contacts tab 1. Allows you to view all extensions in your system 2. Allows you to add more contacts to your phone Added contacts can be phone numbers outside of your system, e.g. cell phone numbers or other business numbers ...
- Page 11 Using Your Desk Phone Call History 1. Allows you to view details of calls of your extension. 2. Click the number to call back directly 3. Click add to contacts if you would like to add that number to your contacts list 4.
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Page 12: Using Your Desk Phone
Using Your Desk Phone USING YOUR DESK PHONE Topics: While there are many different models of desk phones, they largely all work the same way. In Making Calls (page 12) this chapter, you will learn how to use common Receiving Calls (page 13) ... -
Page 13: Making Calls
Using Your Desk Phone Making Calls Making a call with your phone does not require a leading 9. You can dial on-hook or off- hook. To dial on-hook 1. Dial the phone number. 2. Pick up the handset, headset, or speaker. ... -
Page 14: Receiving Calls
Using Your Desk Phone 1. Dial 08ext. For example, to intercom extension 100, dial 08100. Receiving Calls When a call comes in, you can answer it via a headset, speakerphone, or handset. To answer a call using a handset –... -
Page 15: Alternate Greetings
Using Your Desk Phone The name recording is for the dial-by-name directory, so when someone enters the first three letters of your last name, it will play back your name recording. The greeting plays when your mailbox is reached. It is very important to make a custom message, as many callers will not leave messages at mailboxes that have generic greetings. - Page 16 15 | P a g e...
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Page 17: Handling Calls
Handling Calls Your cloud PBX features various ways to move calls around, including attended transfer, unattended (blind) transfer, voicemail transfer, park, and more. In this section, references to BLFs are the 1-touch buttons to extensions common at front-desk phones. Attended Transfer Attended transfer allows you to speak to the transfer recipient prior to completing the transfer while the caller is on hold. -
Page 18: Transfers To External Numbers
Using Your Desk Phone Transfers to External Numbers A transfer can also go to an external number such as a cell phone. Follow the transfer directions above but instead of dialing an extension, dial a 10 digit phone number. Voicemail Transfer Voicemail transfer goes straight to the recipient’s voicemail box without ringing the recipient’s phone. - Page 19 Using Your Desk Phone 3. After the second participant picks up, press Conference again to connect everyone. 18 | P a g e...
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Page 20: Using The User Web Portal
1. USING THE USER WEB PORTAL Topics: Each extension of your Cloud PBX system has access to a powerful web portal for managing Accessing the Portal (page 20) voicemail, call routing, and more. Voicemail (page 23) Answering Rules and Time ... -
Page 21: Accessing The Portal
Accessing the Portal To access the web portal 1. Start a web browser. 2. Go to https://pbx.simplelogin.net/. 3. At the login page (see Figure 2-1): • Enter your Login Name (ext@cust-id) and Password. If you do not know your Login Name or Password use the applicable Forgot Link. -
Page 22: Active Calls
Using Your Desk Phone Figure 2-1. Example of an Incoming Call Active Calls Figure 2-3 shows an active call window that displays the caller ID and call time. The three controls at the bottom of the window let you hold, hang up, or transfer the call. If you select transfer, a field appears for entering the extension of the recipient. -
Page 23: Home
Using Your Desk Phone Home The Home page of your portal provides an at-a-glance view of everything going on with your extension. Table 2-1 describes the areas on the Home page. Figure 2-3. Example of Home Page Table 2-1. Fields in the Home Page Field Description New Messages... -
Page 24: Voicemail
Using Your Desk Phone Voicemail You configure voicemail using the Messages page. This page has two tabs for handling voicemail: • Messages — see “Messages” below. • Settings — see “Voicemail Settings” on the next page. To display the Messages page, click the Messages icon at the top of the page: Messages The Messages tab allows you to manage your new, saved, and deleted voicemail, as well as greetings and other settings. -
Page 25: Voicemail Settings
Using Your Desk Phone Voicemail Settings Clicking the Settings tab displays options for controlling your voicemail order, timestamps, greetings, and voicemail to email. Figure 2-5. Settings Tab Table 2-2. Fields in the Settings Tab Field Description Enable Voicemail check box Enables (check) or disables (uncheck) voicemail. -
Page 26: Recording A Greeting
Using Your Desk Phone Field Description Unified Messaging Provides the following selections for adjusting your voicemail to email settings. • None = no email is sent when voicemail is left. • Send w/ hyperlink = a link to the voicemail is emailed to you. •... - Page 27 Using Your Desk Phone Figure 2-6. Manage Greetings Page 2. Next to New Greeting, click Record. The Browse button changes to a Call me at field. 26 | P a g e...
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Page 28: Uploading A Greeting
Using Your Desk Phone Call me at field 3. In the Call me at field, enter a number to call. This can be an extension or a telephone number such as your cell phone. 4. In the Greeting name field, enter a name for this greeting. 5. -
Page 29: Recorded Name
Using Your Desk Phone Recorded Name If your company has a dial-by-name directory, you must record your name for the directory to be found. You can click the play button to listen to your current name recording on your PC, or click the speaker button to record or upload a new name recording. Answering Rules and Time Frames Though Answering Rules and Time Frames are separate tabs, they are so interconnected that describing them together makes sense. - Page 30 Using Your Desk Phone To add time frames 1. From the Time Frames page, click Add Time Frame. The Add a Timeframe page appears. 2. In the Name field, enter a name for this time frame. 3. Next to When, select the time period when the time frame will be applied: –...
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Page 31: If You Select Days Of The Week And Times
Using Your Desk Phone If you select Days of the week and times Options appear for selecting days and times when the time frame will be applied (see Figure 2-8). Figure 2-7. Setting Days of the Week and Times 1. Using the check boxes next to the name of each day of the week, check the days when the time frame will be applied. - Page 32 Using Your Desk Phone Default operating hours 2. To change the start time, drag the button on the left side of the blue bar either to the left to begin the start time earlier or to the right to begin the start time later. 3.
- Page 33 Using Your Desk Phone service over lunch, on Monday through Friday. By doing this, you would create two time frames (for example, one from 8 to noon and another from 1:00 to 5:00 PM). 5. Click Save to save your selections. The time frame appears as a row on the Time Frames page.
- Page 34 Using Your Desk Phone Hint: Moving the pointer over the blue text in the Description column shows the settings for that timeframe. 33 | P a g e...
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Page 35: If You Select Specific Dates Or Ranges
Using Your Desk Phone If you select Specific dates or ranges Fields appear for entering dates or ranges (see Figure 2-9). Figure 2-8. Setting Dates or Ranges 1. Click in the left field, and then select a starting date and time from the pop-up calendar. 2. - Page 36 Using Your Desk Phone 4. Click Save to save your selections. The time frame appears as a row on the Time Frames page. Hint: Moving the pointer over the blue text in the Description column shows the settings for that timeframe. 35 | P a g e...
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Page 37: Answering Rules
Using Your Desk Phone Answering Rules After you set up your time frames, you can create different answering rules for your time frames. You configure answering rules using the Answering Rules page. To display this page, click the Answering Rules icon at the top of the page: The left side of the Answering page has a Rings for n seconds drop-down list that allows you to specify the maximum ring time (one ring is generally 5 seconds). - Page 38 Using Your Desk Phone To add an answering rule 1. From the Answering Rules page, click Add Rule. The Add an Answering Rule page appears. From this page, you can create rules to screen callers, forward calls, and ring multiple numbers simultaneously. Figure 2-10.
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Page 39: Call Forward Drop-Down Options
Using Your Desk Phone Table 2-3. Fields in the Add an Answering Rule Page Field Description Time Frame Select the time frame when this answering rule will apply. Do not disturb No phone rings, goes straight to voicemail if available. Call screening Prompts caller to say their name, lets you screen the call before accepting. -
Page 40: Ring Timeout
Using Your Desk Phone Ring Timeout At the top of the page is the ring timeout selection. This option specifies the number of seconds that your phones will ring or forwarding rule before going to voicemail (when available). Allowing or Blocking Callers The Answering Rules page has an Allow/Block button that allows you to permit or block calls from certain numbers. - Page 41 Using Your Desk Phone c. Click the button. The number appears in the ALLOWED NUMBERS list and a brief message tells you the allowed number was added. d. To add more numbers, repeat step 2. e. To remove a number, click the button next to that number.
- Page 42 Using Your Desk Phone Examples of blocked numbers Figure 2-13. Example of Blocked Numbers 5. When you are finished, click Done. 41 | P a g e...
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Page 43: Contacts
Using Your Desk Phone Contacts By default, contacts contain all the extensions on your system. However, you can add contacts to enable easier access to everyone you need to reach. You configure contacts using the Contacts page. To display this page, click the Contacts icon at the top of the page: The following figure shows an example of a Contacts page. -
Page 44: Adding A Contact
Using Your Desk Phone Adding a Contact To add a contact 1. From the Contacts page, click Add Contact. The Add Contact page appears. 2. Complete the fields in the Add Contact page (see Table 2-5). 3. Click Save. The contact appears on the Contacts page. -
Page 45: Importing Contacts
Using Your Desk Phone Importing Contacts To import contacts 1. From the Contacts page, click Import. The Import Contacts pop-up window appears. 2. Click the Browse button. 3. In the Choose File to Upload dialog box, go to the location where the file you want to import is located. -
Page 46: Phones
The Phones page also has a SNAPmobile button that allows you to access SNAPmobile. SNAPmobile is a mobile app that turns your cell phone into an extension of your Cloud PBX. Make and receive calls with the same identify as being in the office along with managing your voicemail, answering rules, and contacts. -
Page 47: Using Snapmobile
Using Your Desk Phone Using SNAPmobile To use SNAPmobile 1. From the Phones page, click SNAPmobile. The splash screen in Figure 2-15 appears. Figure 2-14. SNAPmobile Splash Screen 2. Scan the QR code to download the app or search for SNAPmobile in the app store, and then enter the information from that page into the SNAPmobile logon screen. -
Page 48: Music On Hold
Using Your Desk Phone Music on Hold Music on Hold allows you to specify personal music on hold for your extension. You configure music on hold files using the Music On Hold page. To display this page, click the Music on Hold icon at the top of the page: The Add Music button allows you to add music on hold files. - Page 49 Using Your Desk Phone 2. Click the Browse button. 3. In the Choose File to Upload dialog box, go to the location where the file you want to import is located. Click the file, and then click Open. The path and file appear in the Browse field. NOTE: The music file must be in MP3 or WAV format, and must be properly licensed.
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Page 50: Playing An Introductory Greeting
Using Your Desk Phone Playing an Introductory Greeting To play an introductory greeting before having the music on hold file play 1. From the Music On Hold page, click Settings. The Music on Hold Settings page appears. 2. Check Play introductory greeting. 3. -
Page 51: Call History
Using Your Desk Phone Call History The Call History page shows a log of all your extensions calls. It also provides tools to filter and export data. The left side uses color-coded icons to represent call status: • Green = outbound calls •... -
Page 52: Filtering The Call History
Using Your Desk Phone Filtering the Call History The Filters button allows you to filter the information displayed in the Call History page, so you can view only the information that interests you. To filter the call history 1. From the Call History page, click Filters. The Call History Filters page appears. - Page 53 Using Your Desk Phone Table 2-6. Fields in the Call History Filters Page Field Description To filter by a specified date range, click in the left field, and then select a Date Range starting date and time from the pop-up calendar (see Figure 2-16). Click in the right field, and then select an ending date and time from the pop-up calendar.
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Page 54: Exporting The Call History Log
Using Your Desk Phone Exporting the Call History Log To export the call history log 1. From the Call History page, click Export. Depending on your browser, the history log is downloaded to your computer or you are prompted to save the log. The log is in comma-separated-value (CSV) format. 2. -
Page 55: Profile
Using Your Desk Phone Profile Clicking the Profile link at the top-right of the page displays the Profile page. From this page, you can configure the settings in Table 2-7. 54 | P a g e... - Page 56 Using Your Desk Phone Table 2-7. Fields in the Profile Page Field Description First Name The first name and last name will be shown in contacts and used in the dial by name directory. Last Name Timezone Your local time zone. Email Address(es) Address used for email, password resets, etc.
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Page 57: Index
INDEX 3-way conference, 11 Dialing extension, 6 Accessing off-hook, 6 portal, 14 on-hook, 6 voicemail, 7 Directed call pickup, 11 voicemail remotely, 8 Active calls, 15 Allowing callers, 33 Alternate greetings, 8 Extension dialing, 6 Answering rules, 30 External number transfers, 11 Attended transfers, 10 Greeting Blind transfers, 10... - Page 58 Index Mailbox setup, 8 Uploading a greeting, 21 Making international calls, 6 Messages page, 17 Music on hold, 41 Voicemail, 17 accessed, 7 accessed remotely, 8 Off-hook dialing, 6 settings, 18 On-hook dialing, 6 transfer, 11 tree, 8 Park and hold, 11 Phones page, 39 Portal, 14 call history, 44...
- Page 59 The information and specifications in this document are subject to change without notice. Copyright © 2020. All Rights Reserved. All trademarks and registered trademarks are the property of their respective owners. PBX User Guide May 18, 2020 Document version: Version 1.2...
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