FreePBX 101 v14 Part 4 – Extensions

Welcome to crosstalk solutions, my name’s Chris – and this is free PBS, 101 version. 14 part 4, where we’re going to talk about extensions, the different types of extensions, some extension considerations and then we’re going to go through the details of a single extension so that you understand what all of the tabs are and that sort of stuff. Okay, so extensions are really the first thing you want to do when you set up a phone system right like you get this thing installed and now it’s like hey it’s time to actually set up some phones and start talking to each other. So that’s what we’re going to talk about today and there are a couple of extension considerations that you need to think about. When you’re planning a free, PBX deployment and when you’re planning on deploying a large number of phones or even a small number of phones to either a single location or multiple locations, so the first thing that you have to think about are the extension digits that you’re Going to use, I recommend using three to five digits.

You don’t want to go shorter than three. You don’t want to go longer than five, because that’s just going to annoy people, so I say three to five digits and you want to use the range of extensions that summer between two XX up to five xx, or you know, 2x xx to five xxx. If you’re doing four-digit extensions now, the reason being is that you don’t want to use one because, let’s say you have four digit extensions and you had an extension one, two three four well: the phone system when you dial extension, one two three four is going to Automatically implement a pause, because here in the United States, when we dial long-distance we’ve al one plus the area code, so one plus three digits the phone system doesn’t know. Are you trying to dial extension, one two three four or are you trying to dial some one in the two three four area code? You’Re dialing long-distance right, so it implements a pause where it’s going to take a little bit of time to say: okay, he’s not going to dial more.

Did it’s great we’re going to assume that it’s extension, one two three four, then so in order to avoid those unnecessary pauses, you don’t want to start with the extensions that Matt your outbound dialing plan. Okay, so there’s consideration number one. The other consideration is for multiple locations, so, for instance, this is a good case for like a four digit extension. Where, like you know, two one is location number one and then xx would be. You know zero through ninety nine.

The extensions that are at that location and then to 2 would be location. Number 2 to 3 xx would be location number 3. Something like that right just so that over time your employees get used to dialing or get used to a pattern of. Oh I’m trying to call the you know, Pacoima office. I know that’s going to be extension to 3, whatever right so just sort of take the time to plan it out.

You don’t want to put extensions in sort of just willy-nilly all over the place, because it just confuses your users. You want to try to make it intuitive for your users based on the particular architecture of your company. Ok, so that being said, there’s actually three different ways that we can create extensions in free PBX. Here I am at the free PBX dashboard. I’M only going to really talk about a couple of them, but I did want to brush on what’s called the bulk handler.

So if I come here to admin and bulk handler here, we have all sorts of different types of items and free PBX, including extensions where we can click import and then import a CSV file. That follows these guidelines with all of our extensions. So when we set up extensions here at crosstalk solutions or when we set up phone systems, where there’s you know a hundred plus extensions or even you know, 50 plus extensions, we’ll typically throw everything into a spreadsheet and then use this bulk Handler to mass import. The extensions into the system – it just saves a ton of time – doing it that way. But if you have a smaller number of extensions, you know 10 or 20 – it’s actually probably easier, not to figure out the CSV, but just to throw those in manually, because the time you take to figure out the CSV, you could have already put those extensions into The system using the quick, create extension, which is what we’re going to show you next so for just manually, creating extensions either normal extension creation or what’s called the quick, create you go over here to application and then extensions.

So right now we can see that I have no extensions. If I wanted to do the manual extension creation, we can go to add extension and then we can go add new chance. If extension, you could also do PJs if you’re using PJ’s. If we talked about that a little bit in a previous video in this case, though I’m going to be doing all chance. If, for the purposes of this video series, so we can say add new chance.

If extension – and that brings us to the extension detail page where we can basically fill in all of the information you get different tabs across the top for the different aspects or the different details of this extension and that’s all well and good – and we’re going to Come back to this in just a second, but before we did that, I did want to show you the quick create because oftentimes. If I’m going to be doing 10 or 20 extensions, I will go through and create them all with the quick create wizard first, because it’s a lot faster than doing the normal extension creation and then once I’ve done all of the quick create. I will go back in and adjust any details about each individual extension as necessary. So let’s go ahead and do that here we have type. You can choose what type of extension you want to create, mostly we’re going to be dealing with chance if or PJ sip virtual extension is something that you might also run across.

For instance, if you’re going to be creating a voicemail box, that’s gon na be a general moist voicemail box, that’s shared among a lot of users. That would be a virtual extension but for the most part, we’re looking at chance if or PJ sip. So here we have chance. If now we have our extension numbering when you’re using the quick, create wizard, it’s going to automatically populate the next available extension in this box, but since we don’t have any extensions, yet it’s just showing me extension one. So I’m gon na make my first extension extension 2000 we’re gon na give it a display name.

This is the user’s name, we’ll say Tony Stark: okay, so for email address, we’ll just put Tony key stark at crosstalk solutions. Comm then we’re going to say next and here we have a few more options most in most cases, you can just leave this default, but we have enabled finally follow me we’re going to talk about that more in depth in a separate video, and then we have The option to create a user manager user so in free PBX, there are extensions and there are users. Ok, so typically you have one user, Tony Stark assigned to one extension, Tony Stark’s, extension, number, 2000, ok, but they’re separate because you can have a single user. That has multiple extensions, so, for instance, you’ve got Tony Stark and then you’ve got Tony Stark’s desk phone and Tony Stark’s Zulu extension and Tony Stark’s soft phone extension on you know the iPhone or something right. So you can have one user that has access to multiple phone settings and multiple mailboxes.

The user is also the login that that person is going to use to get into the user base control panel, which is another video that will be separate from this one. In our case, we are going to create a user manager, user will say: yes, we don’t have any groups right now, so we’ll just put them in the all users group. Again we will talk about users in a future video and we do want to enable voicemail. The pin by default, I believe, is the extension number, but I’m going to change that. I’M just gon na, say: 1, 2, 3, 4, 5 and then we’re gon na say finish.

Ok, so we have now created our first extension. Let’S go ahead and click the pencil icon, we’re going to edit this extension and when I edit this extension, this is also the view that I get when I do the normal extension creation. So let me go back here. Real quick applications. Extensions, if I say add, extension new chance, if extension, I’m essentially getting to the same same screen that you use when you’re editing an existing extension.

Ok, so here we go Tony Stark, outbound caller ID. So if you want this extensions, outbound caller ID to be different than the default caller ID of your company, you would enter that information here. Here is your sip password. I recommend leaving that to whatever password is automatically generated. It’S a nice strong password and if you’re using the endpoint manager, which you should be again we’ll talk about that in a future video you never actually have to enter the password anywhere.

It will automatically be pushed to your phone through the endpoint manager. Here we have some language settings, so if you have one of the nice things about free PBX is there are multiple languages that you can install. So if I had both English and Spanish speaking members of the company, I could add the Spanish language pack and then I could select the language code for this extension so that when someone dials their voicemail, all of the prompts, for instance, would be in Spanish, as Opposed to English, I’m not going to get in to the language setting of free PBX, but keep in mind that they are vast. I mean you can come up here to the corner and you see all of these different languages that you can actually change. The graphical user interface of free PBX to be in Bulgarian or German or Persian or Hebrew right, so you can actually make those changes, no problem.

Next, we have our user manager settings. So this is the directory that the user is in by default. We are linked to this user that we’re not going to do a custom user name, so it’s just going to use the extension number as the user name. But if you wanted to use a custom user name for login to the user control panel, for instance the person’s email, you could do that by just clicking use custom user name and then putting in their email address here, and we have the user control panel password. That was generated.

I typically change this at some point because once we’re past this screen, you can’t change it anymore. So what I usually like to do is let my users change it for themselves after the initial login and then, of course, here’s the only group that we have right now is the all users group, okay. So next we have the voicemail tab and we can see that voicemails enable and if I click the I icon, I can see the voicemail password for this user. Now, as I’m going through these tabs, I am NOT going to cover every single setting explicitly. What I’m going to cover are the most common settings for voicemail or for follow me or whatever, and then you guys can play with the other settings yourself.

If you need to touch those settings, but in most cases you won’t have to change any more settings that I’m changing here and if you ever want to know what something does so, for instance, we have this setting here require from same extension. What does that do? Well, if you hover over the little blue question mark, it will tell you what you have, but what it does so, if set to know when the user dials star 9 7 star 9 7 on the phone or presses their voicemail button, they will not be asked To enter a password, this does not apply to start an ad ain’t call. So there’s a difference between star 97 and star 98. Star 97 is the code to get into your this extensions voicemail box.

Star 98 is the code to get into someone else’s extensions, voicemail box. So, basically, if you have require from same extension, set to yes when you hit the voicemail button or dial star 97, even though you’re calling from that same extension, it will prompt you to enter the password. It’S an added security measure. Then we have email address and page your email address. These are a little bit redundant and it’s one thing that the quick create does that it probably shouldn’t.

Is it populates both of these fields? Email address is voicemail to email, so you get a voicemail. It sends you an email that says: hey. You’Ve got a new voicemail from so-and-so paid. Your email address is the same thing.

It sends you a voicemail, but it sends you an email notifying you that you received a voicemail, but it’s in a truncated format, because it’s meant to go on to a pager which no one uses pagers anymore. So we’re gon na delete paid your email address for email attachment, we’re gon na, say yes, because when voicemail to email happens we want a wav file to travel along with that email so that you can get voicemail to email. You don’t just get notified. You actually get the voicemail in the email or attached to the email as a WAV attachment. The only other option that we’re gon na look at on this voicemail page is this one down here: delete voicemail.

So what this does is, if you have voicemail to email, enable when that voicemail is sent to you. If you set delete voicemail to yes, it will delete the voicemail out of your phone’s mailbox okay. So that means that you only receive voicemails through email. You do not have the ability to dial in with the phone apps or dial star 97 to get to those voicemails. I personally like doing this myself.

I don’t like getting voicemails in two places that I have to delete in two places when I’m, when I’m done listening to them. The caveat here is that you better be sure that your voicemail to email is working very well before you enable this, because if you set delete voicemail to yes, when it sends the email, it doesn’t check to see if the email was sent successfully. It just fires off that email and then deletes it out of your phone out of your voicemail box. So if voicemail to email is not functioning properly, that voicemail is gone forever. Okay, so be very cautious with this setting and only enable it once you’re sure that voicemail to email is working very well here we have fine me follow me so find me follow me is a way for when a call comes to your phone, maybe it rings Your desk phone for a few seconds and then, if you don’t pick it up, it also starts ringing your cell phone simultaneously or another extension simultaneously.

This is a really really powerful feature of free PBX and I in abil this for people, but I’m gon na do a video. That’S specific to find me follow me, so I’m not going to cover it here, other than to say that’s what it does it allows. You to set up your own settings either the administrator can do it or you can allow users to change their find me follow me settings in the user control panel, but again, I’m not going to cover it in this video. The Advanced tab is usually settings that you never have to change. However, there are a couple of things in here that you might want to take a look at.

For instance, you have your recording options, so you have the ability to record inbound external outbound, external inbound, internal outbound, external outbound, internal, etc. You can also allow the user to do on-demand, recording, which I believe is a star one, while you’re on a call. You can actually start recording the call, so I usually turn on on-demand recording for my users and then, if you want to adjust any of the settings for recording. So, for instance, let’s say a good example of this is, if you are the IT administrator and you’re setting up internal extension to extension, call recording for all of your users so that you have record of all calls in the system. But you don’t want the executives.

Call recorded well, you can do a blanket. You know record all internal calls and then come in here and specifically say never record inbound or outbound internal calls for specific extensions. The pin sets tab is for, if you have set pin codes, for instance, for like international dialing, you can allow this user to have access to specific pin codes for dialing outbound. That’S something that I don’t use very often, so I’m not going to cover too much of it here and then. Finally, we have the other tab.

The other tab isn’t used that frequently the endpoint manager stuff is in here, meaning that you can assign a phone to this extension. A MAC address to this extension through this page. But it’s actually a lot easier to do that just over in the endpoint manager which we’re going to talk about in a future video I Symphony is a central console. It’S a web-based console for the phone system. Where you can see calls in progress.

You can transfer calls and that sort of stuff I personally do not prefer I Symphony over some other options that are out there, such as the flash operator panel. So you know I don’t want to use. I symphony, I just say no here. Actually, in most cases, I completely uninstall I symphony from the phone system and then this setting actually doesn’t even show up so when you’ve made the changes that you want to your extensions, go ahead and click Submit and then click apply, config. Okay.

So now, if I go back to applications extensions, we should see extension 2000, Tony Stark and what I’m going to do now is I’m going to go through and I’m going to add five or six more extensions using the quick create so that we have. You know a number of extensions that we can play with moving forward into the next videos. Ok, so the next video that we’re gon na do we’re going to talk about actually connecting phones. Ok, so we have the extension and then we have the physical device, which is a separate thing and we’re gon na set up some sangoma phones using the endpoint manager and then we’re also gon na set up some phones manually without using the endpoint manager, both non Sangoma phones, as well as some sockets, ok, so stay tuned for those videos. If you enjoyed this video, please give me a thumbs up if you like to subscribe.

Click that subscribe button down below my name is Chris of crosstalk solutions and we’ll see you in the next video you

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