Extensions
How to create an extension
1. Navigate to the Extensions Module
● In the main menu, go to PBX > Extensions > Extensions.
2. Configure the GENERAL Tab
● Extension: Enter a unique extension number. This number must not conflict with any
existing extension or other entity within the system. It is a good practice to use 4-digit
extensions.
● Name: Enter a descriptive name for the extension. This could be the name of the user, the
location, or simply the extension number. This name can also be used as the Caller ID for
internal calls.
● Configure additional extension settings as needed:
○ Class of Service: Select the appropriate Class of Service for the extension. This
determines the dial plan permissions for the user.
○ Email Address: Optionally, enter a valid email address if you want voicemails
(voice2mail) or faxes (fax2mail) to be sent to this email. Additionally, use this field
to send CloudPhone and User Portal credentials to the user of the extension.
○ External CID: Optionally, enter an external Caller ID name and number for calls
outside the PBX. Ensure the number format matches the DID format for your
country.
○ DID Number: Optionally, enter the direct inward dial (DID) number associated with
this extension, in the appropriate format for your country. This number will create
an inbound route for directing incoming calls to this extension.
3. Configure the Devices Section: This section allows you to configure devices linked to the
extension:
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● Technology: Choose from options like CloudPhone Desktop, Mobile, SIP, etc.
● Profiles: Define profiles for different technology types in Settings > Technology Settings >
Profiles.
● Device Description: Provide a descriptive name for your extension device. For example,
"James SIP" for an extension connected to an IP phone or softphone, or "James CP Desktop"
for an extension linked to CloudPhone Desktop.
4. Add Multiple Devices as required: You can link multiple devices to one extension, allowing
flexibility in device usage (Check the Add more than one device Section).
5. Save the Extension
● Once you have entered all the required information, click the Save button to create the
extension. Finally, click on the Reload icon to complete the configuration.
6. Verify the Extension
● Ensure the extension appears in the list of extensions .
● Test the extension by dialing the extension number from another device to confirm it is
working correctly, you can also use dial *71 to test the service and hear your extension
number.
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Enable/Disable voicemail
1. Navigate to the Extensions Module
● In the main menu, go to PBX > Extensions > Extensions.
2. Select the Extension
● Find and select the extension you want to configure from the list of extensions .
3. Configure the VOICEMAIL Tab
Enable Voicemail
● Enabled: Set this field to Yes to enable voicemail for the extension.
Disable Voicemail
● Enabled: Set this field to No to disable voicemail for the extension. This will prevent
voicemail messages from being left for the extension.
4. Save the Changes
● Once you have configured the settings, click the Save button to apply the changes.
5. Verify Voicemail Configuration
● Test the voicemail feature by calling the extension and leaving a message if enabled.
Ensure that notifications and attachments are working as expected if configured. You can
dial *97 to listen to your voicemails.
○ When you dial *97 for the first time, the system will prompt you to record your
voicemail greetings and instructions.
○ You can configure voicemail messages by logging in to the User Portal (check
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Enable/Disable User Portal Section) with your username and password. Navigate to
PORTAL > Settings > Extension Settings, and go to the VOICEMAIL Tab.
● If voicemail is disabled, ensure that callers cannot leave voicemail messages for the
extension.
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Enable/Disable User Portal
1. Navigate to the Extensions Module
● In the main menu, go to PBX > Extensions > Extensions.
2. Select the Extension
● Find and select the extension you want to configure from the list of extensions .
3. Configure the ADVANCED Tab, User Portal Section
Enable User Portal
● Enable Portal: Set this field to Yes to enable the User Portal for the extension.
● Portal User: Enter a username for accessing the User Portal. By default, the username will
be the extension number.
● Portal Password: Enter a password for accessing the User Portal. The password must meet
the system's security policy requirements if enforced (e.g., at least 14 characters long, no
repeating patterns, can include upper- and lower-case characters, numbers, and special
symbols but no spaces).
○ As you enter the password, check the colored bar below to ensure it indicates a
strong password (green).
Disable User Portal
● Enable Portal: Set this field to No to disable the User Portal for the extension.
4. Save the Changes
● Once you have configured the settings, click the Save button to apply the changes.
Reset Portal Password (Optional)
● If you need to reset the Portal password, click on the Generate and Send button. Ensure
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that:
○ A valid email address is defined for the extension.
○ The email for CompletePBX 5 is configured and working correctly.
● An email will be sent to the Portal user containing the username, new password, and the
link to access the Portal.
5. Verify User Portal Configuration
● Test the User Portal access by logging in with the User Portal username and password.
● Ensure that the user can see and configure parameters relating to their extension.
● If disabled, ensure that the user cannot access the User Portal.
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Add more than one device
When editing an existing extension, usually there is already one device configured. Here, we can
assign more devices to the created extension.
1. Navigate to the Extensions Module
● In the main menu, go to PBX > Extensions > Extensions.
2. Select the Extension
● Find and select the extension to which you want to add a device from the list of
extensions .
3. Add the new device
● Go to the GENERAL Tab, Devices Section, click on the Device dropdown menu, and select
New.
4. Select the device technology, the available options are:
● CloudPhone Desktop: Desktop devices using CloudPhone technology.
● CloudPhone Mobile: Mobile devices using CloudPhone technology.
● Custom: Custom device configurations.
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● FXS: Analog FXS devices (Note: This option is disabled on systems licensed for multiple
tenants).
● IAX2: Asterisk Inter-Asterisk eXchange protocol (Note: This option is disabled on systems
licensed for multiple tenants).
● Mobile: Traditional mobile devices.
● SIP: Session Initiation Protocol for IP devices.
● Teams Connector: Integration with Microsoft Teams (Note: This option is only available
with an active Teams Connector license).
5. Check the profile for your device technology (optional)
● Profile: Choose the appropriate profile for the selected technology.
● NOTE: For CloudPhone devices, configure the Default Cloudphone profile found in Settings
> Technology Settings > Profiles. Select the Cloudphone profile and set the External
Hostname (PBX IP address or domain) located in the Provisioning Section.
6. Add a Device Description
● Provide a descriptive name for your device to distinguish between different device
technologies, (e.g., User SIP, User CloudPhone, etc.).
7. Choose to Ring the Device
● Toggle the Ring Device button to enable the device to ring for incoming calls or not.
8. Save the configured Device
● Click the Save button to save the first device configuration.
Following these steps allows you to add additional devices as needed
● Repeat the steps for adding the first device to add additional devices.
○ Go to the Devices section, find and select the extension you want to add a device.
○ Select another technology for the New Device.
○ Configure the settings for the new device as described for the first device above
(Technology, Profile, User Device, Password, Codecs, etc.).
○ Save each additional device configuration.
9. Verify the Device Configuration
● Ensure that all devices appear in the extension status. Navigate to PBX > Extensions >
Extensions Status. In the table, you will see the extension and by clicking the icon in
the Devices Column you will see the list of the devices associated with the extension.
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○ Test the configuration by making and receiving calls from each device to ensure
they are working correctly.
○ You can also check the devices assigned to an extension by navigating to REPORTS >
PBX Reports > Status, DEVICES tab
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Export and Import Extensions
Exporting and importing extensions in CompletePBX 5 can save time when managing a large
number of extensions. Here's a step-by-step guide:
1. Begin by creating your first extension through the CompletePBX web UI as described in the
How to create an extension Section.
2. Navigate to the Import/Export Extensions Module
● In the main menu, go to PBX > Extensions > Import/Export Extensions.
3. Export Existing Extensions
● In the GENERAL tab, choose the format you want to export the extensions in: CSV, ODS,
or JSON.
● Click the corresponding button (CSV, ODS, or JSON) to download the file in the selected
format.
NOTE: Some browsers may ask for permission before downloading the file. Make sure to
allow the download to proceed.
4. Review the Exported File, which will contain the details of all the existing extensions and
Host Desking devices in your system.
● Open the exported file in a compatible application (e.g., Microsoft Excel for CSV,
OpenOffice Calc for ODS).
● Review the file to understand the format and the details of each field. For example, in the
CSV file, the first row of the file (CVS, ODS) or the first record (JSON) will contain an
explanation of each field.
5. Importing Extensions
Prepare the Import File
● Use the exported file as a template to add or modify extensions.
● Fill in the necessary details for each new or modified extension.
● Save the file in the same format (CSV, ODS, or JSON).
Import the Prepared File
● In the Import/Export Extensions dialog, go to the GENERAL tab.
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● Click on the Import File button and select the prepared file from your computer.
● Click Upload to import the file.
6. Review and Apply Changes
● Before import, ensure that all details are correct and that there are no errors.
● Click Apply to save the changes and update the system with the new or modified
extensions.
7. Verify the Changes
● After the import process is complete, go to the Extensions module.
● Verify that the new or modified extensions are correctly added and configured.
● Test the extensions by making and receiving calls to ensure they are functioning as
expected.
By following these steps, you can efficiently manage a large number of extensions in
CompletePBX 5 using the export and import functionality. This method allows you to quickly
create, modify, and delete extensions in bulk, saving time and reducing the potential for errors.
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