Phone.Systems
User
Guide
A colour‐coded screenshot of our PBX. Find the corresponding bullets below to learn more.
Getting to know our PBX takes only minutes. Even when you launch it for the first time, you get an interactive tutorial.
The whole interface breaks down into a few key components. Learn how each works for full control over your call flow.
Palette: The container holding the PBX features. Each feature is
clickable, allowing you to drag it onto the workspace (the white grid).
Settings Icon: Any gear icon launches a popup menu. Within the
palette, the gear shows “global” settings. Each feature also comes with “local” settings for individual configuration.
Object: Objects (features) represent call-flow events. Always start with a
“Phone Number” to tell the system how to handle inbound calling.
Socket: Sockets are tiny nubs on the sides of each object. Clicking a
socket draws cables between objects. The first socket creates a
connection; the second completes it. This is how you create the call flow.
Tab: If you need more space, use tabs to organize your call flow. Move
objects between tabs by dragging and dropping them on top of labels in the tab bar.
Trash: Delete objects and call flows you don’t need. Helpful hint! Press
and hold “Shift” to move all call objects together or “A” for all objects in the call flow after the selected one.
Object Settings
Any object that you drag onto the workspace needs configuration.
Configuration may be as simple as naming the object or checking a box. It may also be as involved as registering a SIP device.
The following list discusses the settings available for each PBX feature. The information covers basic configurations. Follow the instructions on screen as you complete these actions in the PBX.
Phone Number: Choose from a list of available local and toll-free
Internal Number: Set an internal caller ID for transferring and calling
between users. Connect this object to the front (left side) socket of a person object. See “Advanced Settings” to learn about the globe icon.
Voice Menu: Name your IVR and upload or record an audio (mp3 or
WAV file format). Every cable drawn from the menu creates an extension. Click the bubble over a cable to change its numbering.
Select the arrow button to set a timeout extension.
Select the exclamation button to set an extension for invalid inputs.
Person: Forward calls or create devices for your users. Each person
object can comprise up to 3 devices. They can ring in a sequence or altogether. (There’s a small timeline slider for adjusting sequence.) For SIP devices, read our article on configuring phones in the support center.
Select the 123 button for call confirm (press “1” to accept the call).
Select the music button for playback while callers are on hold or
waiting for an answer.
Voicemail: Type a valid email address to receive voicemails in
your inbox. Like the voice menu, you can upload or record a greeting in the settings.
Conference: Create a conference PIN for accessing the conference
facility. The spokesperson icon allows you to control the
conference. Here, you can kick participants out and view the call duration.
Fax: Enter a valid email address for receiving fax messages.
Blacklist: Set global (account-wide) or local (a particular extension)
call-blocking by phone number.
Dial Tone Access: Give users outside of the system access to outbound
calling. Configure it like the conference, restricting access with a PIN code.
Time Routing: Define time conditions for maintaining hours of
operation. “Yes” cables indicate active hours; “no” cables represent after hours.
Queue: Handle multiple inbound calls with queues. These allow you to
assign groups of extensions to call-waiting areas. Who receives calls depends on the selected setting. You can set timeout options and playback, too.
“Ring All” rings everyone in the group.
“Least Recent” rings the person who has been off the phone
longest.
“Fewest Calls” rings the person who has answered the least amount
of calls.
“Random” rings any person.
Call Recording: Enter a valid email to receive recordings of your
conversations.
Playback: Play an audio file for callers. For example, instruct callers
what to do or notify them of specials and promotions. Text-to-speech is also available.
Examples Configurations
Advanced Settings
The palette’s settings menu lets you configure global events.
Help launches the full user guide.
Toggle Tab Menu hides or shows the tab bar.
Music on Hold lets you create playlists for callers waiting for an answer. QR Code authorizes the mobile app.
Change Language lets you set the language for PBX menus and
Interlink allows you to connect other PBXs for internal calling between
systems. The globe icon on the internal number tells the system if the user is callable from outside.
Verified Caller ID permits you to use verified landline and mobile
phone numbers as outbound IDs. These are numbers that you forward to and own with another carrier.
Feature Codes tells you how to access things like transfers and
