Add a new user

Each person on your phone system is a user with their own extension. Adding one takes two short screens in the admin portal, and you can email the new person their setup details when you're done.

Some labels in your portal or apps may look slightly different from this guide.

Before you start

• Have the person's full name and work email ready. The email is where their welcome details and voicemail notices go. Each extension needs its own email address, so don't reuse one that's already on another extension.
• Decide on an extension number. Every extension on your account has the same number of digits. See how extension numbers work.
• If they'll have a desk phone, note its model and its MAC address, the 12 character code on the label underneath.
• Adding users can change your bill. Check with CallSprout if you're unsure.

Add the user

1. 1
   Step 1:

   Open the user list

   In the admin portal, go to Extensions and select the add icon.

2. 2
   Step 2:

   Choose the device and location

   Pick the desk phone model in the device list. If the person won't have a desk phone, ask support which option to use. For location, Local means the phone sits on the same network as the phone system and Remote means it's somewhere else. Ask support if you're not sure. Then go to the next step.

3. 3
   Step 3:

   Check the extension number

   The portal fills in the next free number. Keep it or type a different free number.

4. 4
   Step 4:

   Enter the name and email

   Type the person's name and email address into Name and E-mail. Type them rather than pasting. Pasted text can make the form report empty fields when they aren't. The name also shows as caller ID when this person calls a coworker.

5. 5
   Step 5:

   Pick a department (optional)

   Choose a Department so the person is grouped with their team in the Communicator contact list. See organize your directory by department.

6. 6
   Step 6:

   Review the passwords and PIN

   The portal creates a Secret for the desk phone and a User Password for the apps and the user portal. You can keep them or replace them. Passwords need a strong mix of letters, numbers and symbols. The key icon next to each field makes a new one that fits. The PIN is the number they'll use for voicemail.

7. 7
   Step 7:

   Add the desk phone's MAC address

   If the person has a desk phone that can set itself up, turn on Auto Provisioning and enter the MAC address.

8. 8
   Step 8:

   Save

   Select Save.

Send the setup email

After the first save, a Save & E-mail button appears on the user's page. Select it to send the person their setup details. Resend a welcome email and QR code explains what goes out and how to send it again later.

What to expect

• Some settings, such as which numbers the user can call, only become editable after that first save.
• The user's sign in name for desk phones is fixed. It combines a code for your account with the extension number, and you only need it if someone sets up a phone by hand.
• To start from a coworker's setup instead of a blank user, see copy an existing user's settings.
• Adding a whole team? Use a CSV file instead of one at a time.