Getting Started Guide

Your hosted PBX portal is the control center for your phone system. It's where you'll manage voicemail settings, review messages, and customize how your phone works. Accessing it is quick and easy.

Open any web browser — Chrome is preferred for the best experience — and navigate to the hosted PBX URL your service provider gave you. This is usually something like a company-specific subdomain or a branded login page.

When your account was created, you should have received a welcome email containing your username and a link to set your password. If that email has gone missing or you never received it, don't worry. You can reset both your username and password directly from the login page itself.

Once you have your credentials in hand, enter your username and password and click Login. You're in.

This is the first thing you should do once your account is active — before you make a single call. Your voicemail greeting is often the first impression callers get when they can't reach you, so it's worth taking a few minutes to record something professional and friendly.

Here's how to get it done right from your desk phone:

1. 1

   Press the Message or envelope icon on your phone. If your phone doesn't have a clearly labeled button, you can dial 9901 to reach the voicemail system directly.

2. 2

   Enter your voicemail PIN followed by the # key. Your default PIN was provided by your service provider — check your welcome email or reach out to them if you're not sure what it is.

3. 3

   Press 6 to access the greeting options menu.

4. 4

   Press 1 to begin recording your greeting.

5. 5

   Speak your greeting clearly, then press # when you're finished recording.

6. 6

   Press 1 to save the recording and make it active.

That's it. Callers who reach your voicemail will now hear your personalized greeting instead of a generic system message.

Checking your voicemail is just as straightforward as recording your greeting. Press the Message or envelope icon on your phone, or dial 9901, and follow the prompts to listen to, save, or delete your messages.

One important thing to be aware of: if your account has voicemail-to-email configured, new voicemails may be delivered directly to your email inbox rather than queuing up on your phone. In that case, you might not see a flashing light or notification on your desk phone. Check with your administrator or service provider if you're unsure which delivery method is active for your account.

Not everyone wants their voicemails in the same place. Some people prefer to hear messages directly from their phone, while others find it far more convenient to have voicemails transcribed or forwarded to their email. Your portal makes it easy to configure this to your preference.

1. 1

   Log in to your PBX Portal.

2. 2

   Navigate to Messages. If you're an Office Manager, click your name in the upper-right corner and select Messages from the dropdown.

3. 3

   Click on the Settings tab.

4. 4

   Under Unified Messaging, select your preferred delivery option — this controls whether voicemails go to your phone, your email, or both.

5. 5

   Click Save to apply your changes.

The unified messaging options typically include phone-only delivery, email-only delivery, or a combination of both. Think about your workflow and how you're most likely to catch messages in a timely way.

There are situations where you might need to check voicemail on behalf of a colleague — perhaps you're covering for someone who's out of the office, or you manage a shared extension. Your phone system has you covered here too.

From any desk phone on the system:

1. 1

   Dial 9900.

2. 2

   Enter the extension number of the mailbox you want to access when prompted.

3. 3

   Enter the password for that extension, followed by the # key.

4. 4

   Follow the audio prompts to listen to the messages in that mailbox.

Once you're settled in, making calls is as intuitive as you'd expect. Simply dial the extension or phone number using your keypad, then press Send or Dial to connect. Internal extensions are typically short (3–5 digits), while external calls follow standard 10-digit dialing.

Need a moment to pull up a file, check something with a coworker, or just need a few seconds before diving into a conversation? Putting a caller on hold is simple.

While on an active call, press the Pause key on your phone. The line button for that call will flash red, giving you — and anyone else nearby — a clear visual indicator that there's a call waiting.

When you're ready to resume a held call, you have a couple of options:

• Press the Resume button on your phone.

• Press the flashing red line or extension button corresponding to the held call.

Either method will bring the caller back into the live conversation instantly.

Transferring calls is one of the most frequently used features on any business phone system — and your PBX gives you two ways to do it depending on the situation: an Announced Transfer and a Blind Transfer.