Seawolf HostedPBX System Extension Operation Manual Seawolf Technologies, Inc. March, 2009 Seawolf HostedPBX System. Version 3.0.0 1
Chapter One - HostedPBX Introduction...3 Chapter Two- Basic Functions of the Extensions...4 2.1 Extension Registration...4 2.2 Call between Extensions...4 2.3 Call Out...4 2.4 Incoming Call...5 2.5 Call Pick Up...5 2.6 Call Transfer...5 2.7 Voicemail...5 3.8 Conference Call...5 3.9 Three-Way Calling...5 2.10 More features...6 Chapter Three- Advanced Administration of Extensions...7 3.1 Login Administration System...7 3.2 Account Information...7 3.3 Call Forward...8 3.4 Voice Mail...8 3.5 Speed Dial...9 3.6 Search Call Detail Record Of Extension...9 3.7 Help...10 Appendix A: Voicemail Menu System...11 Appendix B: Conference Call System...13 Seawolf HostedPBX System. Version 3.0.0 2
Chapter One - HostedPBX Introduction XRainbow HostedPBX is a module of the XRainbow Platform. It is designed to provide high end business centrex like phone services to small and medium business enterprises. The HostedPBX module runs and manages many IP PBX systems in a center hosted environment. On the customers premises, the minimum requirements to setup a phone station are simply an IP Phone or ATA box and internet connection. The module provides not only PBX like features auto attendant, voice mail, service queue, call forward, call transfer, conference call etc, to each company and phone station, but also provides 3 levels of web-based management interfaces for system administrators, company administrators and end users to manage and setup related services. The billing and business package are handled by the XRainbow system. In that sense, the HostedPBX is just a type of SIP clients that registered multiple accounts in the XRainbow system. Each account corresponds to a company in the HostedPBX. One account may have one or more SIP numbers and allow multiple simultaneous calls. A big advantage of using HostedPBX services is that business user doesn t have to make the initial capital investment in expensive equipment. Further, it minimizes the needs for dedicated staff to maintain and troubleshoot it - all of the equipment resides at the provider's site. These can be important factors for a growing business on a tight budget. The HostedPBX is also an important tool to facilitate companies with satellite offices geographically located in different places or countries. Even for companies with an office in one central location, the HostedPBX can become a necessary tool to support employee benefits like working at home etc. Seawolf HostedPBX System. Version 3.0.0 3
Chapter Two- Basic Functions of the Extensions 2.1 Extension Registration Extensions can be registered with X-Lite softphone. In the example, we register as STEV209 with parameters in setting dialog. (Fig. 1) Fig. 1 Note: Register IP SIP proxy is 67.155.131.181, port is 8080, and STEV209 is company s login name plus extension number. 2.2 Call between Extensions Enter the extension number you wish to dial (the company prefix is unnecessary) i.e. dial extension 202, simply dial 202. 2.3 Call Out Dial the dialout prefix (assuming it s 9) + country code + city code + local phone number. i.e. 9 + 1 + 516 + 3932150, 9 + 865 + 9195558 Seawolf HostedPBX System. Version 3.0.0 4
2.4 Incoming Call Call Company s DID and dial extension number accordingly. 2.5 Call Pick Up When the specified extension doesn t answer, other extensions can pick up incoming calls by dialing 008. 2.6 Call Transfer Press * * # and extension number according to the voice prompt, then hang up. 2.7 Voicemail [1] If the dialed extension is busy or offline, the incoming call will be forwarded to voicemail. [2] To check your voicemail from your own extension, dial **860* (or 7778) and enter 0000# as password. To check the voicemail of other extensions, dial **86* (or 7778), and enter the extension number and 0000# as password. For more information regarding the voicemail menu, refer to Appendix A. 3.8 Conference Call Conference call is a feature that HostedPBX offers to invite multiple parties into one conversation. The creator of the conference will be able to manage the conference and launch invitation to other people. You can dial 200 to enter the conference call system. Outside user won t be able to manage the conference call, but they can join conference by dialing the company number and press 200, or they can be invited by conference creator and brought into conference directly Please refer to Appendix B for conference call details. 3.9 Three-Way Calling Three-Way calling is the feature comes with your IP phone. It uses quick buttons on the phone to allow three parties talking in one conversation. For example, on LINKSYS SPA941 when you dial a number and want to add another number in, simply press conf button on the top, and dial another Seawolf HostedPBX System. Version 3.0.0 5
number, then press the line 1 button (upper right most) to bring all the numbers into the call. 2.10 More features There are lots more features can be provided by the IP-Phone and Analog Telephone Adapter box. Your providers will provide more details once the device is selected. Seawolf HostedPBX System. Version 3.0.0 6
Chapter Three- Advanced Administration of Extensions 3.1 Login Administration System Access http://hostedpbx_ip/user.php through web browser,and login with extension number and web password. Fig. 2 3.2 Account Information Select Phone Manager > Account to retrieve basic information. Users can change extension s web password, shown in Fig. 3. Fig. 3 Seawolf HostedPBX System. Version 3.0.0 7
3.3 Call Forward Go to Phone Manager -> Forward as shown in Fig. 4. Fig. 4 Following options are available for call forwarding: Forward All: forward all incoming calls directly to voicemail or a phone number set in advance. Forward Busy: the incoming calls will be forwarded to voicemail or a phone number set in advance if the dialed extension is busy. Forward No Answer: the incoming calls will be forwarded to voicemail directly or to the phone number set in advance. The system will forward the call to voicemail if the assigned phone number does not answer the incoming call after timeout. 3.4 Voice Mail Go to Phone Manager -> Voice Mail to add user s email, and e-mail alerts will be sent to this e-mail address. Customer can upload or download current voice files for busy greeting, and unavailable greeting. Seawolf HostedPBX System. Version 3.0.0 8
Fig. 5 For more information regarding the voicemail menu, refer to Appendix A. 3.5 Speed Dial Go to Phone Manager > Speed Dial to set a 2-digit number as the Speed Key, and enter a destination number to correspond to the Speed Key. You can now reach the destination number by dialing the corresponding Speed Key number. Fig. 6 3.6 Search Call Detail Record Of Extension Select Phone Manager ->View CDR to search all call history of the extension, as shown in Fig. 7. Customer can also download current CDR. Seawolf HostedPBX System. Version 3.0.0 9
Fig. 7 3.7 Help Customers can download this manual by clicking Help. Seawolf HostedPBX System. Version 3.0.0 10
Appendix A: Voicemail Menu System The following list is the Voicemail Menu System provided by the HostedPBX. 1 Listen voicemail messages 3 Advanced options 1 Reply 3 Envelope 5 Send Message 4 Play previous message 5 Repeat current message 6 Play next message 7 Delete current message 8 Forward message to another mailbox 1 Prepend message 2 Forward message directly 9 Save message in a folder 0 Save in new message folder 1 Save in old message folder 2 To save in work folder 3 To save in family folder 4 To save in friends folder * Help; # Exit; 2 Change folders 0 Switch to new message folder 1 Switch to old message folder 2 Switch to work folder 3 Switch to family folder 4 Switch to friends folder 3 Advanced options 5 Send Message 0 Mailbox options 1 Record your unavailable message 2 Record your busy message 3 Record your name 4 Record your temporary message 1 Accept this recording 2 Listen to it 3 re-record your message 5 Change your password * Return to the main menu * Help Seawolf HostedPBX System. Version 3.0.0 11
# Exit Seawolf HostedPBX System. Version 3.0.0 12
Appendix B: Conference Call System The following list is the Conference Call System provided by HostedPBX. From inside the company Dial 200 from internal extension, and press 1. Join the conference If you are the creator of the conference, join automatically If you are not the creator of the conference, input 3 digits conference number You may press # key to invite additional party into conference at any time 2. Manage the conference If there is a conference existing with this extension (lifetime 30 mins), press 1. invite a person into the conference input the person s number, after connected, press # key to join the conference with the invited person, press * key to end the invite call at any time 2. close the conference 3. join the conference If there is no conference existing with this extension, press 1. Create a conference with password After input 4 digits password you will get the conference number. Then you can manage conference. 2. Create a conference without password You will get the conference number and then you can manage conference. From outside the company Dial your company s dial in number, then press 200 Enter the three digit conference number and join the conference If the conference was set with password, enter the 4 digits password In some case, some company may set their DID number in virtual extension and link it to the conference call, in this configuration the outside user will dial the specific DID and go to conference directly. Seawolf HostedPBX System. Version 3.0.0 13