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Users

A user is one person on your PBX. The record carries their identity, the extension they answer at, the phones that ring, the rules for forwarding their calls, the numbers they may present when dialling out, and the permissions they have inside the system.

Overview

Users are the foundation of the telephony module - nothing rings, nothing routes, and no caller ID is presented without a user record. A user can be created manually, imported in bulk via CSV, or provisioned automatically from Microsoft Entra ID. Provisioned users wear a sync-source badge, and their lifecycle is managed by the upstream identity provider, not Cockpit.

What it does

Most of telephony points at the user. They answer at an extension, call flows and queues ring them, and they appear as members of groups, pools, and pickup lines. Tags and locations classify the user so pools, queues, and pickup lines can include or filter them.

See also

  • Extensions - the internal numbers users pick up.
  • Groups - the team structure users belong to.
  • Phone numbers - the caller identities users present on outbound calls.
  • SIP devices - the phones that ring for users.
  • Templates - reusable defaults for creating users.
  • Phone buttons - the BLF keys and speed dials on users' devices.
  • Pools - dynamic member-list sources that filter by tag, location, or language.

Parts of this form, documented on their own pages.

User forwards User forwards redirect a user's incoming calls to another destination when a specific event occurs, such as busy, no answer, or DND. Twinnings Twinning rings a user's external device (mobile or Teams) in parallel with their PBX extension, so incoming calls reach them wherever they are. Do not disturb (DND) DND rules block incoming calls for a user, optionally limited to internal or external calls and a specific caller identity. Phone buttons A programmable key on a phone or SIP device that can be configured to perform a specific action with a single press. Buttons are set on the PBX, a group, a use… Caller identities A caller identity sets the outgoing phone number shown to the called party when a user makes an external call.

Form fields

Fields available in the create and edit forms.

Profile information

Enabled

Master on/off. Disabled users cannot log in or receive calls. Their extension still exists but rings nothing.

First name

The display name shown throughout the system, together with the last name.

Last name

Combined with first name to form the display name. May be auto-capitalized depending on PBX settings.

Email address

Login identity and where password-reset and voicemail emails are sent. Left empty at creation, the system generates a placeholder.

Phone language

Sets the phone-UI locale. Defaults to the PBX language if not set.

  • en English English phone interface.
  • de German German phone interface.
  • fr French French phone interface.
Extension

Internal number others dial to reach this user. Select an unassigned extension or create one inline. Without it the user exists but is unreachable by extension.

Login / voicemail PIN

PIN for voicemail access and phone-UI login authentication.

Phones / SIP devices

SIP phones assigned to this user, tied to their extension.

Pin lock

Secondary PIN used to lock and unlock the user's SIP phone screen.

Group

The single group this user belongs to. Drives inherited phone buttons, shared contacts, outgoing phone numbers, and call-flow defaults.

Tags

Free-form labels used by pools and pickup lines to filter members dynamically.

Locations

Physical locations for this user. Pools can filter by location to build dynamic member sets.

Languages

Languages this user speaks. Language-aware queues and IVR branches use this field to route callers to a matching agent.

Call preferences

Twinnings

Rules that ring an external number alongside the desk phone. Each entry has a phone number, type, optional ring delay (0-20 s), and for mobile, a dial strategy.

More detail

Type is Mobile or Teams. For Mobile, dial strategy options are: GSM Only, VoIP Only, or VoIP and GSM Fallback. Each rule can be enabled or disabled independently.

Show my company default number on twinning calls

Show my company default number when twinning (transferring) an incoming call to my mobile GSM number.

Forwards

Rules that redirect inbound calls based on an event trigger.

More detail

Each rule has a type (Internal or External), an event (Always, Busy, After 10 seconds, On DND, Timeout, On logout), and a target (fixed number, extension, user, voicemail, or hang up). External rules also have a caller identity picker.

DNDs

Rules that silence incoming calls. Overrides ringing entirely. Forwarding rules with an On DND event still fire.

More detail

Each rule applies to Internal or External calls and can be restricted to a specific caller identity. Rules can be enabled or disabled independently.

Voicemail type

Which calls voicemail catches after all other rules are exhausted.

  • disabled Disabled No voicemail. Unanswered calls follow the call flow fallback.
  • internal Internal Catches unanswered internal calls only.
  • external External Catches unanswered external calls only.
  • enabled Enabled Catches all unanswered calls.
Voicemail destination

Where voicemail recordings are delivered.

  • email_only Email only Recording sent as an email attachment only.
  • email_and_phone Email and phone Recording delivered by email and also deposited in the phone's voicemail folder.

Outgoing phone numbers

Extension shown to users outside of your group

Overrides the extension displayed to internal callers outside this user's group. Leave unset to show the actual extension.

Extension shown to users inside your company

Overrides the extension displayed to all internal callers. Leave unset to show the actual extension.

Default caller identity

The phone number presented by default on outbound external calls. Chosen from the merged user + group + PBX list.

Phone numbers

Phone numbers assigned directly to this user for outbound calls. Combined with group-level and PBX-level numbers.

More detail

Each entry has a phone number, optional suffix, and optional label. Drag to reorder, as position affects the default picker order.

Phone buttons

Phone buttons

Phone buttons configured at the user level. Combined with inherited buttons from PBX defaults and group, with user-level buttons overriding at the same slot.

Permissions

Allow telephony

Master switch. When off, the user cannot make or receive calls.

Allow call forwarding

Lets the user configure their own call forwarding rules from the Voxbi app.

Allow DND (Do not disturb)

Lets the user activate Do not disturb from the Voxbi app.

Allow change twinning destination

Lets the user change their own twinning destination numbers from the Voxbi app.

Allow SMS

Lets the user send and receive SMS messages through the system.

VIP

VIP contacts can still reach this user even when DND is active.

Send missed call via email

Send an email notification to this user when they miss a call.

Limit missed call emails to direct calls only

When enabled, missed call email notifications are only sent for calls that rang directly on this extension (not via call flow or twinning).

Allow national calls

Permits outbound national calls.

Allow EU calls

Permits outbound calls to EU countries.

Allow world calls

Permits outbound international (world) calls.

Allow premium calls

Permits outbound calls to premium-rate numbers.

Allow anonymous calls

Lets the user hide their caller identity on outbound calls.

Allow default outgoing phone numbers

Adds the PBX-level default phone numbers to this user's outgoing number pool.

Show in address book

Makes this user visible in the internal address book for other users.

Allow status changer

Lets the user change their own presence status from the Voxbi app.

Allow right to disconnect

Lets the user activate the right-to-disconnect feature, which can suppress incoming calls outside configured working hours.

Extension roaming

Lets the user log in to any SIP device and use their own extension, rather than being tied to a specific phone.

Allow voicemail changes

Lets the user change their own voicemail settings (greeting, PIN) from the Voxbi app.

Concurrent calls

Allows the user to handle multiple simultaneous calls. When off, a second incoming call is treated as busy.

Record your external calls

Automatically records all external calls for this user. Requires the PBX-level "Allow users to stop/start recording" setting to be on.

Access own call recordings and transcriptions

Lets the user access and listen to their own call recordings from the Voxbi app.

Record your internal calls

Automatically records all internal calls for this user. Requires the PBX-level "Allow users to stop/start recording" setting to be on.

Allow in-call recording

Lets the user manually start and stop recording during an active call. Requires the PBX-level "Allow users to stop/start recording" setting to be on.

Access group call recordings and transcriptions

Groups whose call recordings this user can access. Enables cross-group recording visibility.

Allow managing all contacts

Lets the user create, edit, and delete global contacts visible to everyone on the PBX.

Allow managing group contacts

Groups whose shared contacts this user can create, edit, and delete.

Allow visibility to group contacts

Groups whose shared contacts this user can view and search, without the ability to modify them.

Access to call analytics

Gives the user access to the call analytics (Grafana) dashboard. Also shows a "Login to Grafana" button on the user list row.

Roles

Application roles that determine which parts of the admin panel this user can access.

Login credentials

Password

Login password. Leave empty when editing to keep the current password unchanged.

SIP/WebRTC password

VoIP authentication credential, shown as a SHA256 hash. Use "show sensitive information" to reveal the actual value - this action is audit-logged.

SIP/WebRTC username

SIP/VoIP username for the user's softphone or WebRTC client.

SIP/WebRTC proxy

SIP/WebRTC proxy address, auto-set to {instance_name}.voxbi.cloud. Read-only.

Integrations

Integration mappings

External-system identifiers linked to this user. One row per active integration (for example, a DSK time-attendance ID). Use the form above the table to add a mapping, and the X button on a row to remove one.

Updated