020 — Guide for managing your extensions

Administrator’s guide to managing the extensions associated with your phone system from Studio, Ubity’s online management portal.

1 Log into the Ubity web interface


Address of the interface: studio.ubity.com

Username: your e-mail address

To obtain a password, you must request one on the interface (click on Recover your password) because Ubity does not have access to them for security reasons.

2 Configure the extension

Go to the My account tab, under Extensions, and then click on Manage extensions.
Click on the Modify button located at the end of line corresponding at the extension you want to modify the settings.

Modify extensions
At the top of the page, you will find the extension number and the name of the user. Below, you can manage different options:

Default language

Using the dropdown menu, you can select the language used by the system as well as the phone associated to this extension.

Default language of extensions

Default music on hold

Using the dropdown menu, you can select the music that will be played to people you put on hold, people who contact you through the find-me/follow-me feature or yourself if you are ever put on hold by another Ubity user in your company.

Default hold music of extensions

Set ring time

Indicate the length of time you want the phone ringing. If the number of seconds is zero, the phone will ring indefinitely.

Ring time for extensions

Do not disturb

If you enable this feature, the caller will hear a message stating that you are unavailable.

Do not disturb extensions

Call forwarding

You can determine if you want incoming calls to be redirected to another number. If so, you need to switch the Call forwarding field to On and complete the following settings:

Call forwading to extensions

Policy

Firstly, you must define call forwarding conditions for the extension. You have to select one of the following propositions:

  • Always forward: Calls are immediately forwarded.
  • Only on no answer: Calls are forwarded after the time defined in the Ring for field.
  • Ring both number and extension: Calls are directed to the extension and the call forwarding number.
  • When caller presses 1: Calls are forwarded after the time set in the Ring for field only if the caller presses 1.
Destination

Once the conditions have been set for call forwarding, you can specify whether the call should be forwarded to an external number (mobile phone number, for example) or to an extension (internal number).

When External number is selected, a box appears in which you must enter the phone number you want your calls forwarded to.

Extensions to external number
When Extension is selected, a drop-down menu appears in which you must choose the extension you want your calls forwarded to.

Forward to extensions

Enable busy message

Using the dropdown menu, you can decide what will happen when someone calls you while you are already on phone: default (the phone will ring), play busy message or go to voicemail.

Busy message for extensions

Voicemail settings

You can decide whether you want to enable a voicemail box for the extension by turning the on/off switch to On. If you select this option, calls will be sent to the voicemail box after the time set in the Ring for field has elapsed.

Voicemail of extensions

Warning: If this option is disabled the phone rings indefinitely.

Enter the e-mail address to which the voicemail notices will be sent.

Email voicemail of extensions
Enter the voicemail password.

Extensions voicemail password
If you tick the following box, your messages will only be sent via e-mail. They won’t be saved in your voicemail box and you won’t be able to listen to them from your phone.

Delete extensions voicemail recordings

Find-Me / Follow-Me

This option allows you to forward incoming calls to another number, a cellphone for example, while having the ability to screen calls. You can enabled this option by turning the on/off switch to On. The following settings are required:

Extensions Find me/Follow me
Enter the number you want your calls to be transfered to.

Extensions to transfer
Determine how long you want your phone to ring before the calls are forwarded.

Extensions try time
Tick the following box if you want the caller to hear music while on hold instead of a regular ringtone once the call is transfered.

Extensions hold music
Tick the following box if you want callers to have to identify themselves before allowing the call to go through.

Extensions caller ID

Warning: Call forwarding must be disabled for this option to be activated.

3 Admin Settings

Warning: These settings are only visible to administrators.

Record calls

If you want calls to be recorded, turn the on/off switch to On and select incoming and/or outgoing calls.

Record calls of extensions

Remote pickup

Tick the box if you want to be able to answer incoming calls from another phone.

Extensions remote pickup

List in directory

Tick the box if you want to list the extension in the company directory.

List extensions in directory

Long distance calling
    Select if you want to:

  • Forbid long distance calling by selecting Disabled;
  • Allow long distance calling with an access code by selecting With code and entering an access code;
  • Allow long distance calling without restriction by selecting Unlimited.

Extensions long distance calling

International calling
    Select if you want to:

  • Forbid international calling by selecting Disabled;
  • Allow international calling with an access code by selecting With code and entering an access code;
  • Allow international calling without restriction by selecting Unlimited.

Extensions international calling

Ubity UC Desktop

You can also enable the UC Desktop for the extension by ticking the box and then downloading the software by clicking on the link Download Ubity UC Desktop.

Extensions Ubity UC Desktop

Video

You can also enable the video (for phones that support it) by ticking the box.

 

Caller ID settings

This option allows you to change the caller ID for this extension. Therefore all the outgoing calls made from this extension will show the information entered, it will no longer have the default information (usually the name and main number of your company) setup for the account. To do so, you need to enter the name and select the number in the list. Please note that the name must have maximum 15 characters and that the accents and any other special characters might not show properly on certain phones. We strongly recommend you not to use them.

Warning: It is compulsory to have a name AND a number, if not the system will not use the information. If you do not have a name you may enter numbers in the Name field.

Tick the box allows you to hide the caller ID of this extension at all times. All outgoing calls will be done under Unknown/Confidential.

Enable extensions video

Important: For the changes to be taken into account, do not forget to save!

Save extensions changes

To find out more about phone extensions, also visit: