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User & Extension Management

Cisco partner adds users to a BE4000 site during initial site deployment. A Cisco partner and customer administrator can add and manage users post site deployment. You can view all the existing users’ information under Manage Site > User Management

Add a User

Before you begin
Ensure that you have:

 

  • First name, last name, display name, extension, and email address of the user

Procedure

Step 1: Log in to the BE4000 portal.

Step 2: Click Manage Site from “Actions” menu for the desired site on the dashboard.

Step 3: Click User Management. The User Management page is displayed.

Step 4: Click Add User.

Step 5: Enter the information in the fields.

Step 6: Click the arrows at the bottom of the screen to move to next screen or to go back to the previous screen.

Step 7: Click Yes.

Modify Email Address of a User

You can change only the email address of the user and retain all the other configurations related to the extension and phone as is.

Before you begin

Ensure that you have the new email address of the user ready.

Procedure

Step 1: Log in to the BE4000 portal.

Step 2: Click Manage Site from Actions menu for the desired site on the dashboard.

Step 3: Click User Management. The User Management page is displayed.

Step 4: Click Modify Email from the Actions menu for the desired user.

Step 5: Change the email address as required.

Step 6: Click Yes.

The registration email is sent to the newly entered email address.

Resend Cisco Business Edition Selfcare Portal Registration Email to a User

If a user has lost the email that was sent for registering to the Cisco Business Edition Selfcare Portal, Cisco Partner or customer administrator can resend the registration email.

Procedure

Step 1: Log in to the BE4000 portal.

Step 2: Click Manage Site from Actions menu for the desired site on the dashboard.

Step 3: Click User Management. The User Management page is displayed.

Step 4: Click Resend Registration Email from the Actions menu for the desired user.

Step 5: Click OK.

The registration email is sent to the user. User must re-register to log in to the Cisco Business Edition Selfcare Portal.

Resend Cisco Business Edition Selfcare Portal Registration Email to All Users

Procedure

Step 1: Log in to the BE4000 portal.

Step 2: Click Manage Site from “Actions” menu for the desired site on the dashboard.

Step 3: Click User Management. The User Management page is displayed.

Step 4: Choose Resend Registration Email from the Bulk Edit drop-down list.

Step 5: Click Resend All.

The registration email is sent to all the users. Users must re-register to log in to Cisco Business Edition Selfcare Portal.

Reset Cisco Business Edition Selfcare Portal Password for a User

Before You Begin
The user must be registered to the Cisco Business Edition Selfcare Portal.

Procedure

Step 1: Log in to the BE4000 portal.

Step 2: Click Manage Site from Actions menu for the desired site on the dashboard.

Step 3: Click User Management. The User Management page is displayed.

Step 4: Click Reset Password from the Actions menu for the desired user.

Step 5: Click OK.

The current password is erased and password reset instruction email is sent. User must change the password to log in to Cisco Business Edition Selfcare Portal.

Reset Cisco Business Edition Selfcare Portal Password for All Users

Before you begin

The user must be registered to the Cisco Business Edition Selfcare Portal.

Procedure

Step 1: Log in to the BE4000 portal.

Step 2: Click Manage Site from Actions menu for the desired site on the dashboard.

Step 3: Click User Management. The User Management page is displayed.

Step 4: Choose Reset Password from the Bulk Edit drop-down list.

Step 5: Click Reset All.

All the current passwords are erased and password reset instruction email is sent to all registered users. Users must change their passwords to log in to Cisco Business Edition Selfcare Portal.

 

Delete a User

BE4000 supports deleting a user. Deleting a user releases the extension and removes the phone settings from the system.

Procedure

Step 1: Log in to the BE4000 portal.

Step 2: Click Manage Site from Actions menu for the desired site on the dashboard.

Step 3: Click User Management. The User Management page is displayed.

Step 4: Choose Delete User from the Actions menu for the desired user.

Step 5: Click Delete.

Extensions

An extension number is a unique number that is assigned to an employee in an organization. An employee can have more than one extension number.

Dial Plan for your organization defines the number of digits for an extension and the maximum number of extensions that can be configured at a site. Cisco partner configures the dial plan during the site creation. Contact Cisco partner if you need more details on dial plan configured for a site.

Add an Extension

While adding an extension, you can also configure call forwarding, single number reach, voicemail capabilities, and other calling features for an extension.

Procedure

Step 1: Log in to the BE4000 portal.

Step 2: Click Manage Site from Actions menu for the desired site on the dashboard.

Step 3: Click Extensions. The Manage Extensions page is displayed.

Step 4: Click Add Extension.

Step 5: Enter the information in the fields.

Step 6: Click the arrows at the bottom of the screen to move to next screen or to go back to the previous screen.

Step 7: Click Yes.

Modify an Extension

If there is any change in an employee’s phone system or calling features, you can modify the extension.

Procedure

Step 1: Log in to the BE4000 portal.

Step 2: Click Manage Site from Actions menu for the desired site on the dashboard.

Step 3: Click Extensions. The Manage Extensions page is displayed.

Step 4: Click Modify Extension from the Actions menu for the desired Extension.

Step 5: Modify the information as desired.

Note: You can modify all field information except for the Extension.

Step 6: Click Yes.

Shared Line

The concept of sharing one extension across multiple phone devices is called Shared Line. When there is an incoming call to the extension, all the phones that have the extension shared, rings at a time. You can answer the call from any preferred phone.

Example: The extension of the Dr. John is shared with the personal assistant, Ms. Nancy. The incoming calls ring on both the Dr. John’s phone and Ms. Nancy’s phone. Thus, either Dr. John or Ms. Nancy can answer the incoming call.

To enable shared line, check the Shared Line check box on the Additional Settings page under Manage Site > Extensions > Modify Extensions. Then, navigate to Manage Site > Phones > Modify Phone > Buttonspage corresponding to the phones on which you want the extension to be shared, and select the extension.

You can set the maximum number of active calls for a shared line in the Max Calls (2-16) field on the Additional Settings page under Manage Site > Extensions > Modify Extensions.

Example: Consider that extension 1001 is shared on 3 phones and the maximum number of calls configured for the shared line is 2. At any time, there cannot be more than 2 active calls going on for 1001 on all the 3 phones.

Note: If you assign an extension on more than one phone device using theButtonspage under Manage Site > Phones > Modify Phone, the Shared Line check box under Manage Site > Extensions > Modify Extensions > Additional Settings gets checked automatically and cannot be unchecked.

 

Extensions – Field Descriptions

Table 2. Add Extension

Field

Description

Extension

Extension number that is associated with the end user.

Note

  • Enter a minimum of 3 digits for an extension. Maximum number of digits in an extension can go up to 5.

  • You cannot create an extension with leading zero.

  • The first digit of the extension cannot be the same as the digit used for dialing an outside line, sending a call to voicemail automatically, and dialing an intercom extension.

Display Name

Display name for the end user. The name entered here is displayed on the called phone device when a call is received from this extension. You can enter a maximum of 12 characters.

User Type

  • User—An extension that is assigned to the end user. You must configure an email address associated with the end user.

  • Public—An extension that is assigned to a phone that is meant for general use by many end users. You need not configure an email address. For example, the extension assigned to a phone in the conference room.

 

Table 3. Create End User

Field

Description

First Name

First name of the end user.

Last Name

Last Name of the end user.

Email Address

Email address of the end user. Cisco Cisco Business Edition Selfcare Portal registration link is sent to this email address.

Enable Voicemail

Voicemail to email feature is enabled for this extension. Any voicemail coming to this extension is sent as an email attachment to the registered email address.

Enable VM to Email

Enables the end user to receive voicemail as an email attachment. Note that this option only appears if voicemail is enabled.

Hunt Group Login

Allows the extension to become dynamic member of a Hunt Group.
Table 4. Call Forward

Field

Description
Note

You cannot forward calls to your own extension. Enter an extension other than your own extension in the below fields.

All

All the incoming calls are forwarded to another extension, voicemail address, or an E.164 number.

Night Service

The incoming calls are forward calls to another extension during night service hours.

Busy

The incoming calls are forwarded to another extension, voicemail address, or an E.164 number, only when the extension is busy.

No-Answer

The incoming calls are forwarded to another extension, voicemail address, or an E.164 number, when the calls are not answered.

No-Answer Timeout (3-60,000 secs)

Time in seconds up to which a call rings on the extension when no one answers. After this time out period, the call gets forwarded to configured extension, voicemail address, or an E.164 number.

Unregistered

When the extension is unregistered to BE4000, the calls are forward to another extension, voicemail address, or an E.164 number. An extension can be in unregistered state when the phone device is unplugged or the network between the BE4000 and the extension is not functional.
Table 5. Single Number Reach (SNR)

Field

Description

Single Number Reach (SNR) provides end users the choice of answering an incoming call on their desk phone using a mobile phone (cellular network) or a Public Switched Telephone Network (PSTN) phone. On enabling SNR, an incoming call rings both on the desk phone and the mobile phone (or PSTN phone). End users can answer the call either on their desk phone or from the mobile phone (or PSTN phone) based on their convenience. An active call can be swapped between the desk phone and the mobile phone (PSTN phone) without disconnecting the call.

SNR Number

The number for Single Number Reach (SNR) functionality.

Note

When entering the SNR number, you must start with the prefix to dial an outside line, followed by Country Code, National Destination Code (Area Code), and Subscriber Number. For example, if 9 is the digit to dial an outside line, 1 is the country code, 555 is the area code, and 9999999 is the subscriber number, you must enter 915559999999.

Call Forward No-Answer

An incoming call is forwarded to the SNR number when the call is not answered on the desk phone.

Calling Number Local

Calling party number displayed on the configured mobile phone is replaced with the SNR extension number.

SNR Delay (0-10 secs)

Number of seconds up to which a phone rings before transferring the call to configured SNR number. Range = 0 to 10 seconds. Default = 1.

SNR Timeout (5-60 secs)

Number of seconds up to which phone rings after the configured SNR delay. When the timeout value is reached, incoming call display is stopped on the desk phone and the call gets forwarded to the configured SNR number. Range = 5 to 60 seconds. Default = 10.

Ring Stop

An incoming call stops ringing on the desk phone after the call is answered from a mobile phone and conversely.

Answer Too Soon (1-5 secs)

Number of seconds up to which Single Number Reach (SNR) calls are prevented from being diverted to the voice mailbox of a mobile phone. Range = 1 to 5 seconds.
Table 6. Additional Settings

Field

Description

Not Register Number

Extension is not associated with an external proxy server.

Auto Answer

Extension automatically answers any inbound call.

Pickup Call

Answer an incoming call on the extensions belonging to any pick-up group. Press GPickup followed by * on the phone to answer the pickup group call.

Pickup Group

Associate the extension with a pick-up group. 1 is the default pickup group created by the BE4000.

Night Service Bell

Incoming calls that ring during the night service period on the extension sends an alert indication to all extensions that are marked to receive night service bell notification. The alert notification is in the form of a splash ring (not associated with any of the individual lines on the phone) and a visible display of the extension. The phone users retrieve the call by pressing the Pickup softkey.

Shared Line

One extension can be shared across multiple phone devices.

Note

If you assign an extension on more than one phone device using the Buttons page under Manage Site > Phones > Modify Phone, the Shared Line check box under Manage Site > Extensions > Modify Extensions > Additional Settings gets checked automatically and cannot be unchecked.

Max Calls (2-16)

Set the maximum number of calls that can be answered for the shared extension.

Example: Consider that extension 1001 is shared on 3 phones and the maximum number of calls configured for the shared line is 2. At any time, there cannot be more than 2 active calls going on for 1001 on all the 3 phones.
Table 7. Add Phone

Field

Description
Note

Every extension must be associated with a phone type for it to be available for provisioning through the Extension Assigner. Hence, we recommend you to add a phone while adding the extension. You can also add phone, under Manage Site > Phones.

Phone Type

List of supported phone models. By default, Cisco IP Phone 7841 is chosen.

COR

  • Internal—Privileges to call numbers that are internal to the organization.

  • International—Privileges to call all numbers including international numbers.

  • Local—Privileges to call numbers within the same area code.

  • Local-Plus—Privileges to call numbers within the same area code with plus dialing.

  • National—Privileges to call numbers within the same nation code.

  • National-Plus—Privileges to call numbers within the same nation code with plus dialing.

By default, “Internal” is chosen.