How to Set Up Employee Extensions (Users)
An Employee Extension is a 3-digit number representing a user in your phone system. Each Employee Extension allows you to manage call handling, voicemail, mobile app settings, and login information. Every team member, including yourself, should have their own Employee Extension.
Important Note: You’ll need an Employee Extension to sync with the Unitel Voice Mobile App.
Tip: It’s recommended to set up your Employee Extensions first before creating your Department Extensions, as Department Extensions typically forward calls to a group of employee extensions.
Creating an Employee Extension
Employee extensions represent the users of your phone system. Each team member should have their own employee extension.
1. Navigate to Extensions
Log in to your phone system.
Go to Extensions.
Select the Add Icon on the Employee Extension list.
2. Enter Personal Details
Enter the employee’s Name.
Enter their Email Address.
3. Configure Services
Under Services, you can control how the extension handles calls.
Options include:
Required setup:
Turn Mobile App ON. (Mobile App toggle must be enabled to add an app, desktop softphone, or IP Phone.)
Turn Forwarding OFF.
Keep Voicemail ON.
Scroll down to the Mobile App section...
4. Configure Mobile App Access
In the Mobile App section, you’ll see a purple box with a link to the Device Setup Form.
You’ll need to complete this form to:
Set up the mobile app and/or desktop softphone for each employee extension
Order new IP phones
Connect supported existing IP phones
Once submitted, you’ll receive the login credentials for the devices you’re setting up.
**IMPORTANT: If you open the Device Setup Form now, be sure to return here afterward to finish setting up your full phone system.
5. Customize Voicemail
Go to the Voicemail settings section, and click Custom
Record a voicemail greeting using your computer’s microphone or upload a recorded file.
Under Voicemail to email notification, leave the setting as Copy.
Enter the email address where voicemail messages should be forwarded.
Tip: For better audio editing control, you may record greetings using:
Voice Memos (iPhone)
Voice Recorder (Android)
Upload the finished file to the voicemail settings.
6. Set Permissions
Scroll down to the Permissions section
Enable the Admin toggle to gain complete access to the phone system from this extension.
Enable the Billing toggle to access billing from this extension.
7. Save the Extension
Go to the Other options section
Adjust the timezone if necessary.
Click Save.
8. Create and Invite other users
Now that you've created an employee extension for yourself, we can create one for every member of your team.
Add another Employee Extension by clicking the + Icon on the Employee Extension list.
Edit the name and email in Personal Details
Set their Permissions Settings. They can be an admin with billing access, or you can give them access to other extensions if needed. If you leave them as is, they will only have access to their extension settings and information.
Click Save.
Now, to send an invite email to this newly created user, select the edit icon next to their employee extension, and select the Invite Extension button under Login Information. This will send an invite email to the user.
