Skip to content

Phone Setup

Tldr

  • We are using 3CX as a phone system
  • The URL is https://1477.3cx.cloud/
  • You can place calls, receive calls and forward calls to other team members
  • You can install a Windows app and a smartphone app from the app stores
  • We do not have personal numbers. Instead we have four numbers:
    • WF Sales: +32 50 15 00 21
    • WF Delivery: +32 50 15 00 23
    • CH Sales: +44 500 60 30
    • CH Delivery: +44 500 60 35
  • The four numbers are configured as ring groups. All relevant team members are assigned to the respective ring groups / numbers
  • If your soft-phone rings, pick it up. It could be for you.
    • Try to be the first to answer. You will get an extra price if you have the best KPIs.
    • If it's not for you, ask the caller who he is looking for. Try to forward the call to that person. If need be, use MS Teams to ping the person. Else, take a message and forward it to your colleague by mail.

3CX SMB Setup and Usage Guide

System Overview

This guide provides a basic setup and usage guide for 3CX SMB, configured with four phone numbers and four ring groups using the "Ring All" strategy.

If you have no access, ask the it-onboarding-executor to set up an account for you. You will then receive an email.

Phone Numbers and Ring Groups

The following numbers and ring groups are set up:

Ring Group Phone Number
WF Sales +32 50 15 00 21
WF Delivery +32 50 15 00 23
CH Sales +44 500 60 30
CH Delivery +44 500 60 35

Each ring group is configured with the Ring All strategy, meaning all members in the group will receive incoming calls simultaneously.

Management Console

You can access 3CX at this link:

https://1477.3cx.cloud/

There, you can

Set Up

Once you have access to 3CX, you need to install a client. There are three clients you can use:

  1. phone app

  2. windows app

  3. browser app

We recommend using the first two. You can use them both together.

3.1. Using the 3CX Web Client

  1. Open a web browser and go to your company's 3CX Web Client URL (https://1477.3cx.cloud/).

  2. Log in using your extension number and password (check your welcome email from 3CX).

  3. Once logged in, you can make and receive calls directly from your browser.

3.2. Installing the 3CX Windows App

  1. Download the 3CX Windows App from the official 3CX website.

  2. Install the application by following the on-screen instructions.

  3. Open the app and scan the QR code found in your 3CX welcome email or manually enter your credentials.

  4. Once configured, you can make and receive calls through the Windows app.

3.3. Installing the 3CX Mobile App (iOS/Android)

  1. Download the 3CX app from the App Store (iOS) or Google Play Store (Android).

  2. Open the app and allow necessary permissions.

  3. Scan the QR code in your 3CX welcome email to automatically configure your extension.

  4. You are now ready to make and receive calls from your mobile device.

Usage Guide

4.1. Answering Calls

  • When a call is received on a ring group number, all assigned users' phones will ring.
  • Any team member can pick up the call.

4.2. Transferring Calls

  1. While on a call, press the Transfer button.

  2. Dial the extension or ring group number.

  3. Announce the call (optional) and complete the transfer.

4.3. Voicemail

  • If no one answers, the call can be directed to a voicemail.
  • Users can access voicemail by dialing their assigned voicemail extension.

4.4. Call Forwarding

  • Configure call forwarding rules in Users > Forwarding Rules.
  • Set up rules for busy, unanswered, or offline scenarios.

5. Troubleshooting

  • Check the Call Log for any missed or failed calls.
  • Ensure extensions are registered and online.
  • Restart services if necessary from the Dashboard.

Voice Mail Prompts

A nice site to generate prompts for free is https://www.narakeet.com/app/text-to-audio.

You can use a script like this:

---
voice: Ursina
voice-speed: 1.2
---

(voice-speed: 1.05)

(pause: 0.5)

Power Partners, grüezi. 

(pause: 0.9)  

(voice-speed: 1.1)

Im Moment arbeiten wir alle wie wild an Ihrem ~~nächsten~~ Dashboard. Aber wenn Sie Ihre Kontaktdaten hinterlassen, dann melden wir uns in Kürze. 

(pause: 0.7)

(voice-speed: 1)

Wir freuen uns!

In order to upload it to 3cx, you need to proceed as follows:

  1. convert the m4a to wav using an online service, e.g. M4A to WAV | CloudConvert

  2. convert the wav to the 3cx-specific wav format using this site: Converting Unsupported Audio Files to WAV - 3CX