Adding new users

[sseng]

My company got a few new employees that I need to add into our phone system. This employee does not have a phone to use of their own. They will be going back and forth in different rooms and using the phone to answer calls lightly while mainlyl using it to listen to voicemails.

How do I setup a number or extension for the? I am also pretty new to the company and was given the role to handle the avaya phone and system so I don't have as much knowledge in it.

Here is what my IP Manager looks like. I don't really understand the extensions has 87, user has 152. I would think if there are 152 users with different extension numbers, there would be 152 extensions.

Also on the extension in the picture, why is there 8 numbers, xxxx xxxx? I know the second part is the extension used to reach the person, what is the first set of the number?

If anyone can help me on how to add a new extension/phone number for a new employee, that would be great.

[thiel2]

The 87 is the number of extensions, both physical extension ports, and IP endpoints on the system.

The 152 is the number of users on the system.

A User does not have to be associated with a physical extension port. A user can be virtual, just a name and extension number that receives voicemails, or is forwarded to an outside number, or is a "hotdesk" for say a salesman that comes into the office a couple of days a week, doesn't have his own desk, but needs to sit somewhere and log in a telephone to become his extension number to make and receive calls until it is time to go back out into the field.


The numbers like 8000 5524 are IP endpoints. The 8000 is the virtual port number, and 5524 is the extension number assigned to the port. Just like the physical ports, the 4th physical port is Ext. 5516. (And the port numbers, although they are ascending, are not necessarily logical until you understand the archecture of the hardware)

So, for your new user - Right Click on the Users and select New. Give it a name and an extension number that is currently not in use. When you click on OK and it pops up to ask what type of phone to use, select None. Go to the Telephone tab, and the Supervisor Setting subtab. Put a password, such as the user's extension number in teh Login Code box.

Your user will go to any phone, and dial *35 * and his extension number, * and his extension number again, and #. The phone will be logged in as his own extension number. When he is done, dial *36 and it will revert to the original extension number.

There are way to simplify the login process, but use this to get started.

[markgallagher]

For a new hot desking user follow Thiel2's advice. Also press F1 in Manager and read the help section on Hot Desking.

A ration of 152 users to 87 extensions implies either that you already have a lot of hot deskers or that you have a lot of old user records that need to be cleared out. Make a list of the users and extensions (in Manager use File | Import/Export | Export to export them from the config as CSV file list). Ignore those where the user's extension number setting matches an extension's base extension setting. For the remaining users start investigating whether they match people still employed. (I had a quick look in the docs for the System Status application, it does a nice summary screen for extensions but sadly not one for users that I could see, still worthwhile you getting familiar with that app).

For the screenshots I was also puzzled by 217 incoming call routes for just 152 users. Either you have a lot of DDI numbers or there are a lot of redundant incoming call routes also. If that's the case working out which are actually being used and deleting all the others will help a lot.

Needless to say, keep backup copies of the configuration each time you make changes. Manager can do that for you, look at the File | Preferences | Security settings.

[sseng]

Thanks for both of your help.

So to add the new employee who will be logging into different desk, I just create a new user, give them a name, ext, and put a login code in the supervisor tab, correct?

Then they can login to any phone, and to log back to the ext before they just dial *36?