Users
This section explains how to create and configure extensions in PortSIP PBX. The system supports multiple methods for creating extensions to fit different deployment and provisioning scenarios.
When provisioning a new phone, you can choose to create a new extension specifically for that device.
Methods to Create an Extension
Extensions can be created using any of the following methods:
Manually, from the Web Portal: Call Manager > Extensions
Bulk import, by uploading a
.csvfileProgrammatically, by calling the REST API
By duplication, copying from an existing extension
Accessing Extension Configuration
To configure extensions, do one of the following:
Sign in to the PortSIP PBX Web Portal using System Admin credentials. Click Tenants, select the target tenant, and then click Manage.
OR
Sign in to the Web Portal using an account with the Tenant Admin role to manage that tenant directly.
Adding or Editing an Extension
In the Web Portal, navigate to Call Manager > Extensions.
Click Add to create a new extension, or
Select an existing extension and click Edit to configure or manage that extension.
Username and Password
On the User tab, enter the Username and Password for the user.
Important These credentials are used only to access the PBX Personal Web Portal. They are not used for SIP device registration.
For example, you may create a user with the username jamesbond.
Role Assignment
Assign permissions by selecting a role from the Role list:
User Provides standard extension access.
Admin Grants tenant-level administrative privileges.
A user assigned the Admin role is referred to as a Tenant Admin.
Notes
A Tenant Admin can manage all settings for the tenant to which they belong.
PortSIP PBX allows multiple Tenant Admins within the same tenant.
Email Address
The Email field is mandatory.
The PBX uses this email address to send system notifications and user-related emails.
Display Name
The Display Name represents the user’s full name, for example: James Bond
Signing In to the PBX Web Portal
After the user is created, the user can sign in to the PBX Web Portal using:
Username
Password
Tenant SIP Domain
On the initial login screen, the user must first enter the tenant’s SIP domain and click Next.
If the SIP domain is correct, the system displays the login screen where the user can enter their username and password.
Extension
On the Extension tab, the Extension Number and Password are mandatory and must be provided.
Welcome Email and QR Code Provisioning
If the tenant’s SMTP server is configured, the PBX automatically sends a welcome email to the user’s email address after the extension is created successfully. This email includes:
Extension details
PBX SIP domain
PBX IP address
A QR code for client provisioning
The PortSIP UC App can scan this QR code to register with the PBX automatically, eliminating the need for manual configuration.
QR Code Login
Each extension includes a dedicated QR code. Instead of entering account details manually, you can save the QR code and use the PortSIP App to scan it and sign in to the PBX.
Preferred Transport for QR Code
The Preferred Transport for QR Code option allows you to specify the transport protocol (for example, UDP, TCP, or TLS) associated with the QR code.
When the client registers by scanning the QR code, the PortSIP App will prioritize the selected transport.
Network Interface for QR Code Generation
The Generate QR code with the below network interface option specifies the outbound proxy server address that the client app will use when registering via QR code.
This setting is especially useful in multi-NIC or NAT environments to ensure clients connect using the correct public-facing interface.
Outbound Caller ID
In the Outbound Caller ID section, you can assign a DID from the trunk DID pool to the extension.
When the extension makes an outbound call through a trunk, the selected Outbound Caller ID is presented as the user part of the From header in the SIP INVITE message.
For example:
Calls placed over Trunk 1 present an Outbound Caller ID of 022000
Calls placed over Trunk 2 present an Outbound Caller ID of 88010
Call Recording Options
Record audio calls When enabled, all audio calls for this extension are recorded and saved as audio files.
Record video calls When enabled, all video calls for this extension are recorded and saved as video files (MP4 format).
Caller ID Privacy and Delivery
Always make outbound anonymous calls When enabled, the user part of the
Fromheader in outbound SIPINVITEmessages is set toanonymous.Always deliver outbound caller ID When enabled, the configured Outbound Caller ID is always used as the user part of the
Fromheader in outbound SIPINVITEmessages sent to the trunk.
Note Enabling both options at the same time may result in conflicting behavior. Ensure your trunk provider’s caller ID and privacy requirements are clearly understood before enabling these settings.
Forwarding Rules
Each extension can be configured with a set of call forwarding rules that define how PortSIP PBX handles incoming calls when the extension user is unable to answer.
Forwarding rules can be evaluated based on the following criteria:
User status
Time conditions
Status-Based Forwarding
A forwarding rule must be defined for each user status.
For example, if a user cannot answer calls while their status is Available, incoming calls can be forwarded to:
Voicemail, or
Another extension number, or
A service number, such as a ring group, queue, IVR, or
A mobile phone number or landline
Note Forwarding calls to an external (PSTN) number requires a configured SIP trunk and an appropriate outbound routing rule.
Forwarding Actions
Each forwarding rule supports the following optional actions:
Forward to Voicemail
Routes the call to the voicemail service, allowing the caller to leave a voice message.
You may optionally specify an extension number for the voicemail box.
If Extension 108 is selected, the voicemail is stored in extension 108’s mailbox.
If left blank, the voicemail is stored in the current extension’s mailbox.
Forward to Number
Forwards the call to a specified destination number. Supported destinations include:
An extension number
A system extension, such as:
Ring Group
Virtual Receptionist
Meeting number
Queue number
A PSTN phone number
Important Forwarding calls to a PSTN number requires a configured SIP trunk and outbound rule.
Hang Up
Immediately terminates the call at the PBX.
Ring Anyway
Delivers the call to the extension, even if other forwarding conditions are met.
Exception Rules
You can define exception rules to override the standard forwarding behavior for specific calls.
An exception rule is configured by specifying:
Caller ID
Time range, using the Received During field
The desired action in the Forward To field
If an incoming call matches an exception rule:
The call is processed according to the exception rule, and
The extension’s normal forwarding rules are bypassed.
Voicemail
The Voicemail page allows you to configure an extension’s voicemail preferences, including:
Setting the voicemail PIN for authentication
Enabling or disabling PIN authentication
Enabling message date and time announcements during voicemail playback
These settings control how users access and interact with their voicemail messages.
Voicemail Greeting Configuration
In the Choose Default Voicemail Greeting Message section, you can manage the voicemail greetings used for this extension.
Uploading a Greeting
Click the “+” button to upload a new greeting audio file.
Click the Switch icon next to a greeting to set it as the active voicemail greeting.
Recording a Greeting
Users can also record their voicemail greeting directly from their phone by dialing the Feature Access Code (FAC) *57.
Office Hours
The Office Hours feature allows an extension’s user status to change automatically based on either global office hours or extension-specific office hours.
Choose whether the extension uses Global Office Hours or Specific Office Hours.
Select Use Specific Office Hours to define different office hours for each day of the week.
Time Range Behavior
00:00 – 23:59: The entire day is considered open for business.
00:00 – 00:00: The entire day is considered closed.
For more information about configuring office hours and holidays, refer to the Office Hours and Holiday Schedule section.
Phone Provisioning
The Phone Provisioning tab allows you to add or edit the settings of IP phones associated with this extension.
Detailed management of IP phone configuration is covered in Phone Device Management.
BLF (Busy Lamp Field)
The BLF tab allows you to configure BLF keys on supported IP phones.
You can associate a BLF button with an extension so the button displays the real-time status of that extension. The number of available BLF buttons depends on the phone model.
Supported BLF Functions
BLF Displays the call/dialog status of another extension.
Visual Park PortSIP PBX’s visual call parking feature. For details, see Call Parking.
Speed Dial Assigns a phone number for one-touch dialing.
Custom Speed Dial Allows advanced or customized speed-dial behavior.
Change Status Enables the user to change their presence status directly from the phone.
Night Mode Allows quick activation or deactivation of Night Mode. For details, see Night Mode.
Balance
The Balance for an extension can be recharged by a Tenant Administrator.
When billing is enabled:
Calls will fail automatically if the extension’s balance is insufficient.
Extension Status
You can view the status of extensions by navigating to Call Manager > Users. Each extension’s current status is displayed in the Status column.
Status Indicators
Alarm icon Indicates that the extension has successfully enabled push notifications.
Blocked icon Indicates that Do Not Disturb (DND) is enabled for the extension.
Viewing Device Registration Details
You can click the Search icon next to an online extension to view its device registration details.
The device details show:
Client or phone type
IP address
Port number
Transport protocol (UDP/TCP/TLS)
As shown in the example:
Extension 102 is registered from:
A PortSIP ONE app
IP address:
192.168.0.22Port:
5960Transport:
UDP
A Yealink T53 IP phone
IP address:
192.168.0.36Port:
5060Transport:
UDP
This indicates that the extension is simultaneously registered on multiple devices.
Registering Client Apps and IP Phones
This section explains how to register client applications and IP phones with the PortSIP PBX.
For detailed, step-by-step instructions, refer to the following article:
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