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How do I assign user services and extensions in Virtual Office Configuration Manager?
8x8 Support Knowledge Base

How do I assign user services and extensions in Virtual Office Configuration Manager?

Note: To edit extension details for users in Account Manager, the legacy equivalent of assigning extensions in Virtual Office Configuration Manager, click here.

Assigning User Services and Extensions

In Virtual Office Configuration Manager, extensions are managed at the user level. Creating a user profile is a large part of adding extensions to your account. Follow the steps below to assign user services and extensions. 

  1. Claim phone number for your account.
  2. Set up a user profile and enter the user details up to the Service Selection field.
  3. On the user's profile page, go to Service Selection and select an available Virtual Office Services license for the user. Your services will depend on the plan you have purchased from 8x8, but they may include the following options:
    • Virtual Office X2 Editions
    • Virtual Office X5 Editions
    • Virtual Office X8 Editions

Basic Settings

Enter the Basic settings for the user. The Phone NumberDevice, and Extension fields are required. You can enter an extension or click Suggest to have one automatically generated for you.

  1. Select a Phone Number for the user.
  2. Enter or Suggest an extension.
  3. Assign a Device to the user. This can be any device you have registered to your 8x8 account.
  4. Move on to Advanced Settings below to set Caller ID, Call Forwarding, Voicemail, and more.
  5. Save all changes.

Advanced Settings

  • Caller ID: This is the information that displays on your outbound Caller ID. The Block Outbound Caller ID toggle hides the user's Caller ID for outbound calls.
  • Call Forwarding: Tick the boxes to enable forwarding When the internet is down, When the user is busy, or When the user does not answer a call
    • Click Edit (Pencil) to route the call to the following :
      • Forward directly to: This forwards the call directly to an extension or external number.
      • Selected users or external numbers
      • No one and play busy
      • Voicemail
    • To forward calls When the user gets a call from a blocked caller:
      1. Click Edit (Pencil) and enter the users you wish to block.
      2. Click Add to the List.
      3. Click Save.
  • Music on Hold: Click Select file and select a previously uploaded audio file. You can also select Create Audio Files to add a new audio file to your library.
  • Call Recording: Set the call recording permission for the user. The Recording Announcement menu allows you to announce to selected parties that the call is being recorded. This menu is automatically set up so that no party on the user's call will receive a recording announcement.
  • Outbound Calling Permission: Select the Calling Country where the user's calls are dialed from. Limit the user's outbound calls by selecting Outbound Calling Plan Defaults to Domestic, Emergency Only, or International. This setting can be overwritten by going to the settings for the PBX or the user's assigned site.
  •  Voicemail: You can either disable the voicemail notification for the user or set up the following notification methods:
  • Disable Notification
  • Attachment Only
  • Emergency Address: Select the address that the Emergency Service Agency sees if the user dials an emergency number. This can be the same as the user's site or you can Create a New Address by selecting it from the drop down menu.
  • Internet Fax: Select a fax number from the drop down menu. You must claim a phone number for your fax line in order assign a fax number to a user.
  • Third Party Integration: If you are working with a third-party Customer Resource Management (CRM) software you can select from the available integrations. We support integrations with NetSuite, Salesforce, and Zendesk. You can also add a new username for this user within the third-party CRM.
  • Contact Directory Scope: Select the toggle if you want the user to appear in the external user directory when using the Auto Attendant to dial users by name.

 

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