Before you can allocate phone numbers to your occupiers or to your account team, essensys provision those numbers at your site. Once numbers are provisioned they are available at the site and ready to be nominated as main numbers, allocated, and activated.

Note: Provisioned numbers are unique, can only be used at the site, and may have been ported in from a different address.

Important: If you assign voice services to an occupier that does not already have allocated (reserved) phone numbers, available phone numbers are allocated automatically from the site telephony list. For more information, see Add services.

Managing phone numbers

You can use the Site Telephony page to:

View details of all phone numbers provisioned at a site. These numbers are ready for use at the site and can be allocated to occupiers or to the operator.
Nominate phone numbers as "main numbers". That is, identify those numbers that receive calls for an occupier or operator at a site and are redirected as required.
Allocate phone numbers to an occupier or to the operator. That is, reserve particular phone numbers for a particular company that is based at the site.
Activate allocated phone numbers to put them into use.

Before you begin

All numbers need to be provisioned for a site by essensys. Where this is the case, the numbers appear in the Site Telephony view.

Accessing Site Telephony

To view the phone numbers that have been provisioned for a site:

Click Spaces in the main menu.
The Site page opens.
Select the site whose numbers you are interested in.
Click the Telephony tab.
The Site Telephony page opens. This page displays the phone numbers that have been provisioned at the selected site.

Nominate a phone number as a main number

Set up a number to receive calls to your company at a particular site. A main number is typically the company reception number, and has special call settings that allow the incoming call to be redirected as required.

For more information, see Main numbers.

Before you begin

You can only nominate a number as a main number if:

It is in either the AVAILABLE or RESERVED state.
If it is in the RESERVED state, the occupier or account that it is allocated to must not already have a main number at the same site.
It is not an IVR or hunt group.

Nominate as main number

From the Site Telephony page:

Optionally, use the filters to find the number you want to nominate as a main number.
Hover your cursor over the number to show the available Actions for that number.

Tip: If the number is already a main number, this button allows you to remove the nomination.
Click Nominate as main number
In the Done dialog, click OK.

After a short delay, the number is nominated as a main number.

What next?

If your main number wasn't allocated to an occupier or the operator previously, you can allocate it now. See Allocate phone number.

Remove main number nomination

You can only remove a main number nomination if the main number is currently in the AVAILABLE or RESERVED state.

Click Remove main number nomination within the Site Telephony page. After a short delay, the nomination is removed.

Tip: You may need to deactivate a main number to return it to the RESERVED state.

It may be required to remove the main number nomination if your Occupier would rather this be an extension number since it is not possible to log a main number into a handset. If so, you will need to deallocate it from the Occupier and re-allocate it without the main number nomination.

Allocate phone numbers to occupiers or the operator

Reserve a set of phone numbers, and a single main number, for use by a particular occupier or the operator.

Before you begin

The number must be in the AVAILABLE state.

Allocate a number

When hovering your cursor over a phone number in the list:

Click Allocate.
The Allocate phone number dialog box opens.
If you want to allocate the number to the operator, select <operator name>.
If you want to allocate the number to one of your occupiers:
1. Select Occupier.
2. Select the intended occupier from the drop-down list.
Click Submit.

What next?

Once phone numbers are allocated, they can be activated. For more information, see: Activate this number.

Tip: You can also activate this number in the appropriate Account > Telephony or Occupiers > Telephony page.

Deallocate a phone number

Note: This process describes how to break the association between a phone number or main number and the occupier or operator they were allocated to.

You can only deallocate a number if it is not currently in the ACTIVE state. Tip: You may need to deactivate it here or in the Account > Telephony or Occupiers > Telephony page.

When hovering your cursor over a phone number in the list:

Click deallocate.

Deallocating a phone number returns it to the pool of available numbers for allocation to another occupier or to the operator.

Activate a phone number

Put phone numbers into service for the occupier or operator. Activating a number puts it into service.

Before you begin

The phone number or main number must be allocated to an occupier or the operator.
The number must be in the RESERVED state.

Activate a number

When hovering your cursor over a phone number in the list:

Click Activate.
Click OK to close the notification message.

The number is activated.

What next?

You can manage this number in the appropriate Account > Telephony or Occupiers > Telephony page.

Deactivate a phone number

Note: You can only deactivate a number if it is not currently ASSIGNED to a particular user. Tip: You may need to unassign it in the Account > Telephony or Occupiers > Telephony page.

When hovering your cursor over a phone number in the list:

Click deactivate.

Deactivating a phone number takes it out of use and returns it to the RESERVED state. It remains allocated to the same occupier or operator.

Site Telephony pages

The Site's Telephony page shows the list of phone numbers that are provisioned at the site.

Header (Filter and Download)

The controls at the top-right of the page filter the phone number list to include only those phone numbers with a particular status.

Field	Description
Status filter: All statuses <status name>	Filter the list to include only those phone numbers with a particular status. All statuses - includes phone numbers in any of the possible statuses. That is, it does not filter the results. <status name> - Show only phone numbers with a particular status. For details, see Telephony status reference. Note: You can only select statuses that are present in the unfiltered phone number list.
Filter by allocation: Unallocated Allocated to operator Allocated to an occupier <occupier>	Filter the list to include only those phone numbers that are: Not allocated to an organization. Allocated to the operator at this site. Allocated to an occupier at this site. When the occupier option is selected, unallocated numbers and numbers that are allocated to the operator are filtered out. The <occupier> drop-down list opens, and you can select a specific occupier from it to include only those numbers that are allocated to that selected occupier.
Show all: Assigned Unassigned	Filter the list to include only those phone numbers that are: Assigned to a particular occupier user or account team member. Unassigned. That is, not assigned to a particular user or team member.
Download	Download details of the phone numbers that are currently visible on the page to a CSV file.
Search	Search the list of phone numbers for either the whole value or partial value of the phone number. Tip: Do not include any spaces in the searched number.

Static details

Each phone number presented in the list has the following static details:

Field	Description
Phone number	The provisioned phone number.
EXT	The corresponding internal extension number.
Status	The current phone number status. This value depends on the phone number's allocation and provisioning details. For details of the possible statuses, see Telephony status reference.
Allocated to	On allocation, the numbers are reserved for use by the named organization only. Where the number has been allocated to a particular occupier, this value is the name of that occupier. Where the number has been allocated to the operator, this value is Operator.
Cooling off date	Any Cooling Off Date that may be in force. If a cooling off period is in force (the cooling off date is not passed), the phone number cannot be allocated to an occupier or the operator. If a cooling off period requires an adjustment please raise a case or speak with our support team.
Main number	If this row represents a Main Number, the text Main number is present. A main number is typically the number you call to reach the reception area for the occupier or operator at a site. For more information about main numbers, see Main number details.
Range name	The name of the range of numbers that the phone number belongs to.
Warnings and information: Update in progress (refresh)	Indicates that a requested change to the phone number is in progress. While this indication is shown, you cannot make another edit. Click Refresh to refresh the page and update the status.

Phone number controls (buttons)

Each phone number presented on this page may have the following buttons or controls to enable changes, shown when hovering your cursor over the row:

Field	Description
<EMPTY>	Where no controls are offered on hover, the current status of the phone number disallows any of the possible actions. For example, where the number is in the cooldown state, it cannot be allocated or activated, so those controls are not offered.
Main number: Nominate as main number Remove main number nomination	The main number nomination options are enabled if the phone number is: Not an IVR or hunt group. Either in the ACTIVE or RESERVED state. Note: You can only nominate a reserved number as a main number if the allocated occupier or operator does not already have a main number at the same site. Click to: Nominate this number as a main number. Remove the nomination for this number, making it an ordinary phone number again. For more information about main numbers, see Main number details.
Allocate Deallocate	Click to: Allocate (reserve) the number for a particular occupier or the operator. If the number is allocated and not activated, you can Deallocate it. A deallocated number is returned to the pool of available numbers at the site, and can be allocated to another occupier or the operator as required.
Activate Deactivate	Once a phone number is allocated to an occupier or the operator, you can: Activate the phone number to put it into service for the occupier or operator. If the number is ACTIVE and not assigned, you can Deactivate it to take it out of service, remove all of the custom phone number configuration, and set the PIN back to its default value (Default PIN).
Lock icon	Where there is a Lock icon, the phone number has been manually locked by essensys and cannot be allocated to an occupier or the operator. For example, your remote access voicemail number (RAN) cannot be allocated to a client and so is locked to prevent any disruption to the service. For more information or to change this status, contact us.