You can assign an activated phone number to a particular occupier user or account team member. This indicates that the phone number is used specifically by that named user, rather than being a shared or common device.
Assigning a phone number to a user or team member:
Names the handset with a two-part label that may or may not match their name.
Creates a link between the phone number and the user or team member details in the essensys Platform.
Adds the user's email address to the EVO console.
Defaults the value of the voicemail to email extension feature to the user or team member's email address.
Entitles the user or team member to a softphone app of their choice (constrained by their services and device type).
Important: When you assign a phone number to a user or team member, their first name and last name are used as labels for the phone number by default. However, you can change that labeling both on creation and on edit.
Assign a phone number to a user or team member
Before you begin
The phone number must be in the ACTIVE state. See Activate a phone number.
The user or team member that you want to assign this phone number to must be created in the essensys Platform.
Accessing the Phone number details
Access the phone number details for either the operator or an occupier:
To access the telephony details for the operator:
Click Account in the main menu.
Select the Telephony tab.
Select the <site>.
To access the telephony details for an occupier:
Click Occupiers in the main menu.
Select the <occupier>.
Select the Telephony tab.
Select the <site>.
If the list of phone numbers is not visible (the number of phone numbers is presented), click the drop-down icon.
All of the phone numbers that have been allocated for the selected occupier or the operator at this site are presented in a list.
Tip: You can filter this list using the options to its top-right.
Assigning this phone number to an occupier user or operator team member
When hovering your cursor over the phone number:
The Assign phone number dialog box opens. See Assign phone number.
Select an available user from the drop-down list.
The drop-down list includes every user or team member that is associated with the same occupier or operator as the phone number. You can only select users that are not already assigned a phone number.
The Label 1 and Label 2 fields are populated automatically with the first name and last name of the assigned user.
Optionally, update the values in the Label 1 and Label 2 fields.
Tip: This name will be presented on the link to the user or team member details in the phone numbers list. Updating these values means that the name in the link will not match the name in the target page.
Click Submit to save your details.
An information message informs you that your phone number is being assigned.
Click OK to close the message.
After a short delay, the phone number details in the list are updated to link to the assigned user or team member:
Note: The Assigned to column indicates both the name of the assigned user and their assignment status:
A linked value indicates that the phone number has been assigned to a user or team member. Clicking the link takes you to the user details for the assigned user or team member.
The text "Unassigned" indicates that the number has not been assigned to a user or team member, and the handset has not been named.
An unlinked value indicates that the phone number has not been assigned to a user or team member, but it has been named or labeled. For more information, see Name the handset.
Managing phone number assignments
Important: Where a user is assigned, the labels can be edited, but the assignment cannot be updated. To update the assignment, you need to unassign the user or team member, and then assign a new user or team member.
Unassign a phone number
To break the association between a phone number and the user, you need to click the Unassign button that replaced Assign.
Update the name for an assigned number
To edit the name that is used to label the handset, click Name the handset and update the values in the Label 1 and Label 2 fields.
Assign phone number
Read-only phone number details:
The basic details for this phone number, including the default PIN that is used to log in to the voicemail mailbox, voice portal, and handset for this phone number for the first time. For more information about this PIN, see Reset PIN.
Assign to user:
The user or team member that is the user of this phone number.
Note: This selection causes the fields under Name the handset to be automatically populated with the first name and last name of the assigned user or team member.
Name the handset:
Typically, the first name and last name of the user that is assigned this phone number.
These values are used in combination to provide a two-part identifying label for your phone number.
This label is displayed on the device for identification purposes.