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First-Time User Setup Guide

Overview​

This comprehensive guide will walk you through the essential steps to get started with your Vodia PBX system. Following these instructions will help you set up your profile, configure your devices, and learn the basic features needed to make and receive calls, manage voicemail, use chat, and access advanced features.

Table of Contents​

Phase 1: Initial Account Setup​

Prerequisites​

  • Login credentials for the Vodia PBX web interface
  • Access to a computer with a supported web browser
  • Your extension number (provided by your system administrator)

Steps​

Log in to the Vodia PBX web interface using your provided credentials​

  • Open your web browser and navigate to the Vodia PBX URL provided by your administrator
  • Enter your username and password
  • Click "Login" or press Enter
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Expected result: You'll see the Vodia PBX dashboard with various panels and a navigation sidebar

Set up your Account Profile​

  • Navigate to the Account Profile section
  • Fill in your personal information:
    • First name and Last name
    • Position and Department (if applicable)
    • Building and Room information (if applicable)
  • Update your security credentials:
    • Change your account password
    • Update your SIP password (for phone registration)
    • Set a secure PIN (for voicemail access)
  • Click the Save button to apply your changes
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Expected result: Your profile information is updated in the system and your security credentials are established

Upload a profile picture​

  • Navigate to the Profile Picture Editor
  • Click Select to upload an image from your device (or drag and drop an image)
  • Adjust the image as needed:
    • Use the Zoom slider to resize the image
    • Use the Rotate slider if needed
    • Drag the image to position it correctly
  • Click Save to apply your profile picture
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Expected result: Your profile picture appears throughout the system, including in contact directories and chat interfaces

Configure your user preferences​

  • Navigate to the User Preferences section
  • Set your display preferences:
    • Choose how to sort items (by Number or Description)
    • Select which elements to show (extensions, queues, etc.)
  • Configure call settings:
    • Choose how to start new calls (in app or desktop phone)
    • Select your preferred ringtone
    • Choose your address book settings
  • Select your regional settings:
    • Time zone
    • Language
    • Time format (12-hour or 24-hour)
    • Date format
  • Click Save to apply your preferences
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Expected result: Your interface will update according to your preferences and provide a personalized experience

Phase 2: Device Configuration​

Prerequisites​

  • Computer with microphone and speakers (or headset)
  • Web camera (for video calls)
  • Browser permissions granted for microphone and camera access

Steps​

Configure your audio and video devices​

  • Navigate to the Audio and Video Device Management section
  • Select your preferred devices from the dropdown menus:
    • Choose speaker for alerts (ringtones)
    • Choose speaker for conversation (call audio)
    • Choose microphone
    • Choose camera (for video calls)
  • Click Save to apply your device settings
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Expected result: Your selected devices will be used for calls, ensuring optimal audio and video quality

(Optional) Connect a headset​

  • If you have a compatible headset (such as Yealink or Jabra):
    • Connect the headset to your computer
    • Click the headset icon button
    • Select your headset from the available devices
    • Click Pair or Connect
  • For a wireless headset, follow manufacturer instructions to pair with your computer first
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Expected result: Your headset is connected and can be used to control calls with its buttons (answer, end, mute)

Test your audio and video settings​

  • Make a test call to verify your audio devices are working:
    • Call your own extension or a test number provided by your administrator
    • Speak and listen to verify audio in both directions
  • If using video, check that your camera is functioning properly:
    • Verify your video appears in the self-view
    • Check lighting and positioning of your camera
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Expected result: You can hear and speak during calls, and video works properly if enabled

Phase 3: Call Handling Setup​

Prerequisites​

  • Completed Phase 1 and Phase 2
  • Understanding of your communication needs

Steps​

Configure call forwarding settings​

  • Navigate to the Call Forwarding section
  • Set up basic forwarding options:
    • Forward All Calls: Enter a number to forward all calls (if desired)
    • Forward When Busy: Enter a number for when you're on another call
    • Forward When No Answer: Enter a number for unanswered calls
    • Forward When Not Registered: Enter a number for when your extension is offline
  • Configure time-based settings if needed:
    • Set specific hours when forwarding should be active
    • Use the format HH:MM-HH:MM for time ranges (e.g., 9:00-12:00 13:00-17:00)
    • Set different forwarding rules for different days if needed
  • Click Save to apply your forwarding settings
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Expected result: Calls will be forwarded according to your settings, ensuring you never miss important calls

Set up voicemail​

  • Navigate to the Mailbox Configuration section
  • Ensure Mailbox is Enabled
  • Configure basic mailbox settings:
    • Choose your default greeting
    • Set message timeout (how long the system waits for a message)
    • Set mailbox size (how many messages your mailbox can store)
  • Record your voicemail greetings:
    • Select the greeting you want to record (Name, Greeting 1-5)
    • Click the recorder to start recording
    • Speak your greeting and click to stop recording
    • Use the play button to preview your recording
  • Configure special condition greetings:
    • Set Do Not Disturb Greeting
    • Set Busy Greeting
    • Set Out of Office Hours Greeting
  • Configure notification settings:
    • Enable email notifications if desired
    • Set up mobile phone notifications if needed
  • Click Save to apply your mailbox settings
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Expected result: Your voicemail is configured and ready to receive messages, with appropriate greetings for different situations

Configure cellphone integration (if applicable)​

  • Navigate to the Cellphone Integration section
  • Enter your cellphone number(s):
    • Cell Phone Numbers field: For both incoming and outgoing calls
    • Cell Phone Numbers (Inbound Only) field: For incoming calls only
    • Enter numbers in full format including country code (e.g., +1XXXXXXXXXX)
  • Configure interactive menu options:
    • Enable/disable the special menu that appears when calls are answered on your cellphone
    • Configure personal virtual assistant settings:
      • Select whether to offer the personal virtual assistant
      • Choose whether to bypass the assistant menu
  • Set up call routing for direct extension calls:
    • Choose when your cellphone rings when someone calls your extension:
      • Don't call cell phone
      • Call cell phone immediately
      • After X Seconds (choose a delay: 1, 2, 5, 10, 15, 20, 25, or 30 seconds)
  • Configure ring group behavior:
    • Determine how your cellphone behaves when your extension is part of a ring group:
      • Don't call cell phone
      • Include cell phone in the group
      • Only if the extension is unregistered
  • Set up call queue behavior:
    • Configure how your cellphone responds when your extension is part of a call queue:
      • Don't call cell phone
      • Include cell phone in the group
      • Only if the extension is unregistered
  • Configure call scheduling options:
    • Control when the system calls your cellphone:
      • Never call the cell phone
      • Always call the cell phone
      • Specify hours (define specific hours when your cellphone should ring)
    • If selecting "Specify hours," set time ranges for each day of the week
  • Set up call filtering (optional):
    • Specify numbers that should never be forwarded to your cellphone
    • Specify numbers that should always be forwarded to your cellphone
  • Click Save to apply your settings
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Expected result: Your cellphone is integrated with your extension, allowing you to receive calls on your mobile device according to your specified preferences

Phase 4: Basic Usage​

Prerequisites​

  • Completed Phases 1-3
  • Understanding of basic telephony concepts

Steps​

Make your first call​

  • Use the quick dial:
    • Click in the dial field or press Cmd+D (keyboard shortcut)
    • Enter the phone number or extension
    • Press Enter or click the green phone icon
  • OR from the contacts directory:
    • Find the contact you want to call
    • Click the call button next to the contact
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Expected result: The call is initiated to the selected number and connects successfully

Answer an incoming call​

  • When you receive a call, your screen will display caller information
  • Click the Audio button (phone icon) for audio only
  • Click the Video button (camera icon) for video (if available)
  • OR press "A" on your keyboard to answer with audio
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Expected result: You are connected to the caller with audio or video as selected

Use basic call controls​

  • During an active call, use the control bar for:
    • End: Terminate the current call
    • Hold: Place call on hold/resume call
    • Mute: Mute/unmute your microphone
    • Dialpad: Open numeric keypad for IVR input
    • Transfer: Transfer the call to another number
    • Record: Start/stop call recording (if available)
  • Keyboard shortcuts available:
    • "H" to hold/resume call
    • "M" to mute/unmute
    • "T" to transfer
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Expected result: You can control your active call using the on-screen controls or keyboard shortcuts

Transfer a call​

  • During an active call, click the Transfer button
  • Enter the destination number in the dialog box
  • Click OK to complete the transfer
  • OR use drag-and-drop:
    • Drag the active call onto the destination extension in the sidebar
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Expected result: The call is transferred to the specified destination successfully

Check your voicemail​

  • Dial *97 or access the voicemail interface through the menu
  • Enter your PIN when prompted
  • Listen to your messages and follow the prompts to manage them:
    • Press 1 to listen to new messages
    • Press 7 to delete the current message
    • Press 9 to save the message
    • Press 0 for help
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Expected result: You can access and manage your voicemail messages easily

View your call history​

  • Navigate to the Call History page in your User Portal
  • View your recent calls organized by date
  • Use filters to view specific types of calls:
    • All calls
    • Missed calls
    • Outbound calls
    • Inbound calls
  • Click on any call record to see detailed information
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Expected result: You can see your call history and access detailed information about specific calls

Phase 5: Advanced Features​

Prerequisites​

  • Completed Phases 1-4
  • Familiarity with basic Vodia PBX operations

Steps​

Set up and use chat messaging​

  • Access the Chat section of your Vodia PBX interface
  • Start a new chat:
    • Click the "Add" button in the chat list toolbar
    • Enter the contact's name and phone number
    • Click "OK" to create the new chat
  • Send text messages:
    • Type your message in the text field
    • Press Enter or click the Send button
  • Share files or images:
    • Click the Upload button (paperclip icon)
    • Select a file from your device
    • Click the Send button to share the file
  • Add notes to the chat:
    • Click the Note button (note icon)
    • Type your note and select the note type (Private or Public)
    • Click "Save" to add the note
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Expected result: You can communicate with contacts via text messaging and file sharing

Configure phone buttons (if using IP phone)​

  • Navigate to the Phone Button Configuration page
  • Select your device from the dropdown
  • Choose a template (optional) or configure buttons individually:
    • Set up speed dial buttons for frequently called numbers
    • Configure extension BLF (Busy Lamp Field) buttons
    • Set up function buttons for features like DND, Hold, Mute
  • Save your configuration
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Expected result: Your physical IP phone buttons are customized according to your preferences

Create and manage conference calls​

  • Access the Conferences interface:
    • Click on your avatar in the top-right corner
    • Select "Conferences" from the dropdown menu
  • Create a new conference:
    • Click the + (Add) button in the toolbar
    • Enter conference details (name, room, date, time, duration)
    • Configure additional options as needed
    • Click OK to create the conference
  • Join or manage conferences:
    • Find the conference in the list
    • Click the "Call" button to join
    • Use dropdown options to download calendar invitations
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Expected result: You can schedule, join, and manage conference calls with multiple participants

Use the Fax feature​

  • Access the Fax interface:
    • Click on your avatar in the top-right corner
    • Select "Fax" from the dropdown menu
  • Upload a document:
    • Click the upload button (paper clip icon)
    • Select your PDF file
    • OR drag and drop a PDF file into the preview area
  • Preview your document and enter the destination number
  • Click the send button to transmit your fax
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Expected result: You can send documents as faxes directly from your Vodia PBX interface

Review Statistics​

  • Access the Statistics dashboard:
    • Click on your avatar in the top-right corner
    • Select "Statistics" from the dropdown menu
  • View User Availability and MOS graphs:
    • Check when you were available and active on calls
    • Monitor the quality of your voice calls
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Expected result: You can track your availability patterns and call quality over time

Common Issues and Solutions​

Login Problems​

  • Issue: Unable to log in to the Vodia PBX interface
  • Solution:
    • Verify your username and password
    • Clear browser cache and cookies
    • Try a different browser
    • Contact your system administrator if problems persist

Audio/Video Issues​

  • Issue: Cannot hear or see other participants during calls
  • Solution:
    • Check browser permissions for microphone and camera
    • Verify the correct devices are selected in settings
    • Test your devices in another application
    • Refresh the page or restart your browser

Call Quality Problems​

  • Issue: Poor call audio quality (choppy, echoing, or unclear)
  • Solution:
    • Check your internet connection (minimum 100 Kbps up/down for voice)
    • Use a headset instead of speakers to reduce echo
    • Close bandwidth-intensive applications
    • Ensure you don't have the same device selected for both alerts and conversation

Device Registration Issues​

  • Issue: IP phone or softphone not registering
  • Solution:
    • Verify SIP password is correct
    • Check network connectivity
    • Ensure the phone firmware is up to date
    • Contact your administrator to verify extension settings

Voicemail Configuration Problems​

  • Issue: Voicemail not working as expected
  • Solution:
    • Verify mailbox is enabled
    • Check greeting recordings
    • Ensure proper forwarding is configured for no answer
    • Test by calling your extension and waiting for voicemail to pick up

Next Steps​

Now that you've completed the initial setup, consider exploring these advanced features:

  • Call Management: Learn how to handle multiple calls efficiently
  • Queue Management: For supervisors, monitor and analyze call center performance
  • Wallboard: View real-time dashboard of call statistics
  • Recording Management: Access, play, and manage call recordings
  • Contact Management: Organize your contacts for efficient communication
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