This comprehensive guide will walk you through the essential steps to get started with your 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.
Phase 1: Initial Account Setup
Prerequisites
Login credentials for the 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 User Portal web interface using your provided credentials
Open your web browser and navigate to the PBX URL provided by your administrator
Enter your username and password
Click "Login" or press Enter
Navigate to the Extension/User section
Click on the User Portal icon
NOTEExpected result: You'll see the PBX dashboard with various panels and a navigation sidebar
Set up your Account Profile
Navigate to the Extension/User section
Fill in and/or update your personal information
Update your security credentials
Click the Save button to apply your changes
NOTEExpected 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:
Click Save to apply your profile picture
NOTEExpected 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:
Select your regional settings:
Click Save to apply your preferences
NOTEExpected 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:
Click Save to apply your device settings
NOTEExpected 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):
For a wireless headset, follow manufacturer instructions to pair with your computer first
NOTEExpected 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:
If using video, check that your camera is functioning properly:
NOTEExpected 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:
Click Save to apply your forwarding settings
NOTEExpected 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:
Record your voicemail greetings:
Configure special condition greetings:
Configure notification settings:
Click Save to apply your mailbox settings
NOTEExpected result: Your voicemail is configured and ready to receive messages, with appropriate greetings for different situations
Configure Answerpoint/Cellphone integration (if applicable)
Navigate to the Cellphone Integration section
Enter your cellphone number(s):
Configure interactive menu options:
Set up call routing for direct extension calls:
Configure ring group behavior:
Set up call queue behavior:
Configure call scheduling options:
Set up call filtering (optional):
Click Save to apply your settings
NOTEExpected 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
Understanding of basic telephony concepts
Steps
Make your first call
OR from the contacts directory:
NOTEExpected 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
NOTEExpected 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:
Keyboard shortcuts available:
NOTEExpected 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
NOTEExpected 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:
NOTEExpected 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:
Click on any call record to see detailed information
NOTE
Expected result: You can see your call history and access detailed information about specific calls
Phase 5: Advanced Features
Prerequisites
Familiarity with basic Vodia PBX operations
Steps
Set up and use chat messaging
Access the Chat section of your User Portal interface
NOTEExpected 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:
NOTEExpected result: Your physical IP phone buttons are customized according to your preferences
Create and manage conference calls
Access the Conferences interface:
Join or manage conferences:
NOTEExpected result: You can schedule, join, and manage conference calls with multiple participants
Use the Fax feature
Access the Fax interface:
Preview your document and enter the destination number
Click the send button to transmit your fax
NOTE
Expected result: You can send documents as faxes directly from your Vodia PBX interface
Review Statistics
Access the Statistics dashboard:
View User Availability and MOS graphs:
NOTE
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 User Portal interface
Audio/Video Issues
Issue: Cannot hear or see other participants during calls
Call Quality Problems
Issue: Poor call audio quality (choppy, echoing, or unclear)
Device Registration Issues
Issue: IP phone or softphone not registering
Voicemail Configuration Problems
Issue: Voicemail not working as expected
