The Phone System
The application runs a real phone system: extensions people dial, teams that ring together, keypad menus, hold music, recorded call history. This page covers both ends of it — the administrator's screens, and the two pages that belong to you.
Where to find it
| Screen | Where it lives | What it is for |
|---|---|---|
Phone system — /admin/pbx | Settings → Communication & integrations → Phone system | every administrator's screen, in tabs |
My phone — /my-phone | the sidebar | your extension, and what a phone needs to register |
Voicemail — /voicemail | the sidebar | the messages people left for you |
Every admin tab sits behind its own permission, and a tab you could not open is not shown — you never meet a tab that answers "forbidden".
Your own phone
My phone
This page shows the extension assigned to you, the settings a desk phone or softphone needs, and the passwords your devices register with.
To set a phone up: username and auth username = the auth user shown here, domain = the realm, outbound proxy = the registrar host and port, transport UDP or TCP.
For an encrypted connection: Download CA certificate, install it on the phone under its trusted certificates, set the outbound proxy port to the TLS port, set transport to TLS, and set the TLS server name (SNI) to the SIP domain shown on the page.
Devices tells you how many passwords exist and how many phones are registered right now. Current call shows a call in progress — that one needs the "own calls" permission, and when you do not hold it the page says so rather than showing an empty box.
If no extension is assigned to you, the page says what to ask for: Phone system → Extensions → Edit → Assigned user. If your extension is disabled, it says that too — phones cannot register until an administrator enables it.
Voicemail
Messages people left when you did not pick up, newest first. Play one, keep it, or delete it. Only you can see this list.
If you have no voicemail box, the page explains what one is and who switches it on: an administrator, under Phone system → Voicemail.
The administrator's tabs
Phones
Extensions — the numbers people dial inside the phone system. Each extension registers on a host as number@domain; its passwords, voicemail box and memberships live on its own detail page. A number is digits, * or #, up to 20 characters, and must be unique in the space. Each extension can name an assigned user, and voicemail is a tick-box per extension.
Ring groups — one shared number that rings several extensions. Choose the strategy (everyone together, or the member order below), how long each phone rings, and the fallback — where the call goes when nobody answers. With sequential ringing, the top-to-bottom member order is who rings first. A saved phrase can be played once before any member phone rings.
Voicemail administration — the boxes, and the messages in them.
Call handling
IVR menus — a key-by-key phone menu, written as a list of caller tasks. Set the number callers dial and the greeting they hear, then one clear task per keypad choice. Timeout is how long to wait for a key before running the no-input task; retries is how many times to replay the greeting after no input or an unknown key.
The same tab carries hold music: what callers hear when somebody puts them on hold. It can be an uploaded file, a saved phrase, or the inherited default — uploaded files override the default, and clearing the file inherits it again.
Time conditions — the schedules behind "allowed hours", and the policy for what happens when somebody places a call outside them. The outside-hours action can refuse the call with a spoken explanation, or ask for a PIN. Per-extension policies override the domain default.
Override PINs let trusted contacts place restricted calls: a contact enters their private PIN to approve an after-hours call. The PIN list is its own panel, and it says the thing that matters operationally — a PIN outlives the policies; clear it here when a person leaves.
An allow list of exact numbers or prefixes bypasses the after-hours action, and emergency numbers always bypass it.
Phrases — reusable announcements built from recordings, pauses and text-to-speech, with optional background music that ducks under the voice. Items play in order, and Preview plays the mixed result as callers hear it. Use phrases for greetings, closed messages, ring-group announcements and phone workflows.
Phone workflows — route a call into an automation: it plays phrases or spoken text, gathers keypad digits, records, transfers, and hands what it learned to the rest of the workflow.
Streams — live audio channels. A call routed into a stream publishes it; calls routed onto it listen. A stream can also play as hold music or under a phrase. Each one has a publish number, a listen number, and a relay token the phone hosts use between themselves.
System
PBX hosts — the machines that run the phone stack. Each host serves one SIP domain per space, and extensions, ring groups and IVR menus are rendered onto it and kept converged. A host is a Linux machine the application reaches over SSH: give it a friendly label, its address, the SSH port (usually 22) and the Linux account used for setup and health checks.
Stack version can be left empty to install the current build; a pinned host reports drift instead of upgrading.
Call records — every call the phone stack completed or abandoned, as the hosts reported it. Filter by time window, extension or outcome.
More
Blocked and trusted addresses — the phone guard. The phone hosts report every lockout (too many wrong passwords from one address) here, and the application remembers: an outside address with three proven lockouts in a day is banned for a day, its third ban is permanent. The page shows the never-block list (ranges the guard ignores — your own offices, the carrier your phones share; it never opens the firewall), the bans with their strikes (lift one, make one permanent, ban an address now), the countries allowed from outside with your own exceptions (a range admitted even when its country is not listed), and each host's live counters. An address on your LAN, or one of a host's own addresses, is never banned. Four permissions: view, trust (never-block), ban/lift, and the country list; lifting bans and trusting a range in one press needs the ban and the trust permission together.
Live trace — the phone system's debugger. Put in an extension, a dialled number, an inbound number, a call id or a browser device and press Start: everything the host does about it — log lines, SIP messages, media, routing and policy decisions — appears as it happens, beside the application's own side of the same call.