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Setup Your Team

Creating users

Create Users from the Admin Section in the 3CX Web Client.

To setup your users on your new 3CX system:

  1. Go to “Admin > Users”.
  2. Click on the “+ Add user” button.
  3. Specify email and name.
  4. Select “ROLE” - Now this is an important one. You are set up as the “Owner”, so you can do the kind of things you are doing now like creating users. If you make another user a Manager, he/she can do the same. If you select “User”, then they can only manage their own account, they will not see the “Admin” pages. Furthermore, they can only see their own calls, not anybody else’s. You can see all calls! If you want a “User” to see and manage calls and live chat for everybody, but not configure the system, make them a “Receptionist”. If you are setting up a dedicated 3CX system, you have additional security roles, such as “System Owner” and “System Administrator”. More about that below in the section “Security roles”.
  5. Main Group membership - Dedicated systems only. Ideally a user should be part of just one group. But if he/she is to part of multiple groups, then the main group membership option appears. The office hours of this main group will be applied to the user. 
  6. Each user gets assigned a “3CX Talk” link. More about that below.
  7. Click “Save” to create the new user. Continue creating all the members of your team.
  8. Your team members will get an email with account details.

Importing users

To import a batch of extensions, you can either:

  1. Create a CSV file with the extensions formatted as follows:
    FirstName,LastName,EmailAddress,MobileNumber

James,Bond,[email protected],+35999979777
Use a spreadsheet or text file editor, download a sample here. If you want to import more extension features then you can see the full list of importable fields here. 

  1. If you have Microsoft 365, you can import extensions and automatically sync users when you add or delete Microsoft 365 users. This requires a dedicated instance, more info in the Microsoft 365 integration guide.

3CX Talk & Meet links

Set the 3CX Talk and 3CX Meet links for the Users

“3CX Talk” links are weblinks that allow people to call you or your company just by clicking on the link. No need to dial a number or more importantly pay for the call. The visitor does not need any special app either, it works pretty much from any browser be it on a computer or a smartphone (using WebRTC).

Each user gets their own “3CX Talk” link that they can put in an email signature or send out to whom they wish. You also get a company Talk link which you can paste on your website or in your company email signature to allow people to call you just by clicking on the link. No need to copy and paste a number or pay for 1-800 charges. Example “3CX Talk” links:

  • https://pbx002.3cx.cloud/mariajohnson/
  • https://pbx002.3cx.cloud/mycompany/

Users can find and edit their “3CX Talk” link ‘friendly name’ in “Settings > General”. You can edit your company's “3CX Talk” link from your “Call Queue” or “Ring Group” in “Admin > Call Handling”.

3CX Meet

By sharing the “3CX Meet” link, visitors can go directly to the meeting room of the person to start an ad hoc Video Conference:

  • https://pbx002.3cx.cloud/meet/mariajohnson/

To avoid spam calls, you can request Name and Email first and accept or reject the call based on that.

Forwarding rules

Customize user Call Forwarding settings in 3CX

“Call Forwarding” defines how 3CX routes calls based on the User’s status. Say you’re in a meeting and your status is set to ‘Do Not Disturb (DND)’ then you can forward all calls to your “Voicemail”. The following options are available:

  • Forward Unanswered Internal and/or External calls to:
  • Same as all calls
  • Voicemail
  • Extension number: You can also select to direct calls to the extension’s voicemail
  • My Mobile - In case of external calls you can optionally select
  • Rebound - Will announce caller and allow you to accept or reject
  • Call Deflection (302) - Will forward at provider level (provider must support it)
  • External Number* (Rebound and Call Deflection can optionally be selected)
  • System Extension
  • Send busy.
  • Busy or Not Registered: When your extension is busy or not registered, you can set calls to be handled using the same options as above.
  • Also ring my mobile
  • Accept multiple calls
  • Accept PUSH notifications.

Note: If you do not wish your “Users” to configure their own forwarding rules, you can disable their access by selecting the option “Hide Call Forwarding Rules” in “Users > Options > Restrictions”.

Exceptions

You can configure exceptions to the above rules, for example calls from your boss or your most important clients can be handled differently. Simply specify their caller ID, any time limitations, and the alternate route. You can configure up to 15 exceptions.

Switch Status

Plan and set your availability with 3CX's user-specific scheduling feature

The “Switch Status” can automatically change a user’s status to “Available” based on the group or extension office hours. Outside of office hours, the extension’s status is switched to “Do Not Disturb” and during break times is set to “Away”.

By default the extension will use the office hours configured for the group. You can however override these and make specific office hours for the extension. Optionally, you can disable outbound calls outside of office hours.

Security ‘Roles’

3CX uses the concept of roles to define what a user can do on the system and who can administer what:

  • User Role - The most basic role. Can see the presence of other users.
  • Receptionist - This role is intended for a receptionist. It can override office hours open, break and close, for the “Groups” that they are a member of. They can also see group calls, presence and perform operations such as (divert, transfer, pickup, park and intercom).
  • Group Administrator - A Group Administrator will have access to the “Admin” view. Group Administrators by default do not see reports or recordings and cannot Listen in or Barge in. A Group Administrator can configure Call handling, SIP Trunks, WhatsApp, Live chat and so on.
  • Manager - This role also has an “Admin” view in the Web Client. Here the Manager can configure user settings such as Call Forwarding. He/she can create Users and elevate roles. They can see reports and recordings. In terms of presence and calls they can do everything the Receptionist can but they can also Listen in or Barge in.
  • Owner - An Owner can do everything a Group Admin AND a Manager can do. It's meant for owners of companies or at least ‘owners of a department’. So Owners can also Barge in, Listen in or Whisper in addition to administering their group. An Owner can only elevate people to Manager or Group Administrator within his own group.
  • System Administrator - A System Administrator can see everything for all the groups and all SIP trunks, even if they are not part of the group. System Administrators cannot Barge in or Listen in to calls. They also cannot make anybody else System Administrator or System Owner.
  • System Owner - A System Owner can do everything a System Administrator can do AND Barge in, Listen in and view recordings and reports. Also a System Owner is the only one who can elevate users to System Administration or System Owner. (Applies to Dedicated instances only)

You can see a table with the exact rights each role has here.

Groups

Extension groups allow you to group extensions together so that you can apply the same language, time zone and office hours to them. All extensions are initially assigned to the “Default” group. Note: An extension can be a part of multiple groups, but will follow the office hours of the "Main Group Membership" assigned.  

In addition, each group has its own “Mini IVR”. You can route calls to this group so that calls will be routed based on the office hours of the group. You can configure this from the office hours section.

To create an extension group:

  1. Click on the “Groups” function and then the “Add Group” button.
  2. Specify a name for the group.
  3. In the members section, click on the “Add” button to add members to the group.
  4. Click “Save” to create the group.

Google or Microsoft Single Sign-On

If you have the 3CX FREE or 3CX SMB edition, then Google Single Sign-On has been automatically configured for you. You can login with your Google account.

If you have a dedicated install of 3CX, you can allow users to access 3CX using single sign-on from either Google or Microsoft. This means you can have 2FA (2 Factor Authentication) and this will greatly increase the security of your system.

Log in to the Management Console and then configure single sign-on for Google or Microsoft.

See also

Last Updated

This document was last updated on 3 October 2023

https://www.3cx.com/docs/manual/setup-team/