Sangoma Phone Reference Sheet

Key differences from Avaya IP Office

• Dialing 8 is no longer required, just dial the 10 digit number as normal.  If 8 is dialed before an outside number, the system will still process it.
• When dialing, you will need to press the "Dial" button to initiate the call.

  
  
  If you dial the number first then pick up the handset or press the speaker button, the call will start automatically.

• AS of 7/17/2023, visual voicemail only works for the main extension of the phone, but this is expected to be added in the future.  If additional voicemails need accessed, dial *98xxxx  where xxxx is the extension number.  A button on the phone can also be configured for quick access to this.
• Voicemails and greetings did not carry over from Avaya.  Greetings will need to be rerecorded.  Please see the voicemail section of this document.

User Control Panel

The user control panel gives users a web portal to manage functions of their extensions

• Check voicemail and change greetings
• Check call history
• Change phone status (do not disturb, away, etc)
• Contacts list.  Additional contact lists could be created and shared with extensions
• Edit the buttons on your desk phone
• Additional permissions can be set to allow checking/changing these for another extension.  E.X allow a secretary to check the voicemail for a principal.

To access the UCP, browse to https://voip.pinerichland.org/ucp/ and login with your computer login credentials.  On first login, you will be presented with a short tutorial.  

First, create a dashboard with the + at the top right.  Give a name then click Create Dashboard

Next, click the + on the top left.  Select which widget type, then click the + for the name/extension.  This will add the widget to your dashboard.

Some widgets have a gear that allow you to change additional options.  Voicemail, for example, lets you manage your greetings

Placing a call

When the phone is idle (not currently in a call), enter the number with the dial pad, then pick up the handsent or press the speaker button to initiate the call.

If picking up the handset or pressing the speaker button before entering the number, you must press the green DIAL key before the call will start.

https://www.youtube.com/watch?v=qMtl8XWLGp8

Answering a call

 Handset

Pick up the handset.

 Speakerphone

Press the  (speaker) button.

 Headset

If the phone is not in headset mode: Press the  (headset) button.

If the phone is in headset mode: Either press the   (headset) button on the phone, or the button on the headset itself.

Setting Volume

To set the ringer volume, press the + or - physical rocker buttons on the bottom right of the phone while the phone is idle.  The ringtone will play as a preview of the volume.  

To set in-call volume, press the + or - physical rocker buttons while in a call.

Set a Ringtone

Press the More button under the screen until Menu is displayed.  Press Menu.
Press 3 or use the directional pad to select Preferences.
Press 3 or use the directional pad to select Sound Settings.
Press Change while Default Ringtone is selected.
Select the desired ringtone and press OK, or press preview to preview the ringtone.
Press Submit.

 

Viewing Calls

1. Press the Call Log soft key.
   
   
   
   
   
2. "All Calls" will be shown by default.
   
   
   
   
3. You can use the < and > (left and right arrow) buttons to filter by call type: All Calls, Missed Calls, Received Calls, and Dialed Calls. The current filter option is shown at the top of the screen.
4. 
5. 

Transferring a call

1 minute video on transferring a call with a Sangoma P series phone.

https://www.youtube.com/watch?v=e8jVBNYSWhs

Call Recording

Before recording a call, the other partie(s) MUST be notified according to the PA wire tapping law.  The greeting when calling a school from an outside number includes a line that the call may be recorded.:  https://www.legis.state.pa.us/cfdocs/legis/LI/consCheck.cfm?txtType=HTM&ttl=18&div=0&chpt=57

https://www.parealtors.org/blog/state-wiretapping-and-recording-laws-explained/#:~:text=Pennsylvania%2C%20like%20many%20other%20states,before%20it%20can%20be%20recorded.

To record a call on any phone within the PRSD phone system, dial *1 while in a call and you should hear a tone to signify that recording has started.  To end the recording, dial *1 again.  If a message is played that there are no permissions, contact the helpdesk to have that corrected.

For a P330 (office) phone, press the More button once, and record should be the 1st option on the horizonal buttons.  Press record to start the recording.  

To playback or download the recording, log into the UCP (as noted above) with the user/extension that the call was recorded from.  Add the call history widget and locate the call that was recorded.  Playback controls should be available for that call.  If you can't log into the UCP or don't have the call history widget available, contact the helpdesk.

Set and Change Status

https://www.youtube.com/watch?v=XuNelLk0qpM

Voicemail

Initial voicemail configuration

From your desk phone, dial *97.  You will greeted with the initial configuration, setting your name recording, busy and unavailable greetings, and your pin code.

Checking voicemail

Visual voicemail is accessible from the P3xx series of phones (not classroom phones), only for the primary extension of the phone.  Press the envelope button on the phone to open the voicemail app on the screen.

For the P1xx series of phones (classroom phones), press the envelope button to call voicemail directly.  Follow the prompts to listen to messages or change settings.

From your phone, dial *97 to call your mailbox.

To access a mailbox from any phone, dial *98.  When prompted enter the extension/mailbox number, then the pin when prompted.

Most extensions should be configured to email voicemails with a transcript to the email.  If you aren't getting voicemails in email, contact the helpdesk.

A Voicemail widget is accessible in the UCP at https://voip.pinerichland.org/ucp.  See the instructions in the User Control Panel section of this document.

Shared voicemail boxes are available for some scenarios (front office, cafe, etc).  Dial *98 then the VM extension number and pin to access.  A soft button could be configured for 1 touch access to the voicemail box, and to show the status of any new messages.

Video on voicemail usage  https://www.youtube.com/watch?v=YNzfb8SowlE

Changing the Extension List 

• Log into FreePBX, go to Settings, and click on Endpoint Manager.

• It will show this screen,

  

• from there, click on the Menu, shown on the right side
• Once there, click on Extension Mapping
• After that, it will show a list of names and extensions. You can search by name or by the extension for the person you want. After you find the Person whose extensions you are changing, click on the 2nd Button in Actions.

  

  
• Scroll to whatever extension you are editing, and change the label and/or Extension. If you are Adding an Extension. Click Type, BLF, and then edit the Label and value.
• When you are done, scroll to the bottom, click on the Save, and Change to Save, Rebuild Config(s) and Update Phones. Then click Apply. Should only take 30-45 seconds.