Introduction

The Inventory section of your Crexendo Portal provides the Office Manager an organized list of your domain’s direct dial Phone Numbers, SMS numbers (if applicable), Phone Hardware, and Fax Numbers. The Inventory sections is also where you can assign direct dial numbers to users, assign time frames and call routing to your business numbers, assign SMS numbers to individual users and queues, and configure phones for user’s accounts.

This guide will go through each option and will highlight how this section can be a benefit to you as you maintain your Crexendo environment.

For a video demonstration:

To get started, login to the VIP Portal as an “Office Manager.” To access each section of the Inventory, select the tab you would like to view.

Phone Numbers Tab

You can access, manage, and edit all phone numbers associated with your domain from the phone numbers tab.

1. When you select “Inventory,” the “Phone Numbers” tab will automatically be seen.
2. From this view, you can see what each number is already programmed to do or if it is available to utilize.

3. To edit a number, click the number or the “edit” icon to the right of the number.
4.  A window will open to allow you to choose what you want the number to do.

• User: Enter the extension or name of the user you would like to assign a direct dial number to. The Caller ID Prefix allows the user to see where the call is being routed from.
• Conference: Assign a direct dial number for your previously created conference bridge so that outside callers can call in to the bridge. Enter the name of the conference bridge and assign a “Caller ID Prefix” if needed to show where the call is coming from.
• Call Queue: This option directly routes the caller to the call queue that you connect to the phone number. Enter the call queue name or extension in the blank. There are “announcement for caller” options that are not required. The “Caller ID Prefix” allows the call queue agent to see where the call is coming from.
• Voicemail: This option directs the caller to go directly to an extension’s voicemail. Enter the user’s name or the extension of the voicemail that will be connected to the number. If you enable “Enhanced Voicemail,” it will allow the caller to dial another extension before or after leaving a voicemail. 
• Auto Attendant: This option directs the caller to a specific auto attendant. Enter the name or extension of the auto attendant. 
• PSTN Number: If you need to forward the caller directly to an outside phone number, enter the number in the “PSTN Number” blank. If you include a “Caller ID Prefix,” it will allow the caller to see that the call is being routed through this number. A common use would be an after-hours emergency line.
• Fax Server: If an available number will be used for a fax line, choose the “Fax Server” treatment, and click “Save”. The fax line can be configured in the “Fax Accounts” tab.

To allow your phone number to follow several actions depending on the time frames that have been created:

1. Click on the number that you would like to associate the time frame with. This will open a new dialogue box.
2. Switch the “Enable Time Frames” to “Yes.”
3. To add the new time frames to your phone number, select the drop-down arrow to add a new rule. Select the new time frame and click the green “+” icon. Repeat this step for any additional time frames that you have created.

4. For each time frame, use the “Treatment” drop-down menu for each time frame to choose either a user, call queue, voicemail, auto-attendant, PSTN number, or Fax Server. After you choose the “Treatment,” select the destination such as a specific user, auto attendant, call queue, etc. Click “Save.”

NOTE: When arranging your time frames, make sure your Holiday time frame is at the top of the list and your Default is at the bottom. When a call comes in, it will start at the top of the list and work down to find an applicable time. If “Holiday” is under business hours, it will follow business hours first even if it is a holiday. Holidays are the exception to your call flow rules.

SMS Numbers Tab

This tab allows an admin to assign a SMS number to either an individual user for inbound/outbound SMS messages or to a call queue for inbound messages.

To assign an SMS number to a call queue:

1. Click on the available number in the SMS tab or click the edit icon on the right side of the screen. This will open a dialogue box.
2. In the “Treatment” drop down menu, select “Call Queue.”
3. In the Call Queue blank, enter the call queue that you would like to add the SMS option to. Click “Save.”

To assign an SMS number to a user:

1. Click on the available number in the SMS tab or click the edit icon on the right side of the screen. This will open a dialogue box.
2. In the “Treatment” drop down menu, select “User” and enter the name or extension of the user you would like to associate the number with.
3. Click “Save.”

Phone Hardware Tab

This tab shows you all physical devices and phone hardware in your Crexendo domain. From the Hardware tab, you can add new phones to the domain, edit each phone, and assign phones to users.

To Add a New Phone to the Domain:

1. Within the “Phone Hardware” tab, click “Add Phone.”
2. In the new window which is the “Basic” tab, select the model of the phone using the drop-down arrow.
3. Enter the MAC Address of the phone. This is located on the back of the phone.
4. To assign it to a user, enter the user’s name or extension in the first two lines.
5. Click the “Advanced” tab to enable the company directory.
6. Click “Save.” Now you should see your new phone in the “Phone Hardware” section of the Inventory. 

To Edit an Existing Phone:

1. Locate the phone you would like to edit in the “Phone Hardware” tab of the Inventory.
2. To edit the phone, select the “edit” icon on the right side of the screen. You will have access to the “Basic” and “Advanced” tabs to make any necessary edits.

To Edit the Feature and Line Buttons on Physical Phones:

If you would like to edit the line buttons for options such as speed dials, status notifications, queue login/logout, and many more, access the phone’s SnapBuilder functions.

1. To access SNAPbuilder, click the “gear” icon to the right of the phone.
2. Select “Yes” to edit button configuration for the phone. This will open SNAPbuilder.
3. For a more complete guide to using SNAPbuilder, please reference the SNAPbuilder guide.

Fax Accounts Tab

The Fax Account tab shows any fax numbers that are currently configured in your domain. To edit the existing number, click the “edit” icon or contact Crexendo support.

To create a new fax account, please reference the VIP Fax guide for complete instructions on setting up your fax number for a physical fax account, faxing from your VIP Portal, or by email.