When someone joins your company, a few quick steps get them making and taking calls. This guide walks through the whole process in order so nothing gets missed.
Step 1: Create their login
- Go to Organization → Team Members.
- Click Invite.
- Enter their email, first name, last name, and choose a role (start with User for most people - see User Roles and Permissions Explained).
- Send the invitation. They'll get an email to set a password.
Step 2: Give them an extension
- Go to Phone System → Extensions.
- Click Create Extension.
- Enter an Extension Number and set Assigned User to the person you just invited.
Pick a numbering scheme and stick with it - for example 1xx for the office, 2xx for sales, 3xx for support. Consistent numbers are easier for everyone to remember.
Step 3: Add a direct number (if needed)
If outside callers should reach this person directly, open their extension and click Assign Phone Number. Not everyone needs one - many staff share a main number and are reached by extension.
Step 4: Set up voicemail
On the extension's Voicemail tab, turn voicemail on, add a greeting, and enable email notifications so messages reach the person's inbox. See Setting Up Voicemail for an Extension.
Step 5: Get them on a device
New team members can start calling on:
- The browser phone - sign in and call from the portal, nothing to install.
- The mobile app - calls on the go from a personal or company phone.
- A desk phone - if you're issuing one, see Setting Up a New Desk Phone in the Desk Phones & Devices section.
Step 6: Point them to training
Share the Help Center with new hires so they can learn voicemail, transfers, and the mobile app at their own pace.
New-hire checklist
- Invited as a team member, correct role set
- Extension created and assigned
- Direct number assigned (if needed)
- Voicemail greeting recorded
- Signed in on at least one device
- Added to any ring groups, queues, or shared inboxes for their team
Onboarding a whole team at once
Hiring in bulk? See Adding Several Users at Once for batch invitations and automatic provisioning through single sign-on.
Tip: Do steps 1 and 2 the day before someone starts. When they arrive, they just set a password and they're ready.