SmartPBX User Guide

The SmartPBX App combines the most common PBX functionality with a beautiful user interface. All services are controlled via API’s, allowing you to extend the App functionality as needed. Within the interface, create, manage and remove services for your users.  You can quickly create new client accounts and specify what access you want to provide. Features such as individual fax-to-email boxes, call forwarding and hot-desking are easy to understand and implement.


> 💡 NOTE: This documentation refers to the Monster UI implementation

SmartPBX Dashboard

The SmartPBX dashboard provides a comprehensive overview of your entire product offering. Within this dashboard, review the total users, devices and associated phone types, conference bridges, main numbers and conference numbers. Also view the total amount of spare numbers and assigned numbers.

NOTE: For a detailed look into the dashboard, go HERE.

Managing Numbers - Purchase, Port and Assign 

Provide each user with their unique direct-dial phone and extension number. Assign a spare number within the Interface, or buy or port numbers and then assign the number. When a number is ported or purchased, it will populate the Spare Numbers tab. You can also set office hours strategy, office holidays, and select the way callers reach clients.

NOTE: We have also created a video describing managing numbers!   You can find it [here](

Numbers in Use

This will give you a summary of the current numbers used by your account and who it is assigned to.  The icons to the right of each name and number will show what settings have been enabled.  You can view and edit these settings by selecting the gear to the far right.

Spare Numbers

This tab will display any numbers available for you to use that you have already purchased, but not yet assigned.   You can assign these numbers when you set up a new user.

To Purchase a Phone Number - Optional

If you want to buy a number, you can select the “Buy” icon that is displayed when the Spare Numbers tab is selected. 

Choose whether your number should be a toll-free or a Local number.  Then you will see a dialog like below:

- Search for an available number by city or area code. You can then decide what and how many numbers to purchase
- Add one number or multiple and then click “Buy Numbers.”
- The number will be added to the “Spare Numbers” tab, which you will need to assign a number to a user.

To Port a Phone Number - Optional

You can also choose to Port an existing number you own to your new account.   

This process can take up to two weeks, so make sure to give yourself time.

The link will forward you to our Porting manager app. This steps you though every detail and provides a tracking system to monitor the port process. We strongly recommend you refer to our

[Porting Manager App](/54128db9172648038c98908fe2117cd7) documentation for this.  The steps below are only a quick overview of the process.

Adding Users  Once you have your list of numbers you can add users and assign both numbers and devices.

Select the “Add User” button at the top,  to get started.

For more details on the settings here, please refer to the companion STEP guide, HERE.

NOTE: We have also created a video describing adding users!  Check out our link to SmartPBX videos

Assign Numbers to a User Already Added

If you have added users before you purchased your numbers, you can follow the steps below

  • Within the “Users” tab, search for the user you want to add/update, and click on the “Phone Numbers” button for the specific user.
  • Click on the “Add from Spare Numbers” button.
  • Select what Spare Number you would like assigned to the user.
  • Once you have chosen a spare number click “Add Selected Numbers.” This will link the number with the user in a few seconds.

Manage User Features

Manage what features your users can access. Turn on/ off and manage Caller ID, Call Forwarding, Hot Desking, Voicemails, Faxbox, Conference Bridge, Find Me, Follow Me, Music-On-Hold and Inbound Call Recording.

To Access User Features

  1. On the “Users” tab of SmartPBX, just left of the dashboard.
  2. Within the “Users” tab, click on the “User Features” button for the specific user.
  3. This will show all available User Features, click on a specific feature and enable.

Call Failover: Designed for resilience, the Call Failover module activates when the primary line/user devices are unreachable. It ensures that calls are rerouted to a pre-specified secondary number or device, thus minimizing the chances of missing important calls due to unforeseen service interruptions.

Call Forwarding: This module enables users to redirect incoming calls to another number, extension or even voicemail box. It’s particularly useful when you are unavailable at your primary location or if you wish to redirect calls to a colleague or a different department.

Call Forwarding Status: This toggle is set to ‘Enabled’, which activates the Call Forwarding feature. When ‘Disabled’, all Call Forwarding rules are inactive, and incoming calls will not be forwarded according to the settings below.

  • Off: When selected, Call Forwarding is disabled, and all calls will be received by the original destination without being forwarded.
  • Always On: Activating this setting will forward all calls to a specified destination regardless of the status of the original line.
  • Busy: This setting is used to forward calls only when all line appearances are busy.
  • No Answer: Calls will be redirected if the call is not answered on any assigned device within a set number of rings.