The short answer
What a seat is
One extension per person who makes and receives calls. It comes with voicemail, the Webex app on desktop, phone and tablet, Callpop, texting on the person's own direct number when they have one, and every calling feature. A seat added mid-month appears on the next invoice.
Adding it in the portal
Open Extensions and press Add Extension. Give it a name, an extension number, and the person's email address. Users are normally numbered from 101 upwards; 200 is reserved for the voice portal on every account and cannot be used.
The Add an email login block has two checkboxes, both ticked by default. The first creates the person's Webex account. The second emails them their setup instructions. The email goes out only when an address was typed, and the Webex box decides which version goes: Webex plus Callpop, or Callpop only. If you untick the email box, the portal shows the login on screen with a copy button instead, so you can hand it over yourself.
Or send it to us
Email or text us the person's name and email address, which groups or queues they should be in, whether they need a desk phone (the MAC address from the back sticker, if you have one), and whether they should have a portal login. We build it and confirm.
The welcome email
It comes from support@vocatech.com with a subject beginning Welcome to Vocatech, and it is sent once, when the extension is created. It carries the extension number, the Apps Login email and password for Webex and Callpop, the download steps, the step to set the Webex ringtone to None, and our phone number. On a company that signs in with Google or Microsoft it carries no password and says to sign in with the work account. It says nothing about the admin portal, because a portal login is a separate thing; see portal logins.
If the email never came
Spam and Promotions, first. Then open the extension, go to the Apps tab, and on the Apps Login card press Resend welcome email. On a normal company the resend issues a fresh password, because the original cannot be read back, and the email carries the new one; sign-ins already open keep working, and the next sign-in uses the new password. On a Google or Microsoft company nothing changes and the same email simply goes again.
The Webex activation email is a different email. Cisco sends it, and we can ask Cisco to send it again to everyone at your company who has not activated yet.
Phones, groups, and the rest
- A desk phone is added on the extension's Phones tab by its MAC address, then set up once: see setting up a Poly phone.
- Add the new extension to the hunt groups and call centers it should answer for, on each group's Routing tab.
- Voicemail is on from the start; the person records a greeting the first time they dial in. See voicemail.
- Texting in Webex needs the person on the number's list; see Textdock in Webex.