Your Account Level - XINIX

Your Account Level

The Homepage consist of your application selection at the top and widgets that display information regarding the domains activity as seen in figure 2.3 below.

3 Account Levels

As an office manager your account has 2 levels, the Organization level and your account level. 

3.1 Organization / Domain Level

This is where you are taken after you login to the manager portal. This level is where you can make changes and see overview for the entire organization.  

3.2 Account Level

The My Account level will allow you to manage your extension settings and see your specific Call History, Music on Hold, and set your answering rules as seen in figure 4.

4. Your Account Level

4.1 Account Homepage Layout

Your account level is where you can make changes to your own personal account   

and manage your settings. On the homepage you will see an overview of new

messages, recent Call History. The homepage will also display which rule is active

and what phones are currently registered to your account.

In the top righthand corner of the Manager Portal you will see the links for the 

Manage Organization as seen in figure 4.a. which takes you back to the organization level of the manager portal.

The Attendant Console will open the Attendant Console window.

Clicking on your name and extension number on the Account level

will display the options to edit your Profile information and log out of the manager

portal as seen in figure 4.b. 


4.2  Profile

The Profile options allows for you to change your account options such as your first or last name, and Time Zone as seen in figure 4.2.


4.2.1 Directory Options 

 The directory options allow you to configure  Announce in Audio Directory 

Checking the Announce in Audio Directory will list you in the company directory. Callers will be able to search for your extension when routed to a company directory. List in Directory 

The List in Directory options controls if your extension is listed in the Contacts in the Manager Portal.

4.2.2 Caller ID Information 

The Caller ID Information section allows you edit your area code that will be in your Caller ID and appended when only dialing 7 digits on outbound calls. You cannot edit your Caller ID or 911 Caller ID. If you need that changed contact your officer manager.

4.2.3 Change Account Security

The Change Account Security section in the profile windows allows

you to manage your passwords and email settings for your account. Email Address

The Email Address field is the is where you configure your email address

you would like to receive notification from. You can add more than 1

email address by clicking the green plus sign next to the email address field. New Password

The Password field allows you to configure your account with a new Manager

Portal password used to login with. Below is the Confirm Password field which

requires you to enter the new password a second time for verification. Current Password

The Current Password field is required to be filled out with your current

password if any changes are made to any of the Change Account Security options. Change PIN

The Change PIN option allows you to change the numeric

password used to check voicemail messages over the phone. 

Below the Manage Organization, Attendant Console and your profile and logout the application navigation options are displayed as seen in figure 4.2.


4.3 Account Level Navigation Options

On the top of the home page under the Attendant Console, Profile, and Log Out options is the application navigation menu as seen in figure 4.2. Selecting an option here will take you to that applications management center.

4.3.1 New Voicemail Messages Panel

The New Voicemal Messages panel displays all new voicemails as seen in figure 4.3.1. The voicemails are displayed with the number of the caller that left a voicemail. Their Caller ID name. Followed by the date and time the message was left and the duration of the voicemail. 

You will also see the options to Call to Play, forward the voicemail,

download the voicemail locally to your computer or delete the

voicemail message as seen in figure 4.3.1.a.


4.3.2 Active Answering Rule Panel

To the right you will see the Active Answering Rule window which will

display which rule is currently active and provide a summary of how calls

are routed when they reach your extension as seen in figure 4.3.2. You can

select a different answering rule by clicking the Active Answering Rule drop

down and selecting a different rule. 

4.3.3 Active Phones Panel

The Active Phone fields below list the active phones currently registered to your

account you can send and receive calls from as seen in figure 4.3.3. If you do not see

a device listed there that should be, that means the device is not configured for your

account or the device is currently unregistered. Make sure the device is plugged in,

or if using a softphone make sure the softphone program is running. 


4.3.4 Recent Call History Panel

The Recent Call History panel provides an overview of the last 10 calls as seen in figure 4.3.4. 

A phone icon with a green arrow represents an outbound call. A phone with a red icon means a call was not answered. Phone icon with a blue arrow means an inbound call was answered. 5 blue circles mean that a call was placed to a conference bridge.

4.4  Messages

The Messages icon on your account level as seen in figure 4.4 is where all your voicemails, chat messages, and account settings for voicemail options are stored.

4.4.1 Voicemails

Clicking the Message Center will take you to the voicemail tab. On the top

of the  tab, you will see a new message indicator showing how many (if any) new  voicemails your account has as seen in figure 4.4.1.

Underneath the tab selection you will see a drop down as seen in figure 4.4.1.a to display new voicemails, saved messages, or trashed messages.   

On the new page you can see all your new voicemail messages displayed with the caller’s phone number. The Caller ID name, along with the date, time, and duration of the message as seen in figure 4.4.1.b. 

To the right of the message and message information you will see the voicemail management options as seen in figure 4.4.2. 

4.4.2 Call to Play 

Is the phone icon in figure 4.4.2 and allows you to use the Call to Play options where the system

will c all your extension and play the voicemail.  


4.4.3 Forward Voicemail

The arrow pointing to the right in figure 4.4.2 allows you to forward the voicemail to another extension. 

4.4.4 Download Voicemail

The Arrow pointing down as seen in figure 4.4.2 allows you to download the voicemail to your computer. 

4.4.5 Save

The disk icon as seen in figure 4.4.2 allows you to save the voicemail in your account Saved section and will appear when selecting the Saved option from the voicemail box options as seen in figure 4.5.


4.4.6 Delete

The red X as seen in figure 4.4.2 is the delete option and clicking the icon will remove the voicemail. Once a voicemail has been deleted it cannot be recovered from the phone system. If your account is configured to send an email notification with voicemail attachment


4.5 Chat

On the Chat tab you can see all your Chat conversations as seen in figure 4.5. The message is displayed with the contacts name. The last message received or sent.

To the right of the message you will see the time and date that message was sent or received as seen in figure 4.5. Along with the option to reply to the message. Or delete the message. To start chatting with someone, click the 

New Conversation button as seen in figure 4.5.a.                                   

Start typing the contacts name or press down arrow on your keyboard to list all contacts

you can chat with. 

You can also chat by clicking the Contacts icon, then clicking the chat icon next to their name as seen in figure 4.5.b. Or by finding the person in the contacts window and selecting the message icon next to their name.

4.6 Settings

Next is the settings tab as seen in figure 4.6. This is where you can make changes to how your account handles voicemail. 






4.6.1 Enable / Disable Voicemail

The Enable voicemail option as seen in figure 4.6 allows you to enable or disable the voicemail by clicking the checkbox next to Enable Voicemail. A check means voicemail is enabled and unchecked means that it has been disabled.


4.6.2 Inbox Options 

Below the option to enable and disable are the voicemail Inbox Options as seen in

figure 4.6.2. These allow you to control your experience when calling in and checking your voicemail. Sort voicemail inbox by latest first

Clicking the box next to Voicemail inbox by latest first will configure your voicemail to

play the voicemail message that was last left first. If this option is not enabled the voicemails will be played in the order they were received. 

Clicking the box next to Announce voicemail received time will tell you the time the voicemail was left when checking messages. Announce voicemail received time

Clicking the box next to Announce voicemail received time will tell you the time the voicemail was left when checking messages Announce incoming call ID

Clicking the box next to Announce incoming Call ID will have your voicemail read the caller ID number off.

4.6.3 Greetings

Under the voicemail inbox options, you will see the Greetings section as seen in figure 4.6.3 which contains your Voicemail greeting and recorded name used in the company directory. Manage Voicemail Greetings

Clicking the manage icon as seen in figure will take you to the manage greeting page as seen in figure selecting the Upload option will allow you to upload a new voicemail greeting by selecting a file from our computer.

Selecting the Record options allows you to record a greeting by calling you

at a local extension or full phone number. Then clicking the call button.

The system will then call you at the number entered and you will be able

to record your greeting. You can record multiple greetings. After they

have been uploaded you can Download them, Edit them, or Delete them. 

Under the Greetings you will see the Unified Messaging options which

will allow you to manage your email notifications. If you would like to

receive email notifications, change the option from none to the email

notification setting you would like. Send with hyperlink, will send your email with a hyperlink to the voicemail. Recorded Name     

The Recorded Name option as seen in figure allows you to record your name which will be played when the company directory says your name. If no recording is uploaded the system will read your name off by each letter. When clicking the Manage icon the  Manage Recorded Name window appears as seen in figure which will allow you to upload a recording from your computer. Or record a new name by clicking the record and having the system call you to record.


4.6.4 Unified Messaging

The Unified Messaging center as seen in figure 4.6.4 allows you to control your email notifications for voicemails and missed calls. Email Notification

The Email Notification options as seen in allows you to select if you would like to receive an email notification when a voicemail is left and what to do with the voicemail if an email notification is sent. Voicemail Transcription

The Voicemail Transcription option allows you to select if you

want voicemail transcription enabled, a service that translates

a voicemail message into text, and which service provider you

would like to use for transcription if any are available. Send email when mailbox is full

The Send email when mailbox is full option will send you an email when you’ve gone over your mailbox data storage limit. Send email after missed call 

Enabling the Send email after missed call will email you each time you miss a call even if the caller does not leave a voicemail.


4.6.5 Save

For any of the changes to take effect you must click the Save button at the

bottom of the page as seen in figure 4.6.5. The Cancel button will disregard any changes made.

4.7  Contacts

The Contacts center icon as seen in figure 4.7 is where all users with ‚ÄúList in Directory‚ÄĚ enabled under their profile as seen in figure 4.7.a are listed. If you do not see a user listed that is because ‚ÄúList in Directory‚ÄĚ has been disabled.¬†


4.7.1 Groups       

On the Contacts page, you will see a drop down as seen in figure 4.7.1.a that will let you filter for: All Users 

Displays all users on the system with List in Directory enabled. Your Favorites   

Displays contacts you selected as favorites. Which you can add to by clicking the star next to the contacts name. Shared

Shared contacts are contacts available to the entire    organization added by Office Managers. My Contacts 

Contacts you have manually added by clicking the Add Contact button in     the top right.  Coworkers  

Displays all contacts in organization with List in Directory enabled. Departments

Which break users down by the Department entered on their user profile. Available Users  

Displays contacts that are available to be called or chat via the portal. Busy Users 

Are users currently on the phone or has their status set to Do Not Disturb. Offline Users 

Users who do not have a registered device and not logged into the portal available to chat. 

When selecting a contacts group option, the contacts for that group will appear as seen in figure 4.7.b you will see the contacts listed. You can sort them by Name, Status, Department and Email. Contacts displayed with a green dot are available. Contacts displayed with a smaller blue dot in front of the green means that person is available to chat in the portal. If the contact has a red circle that means the user is currently busy.

4.8 Answering Rules

The Answering Rules icon as seen in figure 4.8 will take you to your answering rules center. Answering Rules are how you control what devices ring, how long those devices ring for, and what to do with the call if it is not answered. 

Clicking the Answering Rules icon in will take you to your Answering Rules center as seen in figure 4.8.a. Here you will see your answering rules listed. If you 


4.8.1 Ring Time Out    

When you click on Answering Rules you will see the option to set the Ring Time

Out as seen in figure 4.8.1. This is what controls how long a call attempts to ring you for.  

To set the ring time out click the drop down to select how many seconds you would like calls to ring before sending the call to your Voicemail. If you do not want a ring time out, meaning you want your phone to ring forever, select Unlimited at the bottom of the drop down.


4.8.2 Allow and Block Phone numbers

To the right you will see the Allow and Block button as seen in figure 4.8.2.

This allows you to enter certain phone numbers to allow or prevent them

reaching you. Clicking the Allow / Block button will open the Allow / Block window as seen in figure 4.8.2.a

On the left is the allowed numbers. This allows you to add numbers that are blocked by the domain so you can still receive calls from that user. Phone numbers added to allow will also let the call bypass Call Screening. If you have Call Screening enabled but want certain phone numbers to not have to record their name when calling you, add them to the allow field. Then when that number calls you, they will be sent directly to you and not have to record their name first.

Block allows you to add phone numbers you do not want to be able to reach you. To add a phone number to Allow or Block, simply enter the number into the respective field and click the plus sign to add the phone number. You can also block all anonymous or unknown callers simply by clicking the check box next to Block anonymous or unknown.

Click Done once you have finished adding phone numbers.

4.8.3 Add Rule

To the right is the Add Rule button as seen in figure 4.8.3 which allows you to configure a new Answering Rules for your account by opening the Add an Answering Rule window as seen in figure 4.8.3.a.

On the Add Answering Rule window you will see the Time

Frame drop down as seen in figure 4.8.3.b. Time Frames

are a set period of time which covers when we want certain

events to occur, such as our phone to ring. Select

the Time Frame you would like the new rule to take effect. 

The Enable check box allows you to enable or disable the rule. Check box means the rule is enabled. Unchecked means the rule has been disabled. Do Not Disturb

The Do not Disturb option as seen in figure Which will prevent calls from

reaching your devices and send

the call to voicemail if voicemail is enabled or disconnect the call if voicemail is not enabled. Screening

Underneath you will see Call Screening. When Call screening is enabled, callers record their name. After they record their name, then your devices will ring. If you answer the call, it will play the users name and allow to press 1 to be connected or hang up the call and have them be sent to voicemail or wherever your Call Forwarding options are configured to send unanswered calls. Call Forwarding

The Call Forwarding options as seen in figure will route

calls based of the options select and your activity.  Always 

Always, which will forward the call to the destination entered in the Extensions, phone number, or phone field. You can enter an extension of another user.  Another phone number which does not have to be on this system, it can be a cell phone or any number you desire. Or it can be a specific device. Or even a voicemail box. When Busy

When Busy forwards calls only when you are already on the line or busy.  When Unanswered

When unanswered dictates where to send the call when the Ring For X Seconds has been reached. When Offline

When Office routes the call to the desired destination entered into Extension, number, or phone field when the user’s devices are offline. If you use a softphone on your laptop and shut down the softphone this is where your calls are forwarded to.  Simultaneous Ring 

The Simultaneous Ring options, also known as SIM ring for short, seen in

figure allows you to configure what devices ring when receiving a

call. Clicking the Simultaneous Ring box will allow you to ring more than just your extension and allow you to ring other extensions or phone numbers as well. Include user’s extensions 

Enabling this option will make sure your extension rings when sim rings is enabled.  Ring all user’s phones 

This option will ring all devices registered to your account. Answer confirmation for off net numbers 

This option lets the user know the call is forward to that it is a forwarded

call from their phone system and gives them the option to be connected

to the user by pressing 1 or hanging up the call so they are not connected with the forwarded party.  Add Calls to SIM Ring

To add phones to the Simultaneous Ring for the call to be forwarded to enter the extension, number, or specific devices you would like to forward the call too like in figure 


The clock icon next to the extension number or phone field is a ring delay as seen in figure

You can delay this device from ringing in 5 second increments. 

If you wanted a call that came into your extension to ring your cell phone if the call was not answered in 10 seconds you would configure the field to the right with your cell phone number. Then click the ring delay icon and slide the ring delay up to 10 seconds. 

If you wanted another extension to ring after 15 seconds had gone by and the call was still not answered, click the plus sign. 

Another field to enter an extension, phone number, or specific device appears. Enter the destination you would like to forward the call to as well. Then set the ring delay to 15 seconds as seen in figure   

Now when a call reaches us, it is

routed to our extension. If the call is not answered in 10 seconds, then our extension and cell phone will start ringing. If the call is still not answered after 15 seconds our extension, our cell phone, and the other extension will start to ring.

Once an extension starts to ring it will continue to ring unless the call is answered, or the caller disconnects the call. 

If you are looking to have a device stop ringing and more onto another device or phone number, talk to your office manager about configuring a Call Queue.  Just ring user’s extension

The final option is Just ring user’s extension which can be enabled by disabling Simultaneous ring then clicking the check box next to Just ring user’s extension as seen in figure

For any of these changes to take effect you must click Save. If you do not want the changes to take effect,

click Cancel as seen in figure 

Once a rule is created you can drag and drop them to prioritize them as seen in figure Rules are read in a top to bottom format meaning the system checks the 1st rule to see if the Time Frame for that rule are in effect. 

If the Time Frame selected for the Answering Rule is in effect it will follow the action configured in that rule. If the call is not occurring during the Time Frame selected for the answering rule the system will then check the next Answering Rule below and so on until it finds a rule with an active Time Frame as seen in figure 4.8.4. The 1st rule the system sees with a time frame in effect is the rule the system uses to route the call. 


4.8.4 Answering Rule configuration example

  • If we wanted our phones to ring during business hours.¬†
  • After hours we wanted calls to go directly to voicemail.¬†
  • Then Friday we were out of the office and wanted calls to go to our cell phone.

First, we would configure the default rule to send calls directly to Voicemail as seen in figure 4.8.4.b.


We would create a rule and select the Time Frame for our business hours. Configure the call forwarding and SIM ring to our liking then drag the rule above the default rule as seen in figure 4.8.4.c.


We would then create an answering rule with the out of office Time Frame selected and drag that rule to the top as seen in figure 4.8.4.d.


We would drag the vacation answering rule to the top. Then we would drag our rule we created for our open business hours under the out of office answering rule. Finally, we would have our default rule on the bottom.  

Now if a call came in Monday through Thursday during our normal business hours, the Vacation rule would be ignored as the time frame is not in effect. The system would then look at the next rule underneath. The open hours rule would then take effect as the call came in during that time frame and would route the call based on the options selected in that rule.

Now if a call came in after our normal business hours on Monday through Thursday. It would check the 1st rule, see that time frame is not in effect then move onto the next rule.

It would see the call time does not fall within the Time Frame of the second rule so the system will move onto the next rule. The default rule uses the default time frame which is active 24/7 so this rule would take effect. 

Now if a call came in on Friday during our normal business hours, the system would check the vacation rule. See that the call is during this time frame and use the vacation answering rule to forward the call. 


Always remember the system reads the answering rules in a top-to-bottom order and will use the first rule with an active time frame to route the call. If a call is not being routed using a rule you want, then there is another rule the call time frame is matching. Answering Rules are how you control what devices ring, how long those devices ring for, and what to do with the call if it is not answered. 

4.9 Your Time Frames 

The Time Frames icon as seen in figure 4.9 will take you to the Time Frames application center. Time Frames are a set period of time which covers when we want certain events to occur, such as our phone to ring. 

We create Time Frames with different time and date ranges so we can apply them to answering rules which then allow you to control how calls are routed depending on the time of the day the call occurs. 

To view and create your available Time Frames click on the Time Frame icon in the top navigation menu bar. Here you will see all the time frames available for you as displayed in figure 4.9.

Time frames with names in black and without the option to edit or delete are time frames created at the domain level that are available to everyone in the domain to use. You can only edit the time frames with blue name that you created. If you need domain level Time Frames changed contact your Office Manager.

4.9.1 Adding Time Frames 

To create a time frame, click on the Add Time Frame button as seen in figure 6.1. After clicking Add Time Frame button the Add Timeframe window will appear as seen in figure 6.1.1


The Name field allows you to give the Time Frame a name that will help identify the rule. The name cannot be changed once the rule as been created. If you want to change the name delete the rule and recreate it with the new name.

Under the name field, you see three options for when the time frame should be in effect:  Always 

This option makes this rule always in effect 24 hours a day 7 days a week 365 days per year. Days of the week and times

Which allows you to select specific days of the week and the hours in the day you want the time frame to take effect. When selecting this option, the days of the week appear with a check box that allow you select which days you would like the time frame active. Once selecting a day of the week, a blue bar appears allowing you to slide the ends to when you would like the time frame to stop and start as seen in figure

If would like your time frame to be in effect from 7am to 7pm, simply click on the edge of the blue bar and slide them over to the desired time as seen in figure 

If you’d like a break in the middle of the time frame click the plus sign next to the 11:59m as seen in figure

You will then see another blue bar appearing representing when the time frame will take effect as seen in figure 6-1-5.  Specific dates or ranges 

This option will allow you to configure a time frame to be in effect for specific dates. After selecting the Specific date or ranges options you will see the to and from dates as seen in figure 

When clicking in the To or From date fields a calendar will appear as seen in figure

Then select the end date you would like the time frame to start and stop. Below the calendar is the Hour and Minute options so you can configure your time frames to start and stop certain hours on the selected dates. 

Clicking the plus sign will all you to add more date ranges for the time frame to be in effect. 


Once a Time Frame has been created you can change the time frame and time by clicking the edit icon next

to it. To remove the time frame, click the delete icon next to the time frame as seen in figure 

4.10  Phones

The phone icon as seen in figure 7 will take you to your phones center and will display your list of what devices are registered to your account as seen in figure 4.10


A green icon next to the device means the device is registered and will be able to send and receive calls without issue.

A red icon means the device is unregistered. This could be caused because the device is softphone and currently turned off. Or the phone system is unable to communicate with the device. 


To the right of the status indicator is the name of the device. Followed by device type, the manufacturer and model number of the device, the IP address the device is registered at, the MAC address of the device.

And finally, the line number the device has the extension number displayed.


4.11 Music on Hold

Clicking the Music on Hold icon as seen in figure 4.11 will take you to your accounts music on hold center and will list all the custom music uploaded to your account that is played when you place someone on hold as seen in figure 4.11.a.

Music played in a top-to-bottom order or randomized depending how the queue was created. 


4.11.1 Music on Hold Settings

Clicking the setting button will display the Music On Hold Settings as seen in figure 8.1 which allows for the option Play introductory greeting to be enabled. When the option is selected, you will be asked to upload a WAV or mp3 file of the introductory greeting. This introductory greeting will always play first when someone is placed on hold then music afterwards. 


4.11.2 Add Music on Hold to your account

The Add Music button as seen in figure 

4.11.2 will allow you upload an mp3 or WAV file

format and name the music on hold file. 


4.12 Your Account Call History 

The Call History icon as seen in figure 4.12 will take you to the Call History page. Where you will see the calls made to and from your account for the specified date range as seen in figure 4.12.a. 

4.12.1 Call History Filters 

You can change the date range by clicking the Filters button as seen in figure 4.12.1.

After clicking the filter button, the Call History Filters window will appear as seen in figure 4.12.1.a. Here you can change the Call History date range. 


4.12.2 Caller Number 

Allows you to search for calls from a specific phone number by entering the number into the Caller Number field. 

4.12.3 Dialed Number

The Dialed Number field will let you filter for a specific number that you dialed. 


4.12.4 Call Type


The Call Type drop down as seen in figure 4.12.4 lets you filter based

off the type of call. Inbound, Outbound, or Missed call. 

Clicking the Filter button as seen in figure 4.12.4 will then display

   Calls displayed with a red x are missed calls. 

Calls displayed with a green arrow are outbound calls. 

Calls displayed with a blue arrow are inbound calls that were answered.

You can set the Call History to display 15, 25, 50, and 100 calls per page as seen in figure 4.12.4.a.

   The caller can be added to your contacts by clicking the Add Contact icon as seen in figure 4.12.4.b.

You can add a call to your contacts by clicking the Edit Icon next to the call which will display the contact information fields as seen in figure 4.12.4.c. 

If call recording is enabled for your profile, device, or if the call was from a queue configured to record calls you can download the call clicking the Download icon as seen in figure4.12.4.d.

If you’d like to listen to the call without downloading the call you can click the listen icon as seen in figure 9-1-7 which will open a media player right in your browser as seen in figure 9-1-8

4.13  Exporting Call History

The export icon as seen in figure 4.13 allows you to download the call history into a csv file that

can be opened in any spreadsheet application such as Excel or Apache Open Office. 


4.14 Log Out 

This option as seen in figure 4.14 will log your extension out of the portal and take you back to the portal login page. 


What you`ll learn:

  • Work with sales Xinix
  • Customize your account to fit your company`s needs
  • Get your team set up
  • Sync your emails, contacts and calendar

Supporting materials: