RingRoost – How to setup a hosted PBX
The original article can be found here: How to setup your own office PBX, voip setup diagram.
Building your own business phone system does not have to be an expensive project or technical nightmare only to be conquered by the most experienced professionals. Working
with RingRoost’s drag and drop phone system builder, anyone who knows how to boot up a computer can now set up their own phone system for their office or even home.
Voip Setup Diagram
In this step by step guide, I will show you how to set up a 3 line office phone system for your own company. The phone system we are going to setup has three phones each with their own ten digit phone number (accessible by anyone) and each with their own extensions, voip setup diagram. When one of three phones wants to dial another they simply dial the extension and are connected, if they want to dial out they simply dial the 10 digit phone number they want to reach and they are connected.
One phone (considered the “main company phone”) in the system has an interactive voice response menu that prompts anyone that calls it to dial 1, 2 or 3 and then connected them to their desired extension. The main phone is also E911 capable, which is required for most office/small business and home phone systems in the USA.
Here is a link to a video that shows the whole process, you can watch the video and/or follow the steps below to set up your own PBX.
To give you a rough idea of what this will cost: I bought the three phones a total of $120 ($40 a piece), as far as service I have only used $8.50 in RingRoost’s credits after 3 months of making and taking calls on my three line phone system.
STEP 1 – GET THE RIGHT VOIP PHONE(S)
To get started you will need to acquire a few VOIP phones (meaning they support SIP). I would recommend the Grandstream gxp1400. It’s a great phone and you should be able to find one for under 50 bucks, voip setup diagram. If you need a wireless phone (ie: where you want your phone setup is not near an ethernet line) then I would go with the Panasonic KXTGP500B04 (it’s pricier, but all wireless phones are).
STEP 2 – GET A PHONE NUMBER AND CREATE A NEW PHONE SYSTEM
After you have your phones you have gotten the hardest part out of the way. Now we just need to leverage RingRoost’s drag and drop builder to set up our phone system. If you don’t already have an account with them you can sign up here .
After you signup, you will need to get three phones number (or more or less depending on how many phones you want to setup). Buying a number is simple, in your RingRoost account under “Phone Numbers” click “Add Phone Number” and then search for your area code and select the number you want, voip setup diagram. Numbers are really cheap with RingRoost (under $1/mo for most numbers.) Here is an example of buying numbers:
After you have your three numbers, go to your dashboard and add a new call system names “My office PBX”, after adding it click “View/Edit” and you will be taken into the Phone system builder.
Adding a new phone system:
STEP 3 – ADD AN INBOUND PHONE AND VOIP PHONE
RingRoost’s phone system builder allows us to build out our phone system by dragging and dropping various elements (left navigation) on the diagram and then connecting the elements together. FYI: It’s a live system, so the he second we click “Save” our phone system will be functioning and ready to use, voip setup diagram.
There are a number of elements, but for now, the only two we need to worry about is the “Inbound Phone Element” and the “VoIP Phone Element”. The inbound phone element is the
element that handles an incoming call when one of your numbers is dialled – it’s effectively the “starting point”. We will start by dragging an “Inbound Phone Element” on the board and then selecting any one of the three phone numbers in the drop-down that appears, voip setup diagram.
Next, we need to connect the “Inbound Phone” to a “VoIP Phone” element. This simply means that when anyone dials the inbound phone number that the call will be sent to the “VoIP Phone” and that phone will ring. Go ahead and drag and drop a “VoIP Phone Element” on the diagram and connect the two elements. Set the “VoIP Phone Element” extension to 1, voip setup diagram. Finally, save your phone system by clicking “Save” in the top right.
Your phone system diagram should now look like this:
STEP 4 – REGISTER YOUR PHYSICAL PHONE WITH RINGROOST
Now for the only slightly tricky part. We need to register our physical VoIP phone with RingRoost’s “VoIP Phone Element”. Inside the element, you will see a SIP Host, SIP Username and SIP Password. Those are the only three things you need to register your physical phone, voip setup diagram. Every physical VOIP phone will have a way to enter SIP credentials (hostname, username, password), but how this is done changes from phone to phone. Below is a link to a quick video on how to register your phone with RingRoost for the Grandstream GXP1400. Even if you are using a different phone the process should be very similar.
Video of Registering a SIP phone with RingRoost
After your phone is registered you should be able to make and receive calls, so go ahead and give a friend a call on your new phone and then have someone call your number just to make sure everything is working properly. Congrats you have just set up your first phone line, now for the other two.
The process is exactly the same for the other two phones lines, except when you add the “VoIP Phone” Element to the board use the number 2 and 3 for their extensions, voip setup diagram. After setting these phones up, make test calls out and in for both the phones. Generally, you want to set the “Outbound” caller ID as the same number that rings the phone when it’s called.
Note: if you want you can set all the outbound caller ID’s to the same number, this way people you call will only see one number no matter what phone from your company calls them.
Your phone system should now look like this:
You will notice that you can pick up any of the three phones and dial 1,2 or 3 and the appropriate phone will ring and be connected, voip setup diagram. This is a known as an “Internal Call” and it does not cost anything to place this type of call, this can be especially nice for a business that has multiple offices in various locations.
STEP 5 – ADD AN IVR PROMPT TO YOUR PBX (OPTIONAL STEP)
Now to have a little fun we can set up an interactive voice response (IVR) prompt for one of the phone numbers. Our prompt will simply ask the user to enter their party’s extension, if they don’t enter an extension they will fall through and ring the main phone, otherwise, we will forward them to whatever phone extension then entered.
To set up an IVR we need to use an “Options Menu Element” – go ahead and drag and drop ones of these elements onto your phone system. Remove the connectors between one of you “VoIP Phones” and “Inbound Phones” and add the “Options Menu” in the middle, voip setup diagram. Type some text inside the options menu: Hi and thanks for calling our company. Please dial your party’s extension now or wait for someone to assist you.
Now on you’re Options Menu click “Add Item” three times and enter 1,2,3 in each “Menu Item” field. Then connect each “Menu Item” with the phone of the appropriate extension, voip setup diagram. Then save your phone system. Now whenever someone calls your “main” phone line they will be prompted to dial an extension or wait for the default phone to ring. Pretty cool huh! Go ahead and test it out.
After adding IVR your phone system should look like this:
STEP 6 – ENABLE E911 CALLS
Most states in the USA require that at least one phone in each physical location of a phone system is able to make E911 calls. In this system we will set up one of our phone number to be E911 enabled, all three phones will then use the E911 enabled number to call emergency services, voip setup diagram.
Under the “Phone Numbers” section of your RingRoost account click “enable E911” on one of your phone numbers (just not the number that has the IVR) and then enter your physical address and “Verify & Save Address”.
Note: make sure you don’t use the number that sends the user into a voice prompt, emergency services need to be able to call you don’t want to make them go through a voice prompt to reach you, voip setup diagram.
Go back to your flowchart and for all three “VoIP Phones” change the E911 caller ID to the E911 enabled number. Save your phone system and you should see the elements 911 indicator turn green, voip setup diagram. To ensure that our E911 service is working properly dial 933, you should hear a voice prompt that reads you your address and says you are set up ok. (NOTE: DO NOT DIAL 911 FOR TESTING PURPOSES).
Adding E911 Address to your phone number:
Enabling E911 on Voip Phone:
Congratulations at this point you have setup your own very own PBX. There is a lot more you can do with RingRoost’s phone system, voip setup diagram – setting up a PBX is just the tip of the iceberg so feel free to play around. Have Fun!!!