People and extensions

Adding and removing people

Use Add a person on the People page with their name, work email, role and extension, and send them an invitation link. Getting started walks through it.

Opening a person lets an administrator change their details, give them a direct number and caller ID, send a password reset link, or issue a QR code to set up their phone. Vocivo never shows anyone’s password, and has no way to set one for them.

When someone leaves, switch off their access. Their extension stops ringing and they can no longer sign in. Signed-in phones and browsers are listed under Devices & sign-ins.

Roles

Employee

Makes and takes calls, uses voicemail, messages and meetings. Most people.

Manager

An employee who can also see the team’s calls and availability, without changing the phone system’s settings.

Administrator

Manages phone lines, numbers, routing, people and policies.

Owner

Everything an administrator can do, plus the workspace itself. The person who created it is an owner.

A control someone’s role does not allow stays visible but switched off, with the reason next to it, so nobody wonders where a setting went.

Extensions

Extensions are 2 to 5 digits. Pick a pattern that is easy to remember, such as 1000s for people and 2000s for teams, and keep it the same everywhere. Every extension should have a name: callers and colleagues see it, and the Getting started checklist reminds you if one is missing.

The Directory lists everyone with their extension, so colleagues can find and call each other from the web or the app.

How each person’s calls are handled

Each person decides what happens to calls they do not answer. In the mobile app it is under Settings › My call handling; administrators can also set it on the web under Call forwarding.

• Ring my phone for a number of seconds before giving up.
• Send my unanswered calls to voicemail, or when I cannot be reached, send calls to another extension.
• Also ring this extension, such as an assistant or a desk phone.
• Availability: always, or only in your working hours, on your working days, in your time zone.

Also ring my mobile

A person can have calls ring their ordinary mobile number too, for times when the app is not signed in. They confirm the number with a code sent to it, an administrator approves it, and then they switch it on. Your calling policy still applies to every call.

Voicemail

Each extension has its own mailbox, with its own greeting. Recorded voicemails and messages written down by the AI receptionist arrive in the same inbox, on the web under Voicemail and in the app, each with a Mark as read button.

Status and availability

People can show whether they are free to take calls, and stop their phone ringing when they need to focus. See Status and availability.