How to Add a New User (Extension) to Your Phone System
Adding a new team member to your phone system creates their own extension, voicemail and app login — here's what the process involves.
5 steps to get it done
Open the Users section
In the management console, go to the Users section and click Add User (or WiseCloud can do this for you as part of onboarding a new staff member).
Enter their details
Fill in the extension number (the next available one is pre-filled), their email address for notifications, first and last name, and a mobile number if you want call forwarding to their mobile.
Set their outbound caller ID and role
Choose what number displays when they call out, and assign a role that defines their rights within the system.
Configure extra settings
From the user's profile you can also set up Call Forwarding rules, their schedule, IP phone assignment, BLF keys, voicemail and view permissions.
Send their welcome email
The new user receives a welcome email with a QR code — scanning it with the 3CX app on their phone sets up their extension automatically.
Tips:
- If you use Microsoft 365, users can sync automatically instead of being added one by one — see our Microsoft 365 integration page.
- You can also import a batch of new users from a spreadsheet if you're onboarding several people at once.
Quick answers
Do we need to manually set up each new staff member?
You can add users individually, import several at once from a spreadsheet, or sync automatically from Microsoft 365.
How does a new staff member set up their phone app?
They scan the QR code in their welcome email with the 3CX app, and their extension is configured automatically.
Can WiseCloud add new users for us?
Yes — we can handle onboarding new staff as part of your ongoing support.
Need a hand with setup?
WiseCloud can configure your handsets, headsets and network gear for you as part of installation — no troubleshooting required.