User Assignment

What you need to know:

This article covers how to assign telephones and phone numbers to users.


My Account Administrators are responsible for assigning phone numbers and phones to Users. Because Users won’t be able to place or receive calls until they’ve been assigned a phone number and a phone, this is a critical step.

Assign telephones/phone numbers to Users

  1. Gather the following information for each User:
    1. User’s name and email address.
    2. User ID. This is typically the first initial followed by the last name.
    3. Telephone number to be assigned to the User. Note, if a User previously had a “direct line”, meaning people could dial their phone directly without the assistance of a receptionist or auto attendant, then that phone number would need to be identified.
    4. Type of station each User will be assigned (Premium, Standard, etc.).
    5. Phone model.
    6. MAC address, also known as the serial number, which can be:
      • found on the box or on the back of the phone.

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  2. List of your User’s extensions. If you do not have a preference:
    1. the system automatically assigns the last four digits of the User’s phone number as the extension.
    2. A bulk upload of this information is supported for Companies or Sites with a large number of Users.
  3. For ATA devices, the port number needs to change depending on the port number being assigned to the device. It will not always be one (1).  Confirm the port number before assigning ATAs.
  4. Login to the My Account Portal.
  5. Click the My Site tab.
  6. Select a site from the list on the left. The My Site dashboard appears displaying quick links.
  7. Click the Phone Assignments tab at the top of the screen.

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You can assign phone numbers, modify extensions, assign stations (phones) to Users, and modify the User’s first and last name.


The following describes the columns on the Phone Assignment tab:

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  • Phone Number – phone number associated with each User.
  • Station – station type assigned to the User. Stations represent the features that the User receives.
  • Extension – extension assigned to the User. By default, the last four digits of the phone number represent the extension.
  • Model – Polycom phone model assigned to the User.
  • MAC Address – MAC address assigned to the User; also known as the serial number. A unique series of letters and numbers representing that specific phone. This information is located on the back of the phone or on the box in which the phone was shipped.
  • Port – indicates which port of the end-point device (phone or Analog Telephone Adapter, or ATA) with which the line is associated. For VoIP phones, this value is always 1. In the event an ATA is being used to provide an analog handoff (e.g., to a fax machine), the ATA has multiple ports available for assignment. If multiple lines are being applied to the same ATA, the first line assigned should be assigned to Port 1, then additional lines assigned to subsequent ports until exhausted.
  • First Name – User’s first name.
  • Last Name – User’s last name.
  1. Double-click on the Phone Number to which you want to assign the station. The Station, Device and User Assignment pop-up appears.

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  1. Select the station type from the Select Station drop-down list. Reference your Order Summary to verify the station type you should select.
  2. Click Assign.

Please Note: You can only assign stations to Users who are active on your site. The Station Inventory Button shows you how many stations are available for assignment.

  1. Click Next to advance to the Phone and Model Assignment.

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  1. Select the phone model from the Model drop-down list.
  2. Select the MAC Address. This must match the MAC address on the device you are assigning.
  3. Select 1 from the Port drop-down list.
    • For VoIP phones, the Port Option will typically display as “Port 1”
    • For Analog Telephone Adapters (ATAs)
      • Record the Telephone Number that has been assigned to each ATA port.
      • Select Port on the ATA that this phone number is assigned to.
  4. The system will determine whether the selected device can support multiple lines. If so, select the desired number of Line Appearances.
  5. Click Assign.
  6. Click Next to advance to the User Info .
  7. Click the User Info.

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  1. Enter the User’s First Name and Last Name.
  2. Confirm the Caller ID Number. When placing calls to a Contact with Caller ID enabled, this number will appear on the receiver’s phone. To change the External Caller ID, select a number from the drop-down list.
  3. Enter the User’s Extension if needed. This by default, will be the last four digits of the assigned phone number. The extension can be 2 – 6 numeric digits. If manually assigned, some extension numbers are not supported due to conflicts with emergency or special service numbers which vary by region. Non-supported numbers are:
    • US/Canada – 00, 211, 311, 0311, 1311, 411, 511, 611, 711, 811, 911, 0911, 1911. (Note: although 112 is allowed, it is advised not to use it if the mobile calling client is in use at the Enterprise. Most mobile phones are hardcoded to treat 112 as an emergency call since it is used in many international locations).
    • Europe – 112 and 999.
    • APAC – 112 and 999.

**New R22 Release**

  1. Enter the User ID. You can define up to 4 additional User IDs per User such as the End User’s email address. This is the User ID the End User will use to login into the My Phone Portal, UC-One clients and any Business Apps they are assigned to. All logins must have a format of “Username@domain”.
  2. Enter the User’s email address. This email address receives My Phone credentials and voice portal information. When passwords are modified, the User is notified at this address. Please Note: Once you reset a password for a User, the User must access the temporary password within 24 hours. If not accessed within 24 hours, you must resend a temporary password.
  3. Click Save.
  4. Repeat these steps for each User.

Assign a la carte features to a User.

Users that are assigned the A la carte Basic Station type can be assigned individual a la carte features. To assign features to these Users:

  1. Click User Features.
  2. Select A la carte Features from the left menu. A list of Users assigned with this station type will appear here.
  3. Select the User to modify and select Edit.

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  1. Select the features to assign to the User by dragging and dropping the feature from the Available Features list to the Assigned Features list.

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  1. Click Save once you are done.

Viewing A la carte Feature Reports.

To view a list of all User’s assigned to features, available features and features in use;

  1. Under the User Features, select A la carte Features from the left menu.
  2. Next, select the Feature Assignments Report.
  3. This exports the information to a .csv file.

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