Numbers & Access

WebWorkstation

Use Admin > ZynoTalk > Numbers & Access to manage the telephone numbers and extensions that users see in ZynoTalk.

Numbers & Access combines blanket permissions, external telephone numbers, extensions, routing status, emergency location, and access in one admin view.

Admin Access required

Only administrators with access to ZynoTalk administration can manage numbers, extensions, and ZynoTalk access.

Current ZynoTalk Platform

Advanced routing destinations such as Call Flows, Ring Groups, AI Agents, and Parking Lots appear only for organizations using the current ZynoTalk calling platform.

Page layout

The page has filters for All, Telephone Numbers, and Extensions.

It contains:

• Blanket Permissions for granting a user or role access to all numbers or all extensions.
• Telephone Numbers for external numbers used for calls, SMS, and fax.
• Extensions for internal calling, voicemail, desk phones, and softphone/mobile calling.

Manage a telephone number

1. Open Admin > ZynoTalk > Numbers & Access.
2. Select a telephone number.
3. On Overview, edit the description, caller ID name, routing target, e911 location, or HD voice setting when available.
4. On Access, grant users or roles the needed permissions.
5. Save.

Telephone numbers can route to a call flow, ring group, AI agent, parking lot, extension, voicemail mailbox, or no destination.

Number access permissions

Permission	Allows
Call History	View calls for the number.
Call Recordings	Open recordings for matching calls.
Texting	Use SMS conversations for the number.
View Fax	View received or historical faxes.
Send Fax	Send faxes from the number.

Fax sending and receiving are separate permissions. A user may be allowed to view faxes without being allowed to send them.

Manage an extension

1. Open Admin > ZynoTalk > Numbers & Access.
2. Select an extension.
3. On Overview, review or edit the primary user, name, display name, linked number, outbound caller ID, e911 location, BLF and directory options, and softphone setting when shown.
4. On Access, grant users or roles access to extension features.
5. If a voicemail tab is available, manage the voicemail greeting name and recorded greetings.
6. Save.

The Manage Phone button opens the assigned phone endpoint when the extension has a physical phone.

Primary users and linked numbers

Assigning a Primary User to an extension automatically connects that user to extension-related features such as call history, voicemail, and notifications.

Linking a phone number to an extension can automatically grant SMS access for the primary user when messaging is enabled on that number. It can also make the number route directly to the extension when configured that way.

Extension access permissions

Permission	Allows
Softphone	Use the extension for browser softphone calling when softphone is enabled.
Call History	View calls for the extension.
Call Recordings	Open recordings for matching calls.
Voicemail	View and manage voicemail for the extension.

E911 location

Assign e911 locations carefully. A telephone number uses its selected physical location for emergency services. On the current ZynoTalk calling platform, an extension can attempt 911 or 933 even without an outgoing caller ID or an assigned emergency location.

Organizations using BYOC manage emergency calling and address registration with their carrier.

A 911 or 933 call activates emergency callback mode on the effective telephone number used for the call, including a BYOC number without an assigned emergency location. Callbacks to a number with a location ring physical phones at that location. When the number has no location, callbacks ring physical phones whose extensions use that number as their outgoing caller ID. Administrators receive an alert and can clear emergency mode to restore the number's normal routing.

Voicemail greetings

When voicemail is enabled and the voicemail tab is available, you can:

• Set a greeting name used in the system greeting.
• Add recorded greetings.
• Choose the active greeting.
• Rename, play, or delete greetings.

Common issues

Problem	What To Check
A user cannot see a ZynoTalk tab	Verify their number or extension access includes that feature.
A number cannot be selected for SMS	Confirm messaging is enabled on the number.
A fax user can view but not send	Grant Send Fax in addition to View Fax.
An emergency call fails or reports the wrong address	Review the extension's e911 location and the carrier's emergency calling configuration.
A user receives too many mobile calls	Review that user's Mobile Calls setting in Notification Preferences.

Related

• Number Selector
• Notification Preferences
• Phones
• Call Flows
• Ring Groups
• AI Agents