Delegating 3CX Management Console Access
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Delegating 3CX Management Console Access

Delegating 3CX Management Console Access

On this topic

Delegating 3CX Management Console Access

Introduction

Configuring Extension Access Permissions

Use Case 1: Allow Power Users to Manage their own Extensions

Use Case 2: Allow Department Heads to Manage their Departments Extensions

Use Case 3: Allow Access to an IT Administrator to Manage Company Extensions

Use Case 4: Access to VoIP/Trunks and System Administrator

See Also

Introduction

3CX Phone System allows you to delegate access to the 3CX Management Console; managerial tasks can be shared with department heads, or an IT Administrator may have access to manage the company’s extensions. The level of access can be adjusted depending on what the user needs to have access to. Managerial tasks can now be delegated and divided between a group of individuals, rather than one administrator, allowing 3CX Phone System to be managed more efficiently.

Configuring Extension Access Permissions

To configure an extension’s Management Console access:

  1. From the 3CX Management Console, select the “Extensions” node. 
  2. Select the extension you want to grant access and click “Edit extension”. 
  3. Switch to the “Options” tab and set a 3CX Web Access password (provide it to the user of that extension).

The user can then login into the 3CX Management Console using their extension number as the username and the password you set for them.

The following sections are a number of sample use cases that outline how to configure 3CX Phone System, for each case:

Use Case 1: Allow Power Users to Manage their own Extensions

Power users can be allowed access to the management console to configure their extensions’ parameters, such as edit their voice mail PIN number and configure their email notifications.

To do this:

  1. From the “Extensions” node > Choose the extension then either double click the extension or click on “Edit Extension” from the top menu, switch to the “Options” tab and check the “Allow 3CX Management Console Access” checkbox.
  2. Click the “Configure Permissions” button.

  1. From the dialog window choose “Manage own Extension” and click “OK”.
  2. Click “Apply” to save Changes.

By allowing a user to manage his/her own extension, they can:

  • Edit their email address and mobile phone number.
  • Configure voicemail options such as disable PIN authentication to listen to messages, or edit PIN number.
  • Configure email notifications such as whether to receive voicemails as email attachments and receive email notification on missed calls.
  • Configure voicemail greetings.

Use Case 2: Allow Department Heads to Manage their Departments Extensions

Department heads can be allowed to manage users in their department. This allows the head of a call center for example, to control which extensions are allowed to make external calls, or enable/disable the recording of calls.

To give access to a department head:

  1. From the “Options” tab, check the “Allow 3CX Management Console Access” checkbox.
  2. Click the “Configure Permissions” button.
  3. From the dialog window choose “Group / Department Manager” and click “OK”.
  4. Click “Apply” to save Changes.

By allowing Group / Department Manager access, the user can:

  • Create, edit and manage extensions within the extension group(s) that they belong to.
  • Control which extensions are allowed to make external calls.
  • Enable/disable the recording of calls.
  • Log in/out agents from Queues.
  • Configure forwarding rules for extensions.

Use Case 3: Allow Access to an IT Administrator to Manage Company Extensions

A company’s IT administrator can be given access to create and manage his company’s extensions. This is especially useful in a hosted server environment where the System Administrator is in charge of updates, system settings and day-to-day extension management tasks.

To do this:

  1. From the “Options” tab, check the “Allow 3CX Management Console Access” checkbox.
  2. Click the “Configure Permissions” button.
  3. From the dialog window choose “Global Extension Manager” and click “OK”.
  4. Click “Apply” to save Changes.

By allowing Global Extension Manager access, the user can:

  • Create and edit and manage extensions. Includes all the points from the previous use cases.
  • Create and edit and manage extension groups.

Use Case 4: Access to VoIP/Trunks and System Administrator

In addition to managing his company’s extensions, the IT administrator can be given access to add/edit VoIP/Trunks and be given System Administrator access. Access to these two options can be given independently of each other.

  • Users with access to “VoIP / Trunk” can configure VoIP Gateways, VoIP Providers and 3CX Phone System Bridges.
  • Users with “System Administrator” access can modify system extensions (Queues, Ring Groups, Digital Receptionists), and also have access to Settings and Updates.

To enable access to these options:

  1. From the “Options” tab, check the “Allow 3CX Management Console Access” checkbox.
  2. Click the “Configure Permissions” button.
  3. From the dialog window check “VoIP / Trunk Administrator” and/or “System Administrator”, click “OK”.
  4. Click “Apply” to save Changes.

By allowing access to VoIP/Trunks and System Administration, the user can:

  • Configure VoIP Gateways, VoIP Providers and 3CX Phone System Bridges (VoIP / Trunk).
  • Modify system extensions: Queues, Ring Groups, Digital Receptionists (Sys Admin).
  • Access to the System node, where Network, Security, General and Advanced settings reside (Sys Admin).
  • Access and perform system updates (Sys Admin).

See Also

You might also be interested in:


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  1. David Huntley

    You show how to assign a user password when configuring the user rights – but nowhere mention what to use for username. Would this be their extension number? email address?

    September 17, 2015 at 1:49 am Reply
    • Charalambos Eleftheriou

      @David, Thanks for the question. When delegating access to an extension the user name is the extension number.

      September 17, 2015 at 9:56 am
  2. Don Womeldorff

    Why would the Voip/Trunk Administrator and System Administrator boxes be grayed out so that I can’t select them for an extension?

    October 12, 2015 at 11:55 pm Reply
    • Charalambos Eleftheriou

      @Don, thanks for the question. Make sure you are logged in to the management console with an account that has rights to manage Voip/Trunks and has System Administrator rights or better still log in with the System administrator account.

      October 13, 2015 at 3:17 pm
  3. Russ Mackiewicz

    I have a dept manager I would like to grant access only to Recordings. Is there anything we can do for him?

    March 28, 2016 at 7:51 pm Reply
    • Charalambos Eleftheriou

      @Russ, Recordings can be accessed from call log reports which are sent by email. You can either provide users access to the management console in order for them to generate and email reports or configure scheduled reports to be sent out to users.

      March 28, 2016 at 8:12 pm
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