How to Use Presence/ Status in the 3CX clients
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23. Using Presence_Status 3CX client

Using Presence/Status

On this topic

Using Presence/Status


Setting Your Presence Status

Setting a Custom Status

In or Out of Office?

Setting your Presence Status Automatically

Seeing the Presence/Status of your Colleagues

See also


The Presence/Status allows you to see the presence of your colleagues, and set you own status and forwarding rules. This feature is very helpful especially if you need to transfer a call to another extension; you can see whether the extension is available, busy or away before making the transfer. You can also benefit from using this feature to set your own status.

Setting Your Presence Status

  1. Click or tap on the status area in the top left corner.
  2. From the menu, select your desired status and click on it. On an iOS device press Done to apply:
  • Available
  • Away 
  • Do Not Disturb
  • Lunch – a custom Available status that can be configured when setting forwarding rules.
  • Business Trip – a custom out of office status that can be configured when setting forwarding rules.

Note: In Mac you have the ability to enter a Custom status message from this list.

  1. Click on the >. From this screen you can select your status message, when your status should be switched back to the previous status i.e. after one hour, and where your calls should be forwarded to during this time. For more details on how to set your forwarding rules, read the chapter Forwarding Rules. Note: For Mac you must to go to the Quick Menu Call Forwarding... or from the “Settings button > Behaviour > Call Forwarding”.  

Setting a Custom Status

In addition to Presence you can set a custom status for all the available statuses. For example, selecting Away and adding In a meeting.

  • For Windows select your status, and click >. Enter your custom status and click OK.
  • For Mac you can enter your custom status from within the Profile Status list.
  • For Android and iOS devices tap your status and enter the custom message in the dialog.

Note: You can change the names of Business Trip and Lunch by pressing > and entering the custom presence name.

In or Out of Office?

The 3CX client for Windows is capable of automatically detecting whether you are in or out of office (based on your IP) and will automatically switch to the appropriate setting set by your administrator.

Setting your Presence Status Automatically

You can have your status automatically set to Do Not Disturb or Available based on your office hours. This has to be done by the administrator through the 3CX Management Console. Ask your administrator about this feature. During office hours you will be logged in as Available and when your office hours end, your 3CX client will automatically switch its status to Do Not Disturb.

It is also possible to use a custom VoiceMail Greeting for specific statuses.

Seeing the Presence/Status of your Colleagues

Presence allows you to check the status of an extension so that you are aware of who is busy, who is available and who is away. Being able to instantly see the status of each employee means that you can handle the call faster, easier and more efficiently.

The presence menu also allows you to interact with other extensions:

  1. Click on the Presence  button in the bottom menu.
  2. You will see the list with the 3CX Phone System extension groups and their statuses.
  3. Select the extension that you want to interact with and double click or tap to call or, click on > to see Contact Details for more actions.

See also

You might also be interested in:

Ask a Question

Please only post questions in regards to the document you are currently reading.
Technical support or pre sales questions must be posted via the support or sales channels and such comments will be deleted. Thank you for understanding

Leave a Reply

  1. steve ross

    Trying to setup 3cx on my Samsung tablet. Needing help with the download.

    August 4, 2015 at 4:46 am Reply
    • Charalambos Eleftheriou

      @Steve, Thanks for the question. Can you be more specific, what exactly are you having and issue with?

      August 4, 2015 at 9:19 am
  2. Rasel

    I’m using the version 12.5.26 . Presence doesn’t work new version. I’m using Samsung note 4.

    August 7, 2015 at 10:46 pm Reply
    • Charalambos Eleftheriou

      @Rasel, thank you for the questiion. Are you using you 3CXPhone for Android on the same network as the Phone System or are you connecting from outside the network? Did you provision using the the attachment from the welcome email? If you are connecting from outside your network, Ask you System administrator to ensure they have opened and forwarded all the required ports on the firewall/router.

      August 8, 2015 at 12:47 pm
  3. we have the same problem.

    Presence doesn’t work version 12 3cxphone system.
    The 3cx extension works inside the same network and can make calls both Android and Windows 3cx clients.
    outside the network I can make calls and presence only works on Windows clients laptops.
    but the android client inside and outside the network does not work the presence and call history.

    September 25, 2015 at 1:14 am Reply
    • Charalambos Eleftheriou

      @Oscar, thanks for the question. This sounds like a firewall issue, please see this guide for more details: If you are still not able to locate the issue then you can ask your 3CXPhone System partner/distributor to open a ticket with our support team in order for them to help resolve this issue.

      September 28, 2015 at 3:50 pm
  4. Frank Wayzer

    Presence status is currently sorted by extension #. Can it be sorted by last name?

    September 29, 2015 at 9:52 pm Reply
    • Charalambos Eleftheriou

      @Frank, thanks for the question. You can change the order From the 3CXPhone for Windows:

      1. Click ‘Settings’ (Gear icon) lower right
      2. Click Configure Accounts
      3. Double Click the account to open its properties
      4. Scroll down to the bottom and from the ‘Sort presence by’ drop down menu, choose how you would like to display the extensions.

      September 29, 2015 at 10:27 pm
  5. Does the presence feature of 3CX softphone also work when connected to FreePBX. If so what needs to be done in FreePBX to make this work?

    October 2, 2015 at 3:14 pm Reply
    • Charalambos Eleftheriou

      @Frank, thanks for the question. You can use the expanded presence screen from 3CXPhone as long as it is connected to a 3CX Phone System, even without a license. Please see this document for more details:

      October 2, 2015 at 4:00 pm
  6. Tim Conrad

    Is there a way to change presence with a hotkey or shortcut? To change status by switching to the keypad tab, from the presence tab, is annoying when you might be changing your status 20 times a day manually. Thanks.

    October 12, 2015 at 3:01 pm Reply
    • Charalambos Eleftheriou

      @Tim, Thanks for question. Unfortunately there is no short cut hot key to do this, You may also post this in our feature request page: and if it gets enough votes and is technically possible it may very well get implemented.

      October 12, 2015 at 3:32 pm
  7. Lionel Fuentes

    Is there a way to give others permission to change my presence?

    October 30, 2015 at 5:10 pm Reply
    • Charalambos Eleftheriou

      @Lional, thanks for the question. You can send them your 3CXPhone config file to provision a 3CXPhone with then they will be able to make changes to your status.

      October 30, 2015 at 5:58 pm
  8. Jose Pineda

    IS there any option to set presence according to my Office Outlook Schedule

    November 20, 2015 at 12:35 am Reply
  9. Christy Pierangeli

    I cannot get the Queue Calls tab or the Default tab to show up on the Presence Information window for an existing staff member. All we did was move the location of her phone and computer and we lost the ability to see calls coming into a specific Queue and all the extensions and status information for all the extensions within out system. I cannot figure out how to get that back.

    Thank you

    January 4, 2016 at 6:28 pm Reply
    • Charalambos Eleftheriou

      @Christy, thanks for the question. To see the call Queue tabs make sure that the user is a member of the actual Queues they need to see and switch the view in the switchboard to either ‘Manager’ or ‘ Q-manager. Also within management console, under the extensions settings rights tab, make sure that the appropriate rights to view group members and calls are checked.

      January 4, 2016 at 8:53 pm
  10. Francois Alberts

    Hi Guys

    When enabling auto away settings in 3cx softphone, will the status go back online when you move your pc mouse?

    January 21, 2016 at 12:03 pm Reply
    • Charalambos Eleftheriou

      @Francois, thanks for the question. Yes the status will change back when you move your mouse or click on your keyboard.

      January 21, 2016 at 4:34 pm
  11. I have a question about my 3cx account for mobile. When I don’t have the app open, does it still allow others to call me and see my status as ‘available’?

    February 27, 2016 at 12:46 pm Reply
  12. Hi,
    is there way to change presence using API.
    any one did this.

    March 17, 2016 at 8:28 pm Reply
    • Charalambos Eleftheriou

      @pat71, Please post this question in our user support forums as we do not provide direct support through these in page comments. You may find the forums here:

      March 17, 2016 at 9:14 pm
  13. William Hardy

    I am in the process of learning the 3CX system and setting it up before rolling it out. One goal was to replace Office Communicator with this; how can I set it so that everyone’s default status is away unless they are signed into a computer with the 3CX softphone application running? Thank you for any ideas!

    March 22, 2016 at 10:12 pm Reply
  14. david

    Hi. Were testing 3CX currently for our company and it looks pretty good so far. But is it possible to set the status of the 3xc client automatically to away then the computer is locked or after a specific time of inactivity of the computer?
    wre using Windows 10 and 3cx 14.
    Best regards, David

    June 8, 2016 at 7:20 pm Reply
    • Charalambos Eleftheriou

      @David, Yes this is possible. The settings for this can be found under 3CXPhone for Windows, Settings > Account settings, click into the configured account then click ‘Advanced Settings’. Check the box for ‘Auto Change Status when idle’, set a time and the status you would like it to change to.

      June 9, 2016 at 10:16 am
  15. Patrick

    How do I change my name in the software?

    July 5, 2016 at 8:08 pm Reply
    • Extension settings

      July 5, 2016 at 9:08 pm
  16. Rich

    I would like to change how to send a chat response from just pressing “Enter” to “Shift-Enter”. But the only Hot Key change I can find is for calling a number. What am I missing?

    September 2, 2016 at 6:18 pm Reply
    • Charalambos Eleftheriou

      @Rich, This is not possible, pressing enter responds just like any other chat app would respond to the key being pressed. There is no hot key for this.

      September 2, 2016 at 6:56 pm
    • Rich

      It is possible with HUD/Fonality and it is very convenient because there have been countless times where I was intending to strike the apostrophe key and struck “Enter” instead so my response was always sent incomplete. I’m a pretty fast typer so this is very frustrating! 3CX can do a lot more but Hud/Fonality is much more user friendy to me and for that, I miss it. (My company changed over- not my idea). Maybe you could look into making it possible to more personalize our experience. I know I would certainly appreciate that.

      September 2, 2016 at 7:22 pm
    • Charalambos Eleftheriou

      @Rich, Please post this in our feature request page: and if it gets enough votes and is technically possible it may very well get implemented.

      September 2, 2016 at 7:24 pm
  17. Ela

    Hi, suddenly I cannot see “queue calls” on my presence information, and I am set as queue can I “unhide” it somehow?

    September 7, 2016 at 12:26 pm Reply
    • Charalambos Eleftheriou

      @Ela, Click the Settings icon on the switchboard screen and make sure you have the option chosen for ‘Show queue calls’, see the guide for more details:

      September 7, 2016 at 2:34 pm
  18. Ela

    Hi Charalambos, thanks for reply, but this may apply to version 14 and 15, while on my company we are still on version 12.5
    What can you suggest in this case?

    September 7, 2016 at 4:16 pm Reply
    • Charalambos Eleftheriou

      @Ela, Please open a ticket with our support team in order for us to assist you, we do not provide support within these comments. If you do not have a support contract yourself contact you 3CX reseller/distributor to open a ticket on your behalf.

      September 8, 2016 at 11:33 am
  19. Johnd168

    I really enjoy the blog article.Really looking forward to read more. Fantastic.

    October 18, 2016 at 1:43 am Reply
  20. Beth Horton

    we have an entire branch of our business showing “not registered” what to do? SOS!
    Please HELP!
    503-706-6849 CELL

    January 12, 2017 at 1:41 am Reply
    • @Beth, If you have a valid maintenance or a Support Package please contact Support, otherwise refer to our Forum.

      January 16, 2017 at 10:49 am