Using Your VoIP System - ADMIN [User Guide]

This article will give you an advanced overview of the admin (REP) portal for your new telephony system and help familiarise advanced admin features, settings and your VoIP dashboard. 
If you have forgotten your password check out this article.
For a basic user overview of your system please click here.
If you'd like access to the REP portal please contact our team at


Click the image below to launch video:

Admin user video guide of features and portal

Logging In

Logging into the admin Portal:

The bOnline VoIP web portal allows you to manage and configure the features and settings of your service as well as set up call features and listen to voicemails. 

When you first sign up with bOnline you will receive a welcome email with your username and password.

Click here to go straight to the login page

  • Figure 1 - Sign In Box.

Enter the Username (referred to as the login ID in your email) and Password to log-in.

If you don’t have these details please contact us our onboarding team at

You'll be prompted to change your password on your first log-in.

  • Figure 2- bOnline VoIP dashboard.

The dashboard is split into six primary categories:  Dashboard, Numbers, Devices, Users, Advanced Services, Analytics, Reports and Profile.

Dashboard Overview

Upon logging in you'll land on the dashboard tab.

  • Figure 3 - bOnline VoIP dashboard.
  • Figure 4 - Dashboard tab.

The dashboard tab displays a quick start menu with popular features for administrators such as setting up users, deciding how to route incoming calls and set office hours.

  • Figure 5 - Site selection.

There are two options on the site selection drop-down tab menu either ‘all sites’ or a specific ‘main site’. The portal provides either an enterprise-level view or a site level view for the management of services and user features. 

To find out more about the enterprise level and site level view of the portal please click the image above.

  • Figure 6 - Site Selection tab.

Choose a specific site from the drop-down menu.

  • Figure 7 - Feature icons.

The icons on the left provide navigation to other configurable areas in the portal such as Numbers, Devices, Users, Advanced Services, Analytics, Reports, Call Recording, Profile

Please note: depending on your assigned services, some of these tabs may not be visible.

Changing REP Password

  • Figure 8 - bOnline VoIP dashboard.

If you would like to change your password you can reset it by going to the dashboard page. At the top right of the home screen select the arrow next to your login name.

  • Figure 9 - Login name.

  • Figure 10 -  Login Name drop-down menu.

Select ‘Login Details’ from the drop-down menu.

  • Figure 11 - Edit Login Details screen.

Select ‘Change User Name and Password’

  • Figure 12 - ‘Change User Name and Password’ screen.
  • Figure 13 - Enter password screen

Enter your new password here and then re-enter your password in the ‘Confirm Password’ field.

Please note: passwords must be between 10 to 20 characters long and include at least one uppercase letter, lowercase letter and special character. Trailing and leading spaces will be automatically removed from the username and password. Spaces in the password will not be accepted. The password cannot contain the username or old passwords.

Setting the Voice Portal Password

  • Figure 14 - bOnline VoIP dashboard.

To change your voice portal password click on advanced services.

  • Figure 15 - ‘Site Package Settings’ screen.

Under the ‘Site Package Settings’ select ‘Voice Portals.

  • Figure 16 - Credentials screen.

When initially installed the voice portal does not have an admin password set. To set one enter your password here and then confirm your new password.

Click ‘Save’.

Please note: passwords must be four to eight characters, cannot be the user's phone number or extension, cannot be the reverse of the user's phone number or extension and cannot contain three or more repeated digits.

To find out how to modify your voice portal number and extension click the image above. 

Resetting a User's Voicemail Password

Administrators can reset a user's password under the 'Users' tab.

  • Figure 17 - ‘Users’ screen.

  • Figures 18 - Actions tab.

Select the ‘Actions tab’

  • Figure 19 - Reset Voicemail PIN

Under the Actions tab, select ‘Reset Voicemail PIN’

A temporary password will be sent to the user at the email address entered on the user's profile.

To access the user's profile and find out where the temporary password will be sent please click the image above. 

Resetting a User's My Phone and UC App Password

  • Figure 20 - bOnline VoIP dashboard.

Administrators can reset a User's MYPhone and UC App Password via the 'Users' tab.

  • Figure 21 - ‘Actions’ tab.

Click on the ‘Actions’ tab.

  • Figure 22 - Reset Password.

Under the ‘Actions’ drop-down menu, select ‘Reset Password’

A temporary password will be sent to the User at the email address entered in the User's info profile.

Please note: the temporary password will expire in 24 hours.

Step Up a User

  • Figure 23 - Dashboard Quick Start menu.

To set up a user with a phone and software from the dashboard quick start menu click 'Set Up a User' 

  • Figure 24 - ‘Set Up a User’ screen.

Enter the user's first and last name, this is the name that will appear on the user's list. The default name will be the assigned phone number.

  • Figure 25 - ‘Email’ screen.

Enter the user’s email address here. This will be the main method of communication with the user.

  • Figure 26 - ‘User ID’ screen.

Enter the ‘User ID’ here, this must be in the format of an email address.

  • Figure 27 - ‘Quick Start’ screen.

Click ‘Next’.

  • Figure 28 - ‘Quick Start’ menu.

Then select a phone number available from this list of numbers.

  • Figure 29 - Quick Start’ menu.

Then choose a station from the drop-down list.

  • Figure 30 - ‘Quick Start’ menu.

You can also choose an extension and device.

The station and extension fields are optional.

  • Figure 31 - ‘Quick Start’ menu.

Then click ‘Save’.

  • Figure 32 - bOnline VoIP dashboard.

You can view and manage list of Users with your user's tab.

For more information about Users such as ‘Call Forwarding’, Voicemail and Mobile & PC Applications please click on the above image.

Device Management

Manually Adding/Removing Devices
  • Figure 33 - bOnline VoIP dashboard

To add a device select 'Add Device', the 'Add Device window will then appear.

  • Figure 34 - ‘Add Device’ window.
  • Figure 35 - ‘Add Device’ window.

Choose the site where the device is assigned to in the site drop-down menu.

  • Figure 35 - ‘Add Device’ window.

Next, from the 'Device Type' drop-down menu choose the device you would like to add. Please note you can only add the approved devices on your site.

  • Figure 36 - ‘Add Device’ window.

Enter the ‘MAC Address’ of the device to be added.

  • Figure 37 - ‘Add Device’ window.

Click ‘Finish’

The new device will now show up on your list.

Exporting and Importing List of Devices

  • Figure 38 - ‘Devices’ screen.

To export the list of all the devices assigned to your site click 'Export'.

This will export the information as a CSV. file and will include each 'MAC' Address,device type, lines and site.

You can also import a list of existing devices as a bulk upload to the portal.

Please note: Before performing a bulk upload, it is advised to download the CSV. template found in the Import drop-down menu.

  • Figure 39 - ‘Devices’ screen.

You can also view the instructions for this process on the drop-down menu list.

Once you receive your .CSV file you are ready to perform a bulk upload.

  • Figure 40 - ‘Devices’ screen.

Select ‘Upload .CSV File’ from the drop-down menu and choose the file to upload. The system will validate the records, if there are any issues the system will correspond any errors with the error message.

A notification will appear once the upload is successful and the devices will be added to your inventory.  Once they pass validation they will be ready to assign to users.

Overview of Advanced Services

  • Figure 41 - bOnline VoIP dashboard.

The 'Advanced Services' tab includes features assigned to your entire location.

Please note: if there are services that are covered that you are not able to view from your dashboard, they are likely optional services and you will need to contact bOnline for feature availability and to have them assigned to your account. You may see other tabs not shown here, depending on your service configuration.

  • Figure 42 - ‘Call Routing’ screen.

Under the ‘Call Routing’ tab, there you will find the following services: Auto Attendants, Hunt Groups, Call Centres, Call Pickup and Call Park.

  • Figure 43  - Site Package Settings screen.

Under the 'Site Package Settings’, you'll find the following services: Scheduling, Voice Portals, Office Anywhere, Music on Hold, Outbound Calling and Location Code.

  • Figure 44 - Productivity Services.

To find out more about all the features shown here please click the image above.

Shared Line Appearance

  • Figure 45 - Devices.

The sharing feature also known as 'Shared Line Appearance' is used for two main purposes:

  1. Physical Phone: To enable users to receive calls placed to another user's extension, to place calls from another user's extension, and to see the status of that extension from the line key on their own phone.
  2. Soft Client: To enable users to download and use the UC-One for desktop and/or the UC-One for mobile applications.
  • Figure 46 - ‘Options’ tab.

You can manage how these lines appear on the phone via the 'Options' tab.

  • Figure 47 - Line Order.

Under the ‘Options’ tab select ‘Line Order’.

  • Figure 48 - ‘Manage Lines’ screen.

Use the up and down arrows to move the order of lines.

  • Figure 49 - ‘Manage Lines’ screen.

Click to save your changes.

Please note: The Shared Line Appearance feature must be assigned to the device before you can arrange the lines.

Setting Up UC-One Clients

  • Figure 50 - ‘Users’ tab.

To enable a user to download and use the UC-One application find the user under the 'Users' tab. For more instructions please click on the image above.

  • Figure 51 - ‘Actions’ tab.

Select the ‘Actions tab’.

  • Figure 52 - ‘Edit’ tab.

Under the ‘Actions tab’ select Edit next to the user you want to modify.

The ‘Edit’ window will appear.

  • Figure 53 - ‘Edit’ screen’.
  • Figure 54  - ‘Mobile & PC Applications’ screen.

Select ‘Mobile & PC Applications’ in the left-hand menu.

  • Figure 55 - ‘Mobile & PC Applications’ screen.

Check the boxes of the mobile and desktop applications you'd like to enable for the user and select 'Save' to confirm your changes.

The user can login to MYPhone and will have access to downloads both the UC-One desktop and mobile app. The User ID will be displayed from MYPhone and the password is the same as the one used to log in to MYPhone. 

Configuring Monitoring

The Monitoring feature allows users to observe the status of other user's extensions to determine whether they are on calls or not. This is ideal between different teams and department who work closely together and need to know when a colleague is available to take a call.

  • Figure 56 - ‘Users’ screen.

To configure this feature go to 'Users' on the left menu.

  • Figure 57 - ‘Actions’ tab

Select the ‘Actions’ drop-down menu.

  • Figure 58 - ‘Edit’ Screen.

Then select ‘Edit’.

  • Figure 59 - ‘Edit User’ screen.

On the ‘Edit User’ screen select ‘Monitoring’ on the left-hand side menu.

  • Figure 60 - ‘Find and assign’ screen.

Select the ‘Find and assign’ search box and select the phone number to be monitored.

  • Figure 61 - Numbers to monitor displayed.

Once you’re done with your selections click ‘Save’.

Once this user is configured this user will see the status of other users from the line keys on his or her phone.

Collaborate Bridge

To assign a two-way number to the conference bridge select the ‘Advanced Services’ tab.

  • Figure 62 - bOnline VoIP dashboard.
  • Figure 63 - ‘Productivity Services’

Under ‘Productivity Services’ select ‘Collaborate Bridge’.

  • Figure 64 - Collaborate Bridge.
  • Figure 65 - Collaborate Bridge.

Select an available number from the drop-down box and then click 'Assign'.

To Unassign a number click ‘Unassign’.

For more information on how to change the Collaborate Bridge name and extension please click the image above.

We hope you have found this advanced overview of your VoIP system helpful. If you require any further assistance please email our onboarding team on or call our customer service team on 0203 617 9950.

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