ICTPBX Getting Started Guide

1. Logging In

Navigate to your ICTPBX URL (e.g. https://demo.ictpbx.com). Enter your credentials and click Sign In.

Fig 1-1 - Login pageDemo environment - use these accounts to explore the system:

Fig 1-2 - Dashboard - admin view showing stat cards and full sidebar

Fig 1-3 - Dashboard - tenant view (filtered sidebar, own stats only)

2. Multi-Tenant Management

ICTPBX is fully multi-tenant. Each tenant is an independent organisation with its own users, extensions, DIDs, fax accounts, and billing quota. Tenants cannot see each other's data.

2a. Creating a Tenant

Note: Admin only.Go to Administration → Tenants → Add Tenant.

Fig 2-1 - Tenants list - each row shows company, limits, and assigned usage

Fig 2-2 - Add Tenant form

2b. Tenant Permissions

Permissions control which features a tenant's users can access. They are set on the tenant and cascade down - a user can only be granted permissions their tenant already holds.Important: fpbx_extension must be granted before any other PBX permission (devices, ring_groups, etc.) can be assigned to users under this tenant.

2c. Creating Users Under a Tenant

Go to Administration → User Management → Add User.

Fig 2-3 - User list showing role badges and tenant column

Fig 2-4 - Add User form - top section (name, password, contact)

Fig 2-5 - Role and Tenant selection sectionRole rules:

• Tenant Admin (role=3) - manages PBX and users within one tenant. Super Admin tenant is excluded from the tenant dropdown when this role is selected.
• User (role=1) - standard user; auto-selected when Tenant Admin is ticked.
• End User (role=4) - restricted to softphone + fax; cannot manage PBX objects.

Fig 2-6 - Permission checkboxes - grouped by Fax, PBX, and ContactsPermission inheritance:

• The permission checkboxes shown are filtered to only what the tenant already holds.
• Granting a child permission auto-enables its parent (e.g. ticking Devices auto-ticks Extensions).
• Unticking a parent auto-clears all dependent children.

2d. PBX Resource Allocation

When PBX permissions are granted to a user, the admin also sets numeric slot limits - how many of each PBX object that user's tenant quota allows them to create.The Available counter next to each field shows how many slots remain unallocated in the tenant's package. The admin cannot allocate more than the tenant's package limit.Note: Resource allocation is an Enterprise Edition feature. Community Edition has no slot enforcement.

3. Setting Up a SIP Trunk (Provider)

Note: Admin only.A Trunk connects your system to the PSTN via a SIP carrier for outbound calls and inbound DID delivery.Go to Routing → Trunks → Add Provider.

Fig 3-1 - Trunks list - Status column shows REGED when registered

Fig 3-2 - Add Provider form

Outbound Route

Go to Routing → Routes → Add Route. Select the service (fax/voice), provider, and destination pattern.

Fig 3-3 - Routes list with delete action

Fig 3-4 - Add Route - destination pickerVerify trunk registration at PBX → Realtime. The gateway row should show REGED.

Fig 3-5 - Realtime page - Gateways tab showing REGED status

4. Adding a DID Number

Note: Admin only. Obtain the number from your SIP carrier first.Go to Routing → DID Numbers → Add DID.

Fig 4-1 - DID Numbers list

Fig 4-2 - Add DID formAfter saving, the DID is registered but not yet routed. Set the destination in Section 8 (Inbound Routes).

5. Creating Extensions

An extension is a 4-6 digit SIP endpoint. Go to PBX → Extensions → Add Extension.

Fig 5-1 - Extensions list

Fig 5-2 - Add Extension formFreeSWITCH reloads its XML configuration automatically after each save or delete.

6. Registering a WebPhone (Device)

The built-in browser softphone uses WebRTC/JsSIP - no plugin required. Create a device record first, then configure the softphone panel in the browser.

6a. Create a Device Record

Go to PBX → Devices → Add Device. Set the extension number and assign to a user.

Fig 6-1 - Devices list

Fig 6-2 - Add Device form

6b. Connect the Browser Softphone

Click the phone icon in the top navigation bar. Enter the SIP extension, password, and server hostname in the settings panel. Click Connect - the status indicator turns green when registered.

Fig 6-3 - Softphone panel - registered and readyTip: Open two browser windows (or use incognito) - register a different extension in each - to test extension-to-extension calls without needing a second physical device.

7. Setting Up a Ring Group

A Ring Group makes multiple extensions ring when a number is dialled. Go to PBX → Ring Groups → Add Ring Group.

Fig 7-1 - Ring Groups list

Fig 7-2 - Add Ring Group form

8. Setting Up an IVR Menu

An IVR (Interactive Voice Response) menu plays a greeting then routes callers by key press. Go to PBX → IVR Menus → Add IVR Menu.

Fig 8-1 - IVR Menus list

Fig 8-2 - IVR Menu form - top (name, extension, greeting)

Fig 8-3 - IVR options table - digit to destination mappingExample digit mapping:

9. Setting Up Voicemail

Go to PBX → Voicemail → Add Voicemail.

Fig 9-1 - Voicemail list

Fig 9-2 - Add Voicemail formTo retrieve messages: dial *98 from any registered extension, enter the voicemail number and PIN.

Fig 9-3 - Feature Codes page - *98 = Check Voicemail

10. Routing Your DID (Inbound Route)

Map each DID to a destination. Go to PBX → Inbound Routes → Add Inbound Route.

Fig 10-1 - Inbound Routes list

Fig 10-2 - Add Inbound Route form

11. Making & Transferring Calls via WebPhone

Extension-to-Extension Call

Open the softphone dialpad, type the target extension number, and click Call. The receiving extension rings in its softphone panel - click Answer to connect.

Outbound PSTN Call

Type the number in E.164 format (e.g. +12125550100) in the dialpad and click Call. The system selects the matching outbound route and trunk automatically.

Call Transfer

Feature code alternatives (dial during a call):After calls, verify records at PBX → PBX CDR.

Fig 11-1 - PBX CDR showing call direction, duration, and disposition

12. Follow Me

Follow Me forwards calls to additional numbers (mobile, external) when the primary extension is busy or unanswered. Go to PBX → Follow Me.

Fig 12-1 - Follow Me listEach Follow Me entry links to an extension and defines one or more forwarding destinations with individual ring timeouts. End users can manage their own Follow Me from My Account.

13. Sending and Receiving Fax

13a. Send a Fax

Go to Fax → Send Fax. Select the fax account, enter the destination number, choose a document, and optionally attach a cover page. Click Send.

Fig 13-1 - Send Fax pagePre-upload reusable documents at Fax → Fax Documents.

Fig 13-2 - Fax Documents library

13b. Receive a Fax

Assign a DID to a fax account via Fax → My DIDs → Assign. Received faxes appear at Fax → Receive Fax.

Fig 13-3 - My DIDs - Assign button maps a DID to a fax account

Fig 13-4 - Receive Fax list - download or preview each fax as PDF

13c. Email Delivery

Go to Fax → Fax Settings and set a Delivery Email. Every received fax is automatically emailed as a PDF attachment.

Fig 13-5 - Fax Settings - Delivery Email field

14. Billing - Overview

ICTPBX Enterprise Edition includes a full billing engine covering packages, resource quotas, usage tracking, and credit-based deductions. Community Edition does not include billing.

14a. Packages (Admin only)

A Package defines what a tenant can use. Go to Billing → Packages → Add Package.

Fig 14-1 - Packages list

Fig 14-2 - Add Package form - 11 resource limits in a grid

14b. Subscriptions (Admin only)

Assign a Package to a Tenant. Go to Billing → Subscriptions. Each row shows the tenant and their current package. Click the package dropdown on a row to reassign.

Fig 14-3 - Subscriptions page - inline package reassignment per tenantNote: Reassigning a package deactivates the old subscription and immediately seeds new quota rows from the new package.

14c. Rates (Admin only)

Rates define per-unit charges applied to billable usage above the free tier. Go to Billing → Rates → Add Rate.

Fig 14-4 - Rates list

14d. Plans (Admin only)

Plans group Rates into pricing tiers that can be referenced by Routes. Go to Billing → Plans.

Fig 14-5 - Plans list

14e. Payments (Admin only)

Payments are manual credit top-ups applied to a tenant account. Go to Billing → Payments → Add Payment.

Fig 14-6 - Payments list - each row shows tenant, amount, and date

Fig 14-7 - Add Payment form

14f. Billing Quota (Admin, Tenant Admin, End User)

Shows current slot usage vs. package limits for each PBX resource, plus monthly voice, fax, and conference usage against the free-tier quota.

Fig 14-8 - Billing Quota - slot cards and usage cards

Fig 14-9 - Billing Quota - tenant view (scoped to own tenant)

14g. Billing Usage (Admin, Tenant Admin, End User)

Shows a breakdown of actual usage - calls made, faxes sent, minutes consumed - for the current billing period.

Fig 14-10 - Billing Usage page

14h. How Credit Deduction Works

ICTPBX uses an "Option A" deduction model:

• Each package includes a free-tier quota (e.g. 100 voice minutes/month, 50 fax pages/month).
• Usage within the free tier is tracked but no credit is deducted.
• Usage above the free tier is billed at the per-unit Rate and deducted from tenant.credit.
• At the start of each new billing month, quota_used resets to 0 automatically.
• If a tenant's credit reaches zero, service continues but usage is flagged for admin review.

Note: Credit is held at the tenant level. Admin tops up credit via Billing → Payments. The current credit balance is shown in the top bar of every page (EE only).

Appendix A - Scenario Reference Matrix

Appendix B - Feature Codes

Full list at PBX → Feature Codes.

Appendix C - Troubleshooting

Softphone won't register

• Extension exists in PBX → Extensions
• SIP password matches exactly (case-sensitive)
• Browser is on HTTPS (WSS required on HTTPS installs - port 5067)
• No firewall blocking port 5067 from your network

Inbound call not reaching destination

• DID exists in Routing → DID Numbers
• Inbound Route configured in PBX → Inbound Routes
• Destination (ring group / IVR / extension) is saved and active
• Trunk shows REGED on PBX → Realtime

Fax stuck in Queued

• Trunk is registered (Realtime → Gateways)
• Outbound route pattern matches the fax destination number
• Document is a valid non-password-protected PDF
• Fax account DID is assigned (Fax → My DIDs)

Billing quota shows 0 for all resources

• No package assigned to the tenant - go to Billing → Subscriptions
• billing_seed.sql not loaded - contact admin to run the DB seed

User can't see a PBX menu item

• Check the tenant has the required permission token (Administration → Tenants → Edit)
• Check the user has the matching permission checkbox ticked (Administration → User Management → Edit)

15. Devices & Provisioning

ICTPBX auto-provisioning lets IP phones fetch their full configuration - SIP credentials, codecs, feature keys - automatically when they boot. No manual programming is needed on each phone.This section covers the end-to-end workflow for both Administrators and Tenant Administrators:

• Creating a Device Profile - shared configuration template for a group of phones
• Registering a Device - linking a phone's MAC address to the PBX
• Adding a SIP Line - binding the device to an extension so it can call
• Using the Provisioning URL - the URL you enter (or push via DHCP option 66) to auto-configure the phone

Note: Provisioning requires the phone to reach the ICTPBX server over HTTPS. The provisioning URL uses the same domain as the web portal - no separate configuration is needed.

15a. Key Concepts

Device Profile

A Device Profile is a reusable template of shared settings (codecs, DTMF mode, timezone, feature keys) applied to many phones of the same type. Updating a profile immediately affects all phones using it on their next reboot.

Device

A Device is a single physical IP phone registered by its MAC address. Each device stores a label, vendor, model, optional profile, and one or more SIP Lines.

SIP Line

A SIP Line links a device to a PBX extension. ICTPBX auto-fills the extension number, SIP password, server address, and display name into the phone's config file when it provisions.

Provisioning URL

After saving a device, ICTPBX generates a unique URL:https://demo.ictpbx.com/provision/aabbccdd1122The 12-character suffix is the phone's MAC address (lowercase, no separators). Enter this in the phone's Auto Provision settings or DHCP option 66.

15b. Administrator Workflow

Fig 15-1 - Admin dashboard with PBX section in sidebar

Create a Device Profile

Step 1: PBX → Device Profiles → click Add

Fig 15-2 - Device Profiles listStep 2: Enter a Profile Name and Description, then click Save

Fig 15-3 - Profile form filled in ("Office Phones")

Fig 15-4 - Profile saved confirmation

Add a Device

Step 1: PBX → Devices → click Add Device

Fig 15-5 - Devices listStep 2: Enter MAC address and a descriptive labelAny MAC format is accepted: AA:BB:CC:11:22:33 or AABBCC112233 or aa-bb-cc-11-22-33. ICTPBX normalises to lowercase hex on save.

Fig 15-6 - MAC address and device label enteredStep 3: Select Vendor, then select ModelThe Model dropdown populates after the vendor is chosen. The Template field fills in automatically.

Fig 15-7 - Vendor selected

Fig 15-8 - Model selected; template auto-filled

Add a SIP Line

Step 1: Click "Add Line" in the SIP Lines section

Fig 15-9 - SIP Lines section with one empty rowStep 2: Click the Extension dropdown and select an extension

Fig 15-10 - Extension picker open

Fig 15-11 - Extension selected; server address pre-filledTip: The Server Address field is pre-filled with the PBX hostname. SIP credentials are written automatically from the extension record - no manual password entry needed.Step 3: Click Save

Fig 15-12 - Device saved

Retrieve the Provisioning URL

Open the device's edit page (pencil icon in the list). The provisioning URL appears in a read-only field at the top.

Fig 15-13 - Provisioning URL on device edit pageNote: Copy this URL and enter it in the phone's Auto Provision settings. The phone will download its config and register on the next reboot.

15c. Tenant Workflow

Tenant Administrators follow exactly the same steps as Admin. The only difference is scope: only extensions and devices belonging to their own tenant are visible.

Fig 15-14 - Tenant view: Device Profiles list

Fig 15-15 - Tenant: profile form filled in ("Remote Worker Phones")

Fig 15-16 - Tenant: profile saved

Fig 15-17 - Tenant: Grandstream HT802 selected

Fig 15-18 - Tenant: extension assigned to SIP line

Fig 15-19 - Tenant: device saved

15d. Entering the Provisioning URL on the Phone

Yealink Phones

• Open the phone web interface: http:// (default admin/admin)
• Settings → Auto Provision → Server URL → paste the ICTPBX provisioning URL
• Protocol: HTTPS → click Autoprovision Now

Grandstream Phones

• Open the phone web interface: http://
• Maintenance → Upgrade and Provisioning → Config Server Path → paste URL (without https://)
• Upgrade Via: HTTPS → click Update and Provision

DHCP Option 66 - Zero-Touch Deployment

Set DHCP option 66 on your network to the base provisioning URL. Every phone that boots on the network will self-provision using its own MAC address.

• Option 66 value: https://demo.ictpbx.com/provision/

Tip: With DHCP option 66 configured, new phones require only a factory reset + network cable - no manual URL entry needed.

15e. Quick Reference

• Admin/Tenant → PBX → Device Profiles → New → name → Save
• Admin/Tenant → PBX → Devices → New → MAC + label → Vendor → Model
• Add Line → select Extension → Save
• Edit device → copy Provisioning URL → paste into phone Auto Provision settings

16. Installing ICTPBX as an App

ICTPBX is a Progressive Web App (PWA): you can install it on a desktop or mobile device so it opens in its own window with an app icon - no app store and no separate download required. The installed app stays in sync with the web portal and updates itself automatically.Note: Installation is only offered when the portal is served over HTTPS. On a plain-HTTP install the browser will not show an install option.

16a. Install on Windows / macOS (Chrome or Edge)

• Open your ICTPBX URL (e.g. https://demo.ictpbx.com) and sign in.
• Look for the install icon in the address bar - a small monitor/screen icon with a down-arrow, at the right-hand end of the URL field.
• Click it (or open the browser menu ⋮ and choose "Install ICTPBX…" / "Apps → Install this site as an app").
• Click Install in the confirmation dialog.
• ICTPBX opens in its own window and a shortcut is added to your Desktop / Start Menu (Windows) or Dock / Launchpad (macOS).

Tip: Once installed, launch ICTPBX from the app icon like any native application - it runs without browser tabs or the address bar.

16b. Install on Android (Chrome)

• Open the ICTPBX URL in Chrome and sign in.
• Tap the menu (⋮) → "Add to Home screen" (or "Install app").
• Tap Add / Install. The ICTPBX icon appears on your home screen.

16c. Install on iPhone / iPad (Safari)

• Open the ICTPBX URL in Safari and sign in.
• Tap the Share button (the square with an up-arrow).
• Scroll down and tap "Add to Home Screen", then tap Add.

16d. Automatic Updates

When a new version of ICTPBX is published, the installed app detects it in the background and shows an update prompt. Click Reload (or re-open the app) to load the latest version - there is nothing to re-download or re-install.Note: If you ever see a stale screen after an upgrade, close and re-open the app, or refresh the page, to pick up the newest version.

17. Tenant Fraud & Credit Controls

Note: Admin only. Enterprise Edition.Each tenant has two safeguards that limit toll-fraud exposure and warn before credit runs out. Set them on the Add Tenant or Edit Tenant form, in the "Billing & Call Limits" section.Go to Administration → Tenants → Add Tenant (or edit an existing tenant) and scroll to Billing & Call Limits.

Fig 17-1 - Billing & Call Limits - Low-credit alert threshold and Max concurrent callsImportant: Max concurrent calls is the primary toll-fraud guard: if an account is compromised, the cap limits how many calls an attacker can place at once. Set it to the tenant's realistic peak (e.g. number of seats) rather than leaving it unlimited.Tip: Use the Low-credit alert threshold to give post-paid or pre-paid tenants advance warning before service is affected, so they can top up in time.

18. Click-to-Call from the Realtime Page

Click-to-Call lets you place a call from the browser without a softphone. The server first rings the chosen extension; when that phone is answered, ICTPBX automatically dials the destination and bridges the two parties.Go to PBX → Realtime. The Click to Call card is at the top of the page.Enter both fields and click Call. The "From" phone rings; on answer, the system places the outbound leg to the "To" number. A status message under the button confirms success or reports an error.

Fig 18-1 - Realtime page - Click to Call card with From extension and To numberNote: The From extension must be registered (visible in the Registrations list lower on the same page) for the call to connect. Live calls then appear in the Active Channels table, where you can hold, transfer, or hang up.