Administrators can view and manage all inbound and outbound call activity across the organization from the Calls section of the net2phone Settings portal. This includes company-wide call logs, voicemails, and call recordings (if recording is enabled). Before you Begin  All users can access the Calls section of the Sync Settings portal, but only Admi...

Administrators can manage the music options (on-hold music) for the entire organization, setting controls for the default audio that callers hear when they are placed on hold, including during transfers or queue waits. Before You Begin Music on hold is often a caller’s first extended interaction with your business. Choosing the right audio helps set...

Administrators can manage Voicemail-to-Email settings for the entire organization, to control whether voicemail notifications are emailed to team members or departments, and what information is included in those emails. Before You Begin Voicemail-to-email helps ensure important messages are not missed by delivering voicemail notifications directly t...

Two-Factor Authentication (2FA) adds an extra layer of security to your net2phone account by requiring a second verification step when you sign in. In addition to your password, you must confirm your identity by entering a temporary verification code sent to you via a secondary, separate method. Once 2FA is enabled, all users will be prompted to ver...

Administrators can add, assign, change, and remove company phone numbers directly from the net2phone web aps; this article explains how phone number management works, including built-in safeguards that prevent accidental service disruption. Before you begin You must be an Admin user to manage company phone numbers. Each Team Member must have at leas...

Schedules allow administrators to define consistent business hours, after-hours rules, and special operating times that can be reused throughout the system. As an administrator user, you can create schedules that are accessible and usable by all members of your organization.   Understand Company Schedules  Company schedules apply time-based rules th...

Call Forwarding allows you to redirect incoming calls to another phone number when you're away from your desk, unavailable, or simply want calls to ring on a different device. You can enable or disable forwarding, choose between 24/7 forwarding or a Custom schedule, and manage your forwarding numbers. Access Your Call Forwarding Settings Follow the ...

Custom call forwarding lets you forward calls only during specific days and times. Use this option when you want calls to follow a schedule instead of Personal 24/7 Call Forwarding.  Access Your Call Forwarding Settings Follow the steps below: Open your Profile Settings. Click your profile icon in the top right corner. Click your name under Profile ...

If your organization sends SMS messages to U.S. phone numbers, you must use 10DLC (10-Digit Long Code) for business messaging. 10DLC is the current carrier-approved standard for Application-to-Person (A2P) messaging in the United States. This article explains what 10DLC is, why registration is required, and how to get started. What is 10DLC? 10DLC s...

Company schedules define shared business hours used across features such as call routing, ring groups, call queues, and call forwarding. While schedules are created and managed by administrators, all users can view shared company schedules in the net2phone Settings portal. What Are Company Schedules? Company schedules apply time-based rules that det...

Administrators can grant limited administrative access to their net2phone account by adding delegate users. Delegate users are not team members and are typically external individuals, such as IT partners or service providers, who need to configure settings on your behalf. Before You Begin Before adding a delegate user, review the following requireme...

You can block unwanted incoming calls by adding phone numbers to your personal Blocked Callers list or by turning on the option to block all anonymous callers. Your personal blocked call list will apply only to your extension.  Notes on Blocking Numbers Blocked numbers and anonymous-call blocking only affect calls to your extension or any direct num...

The Receptionist Console (RCon) is a cloud-based call management console designed for users who handle large call volumes. It centralizes active calls, transfers, presence indicators, contact search, and voicemail access into one interface, helping frontline staff quickly route callers to the correct person or department. How to Access the Reception...

Your status shows whether you’re available to take calls, messages, or meetings; it helps other team members understand when you’re reachable and allows the system to route calls appropriately. Status indicators  Your current status appears next to your name and contact card. Other users can see it when viewing contacts, messages, or call options. A...

Use this article to assist you while filling in each required field of the 10DLC Campaign Registry Form. You will submit your organization as a Brand, and your SMS use case will be submitted as a Campaign. Once verified by The Campaign Registry, you can send SMS messages to U.S. numbers. Access the Form  Setting up a new campaign requires you to sel...

Review the firewall and network requirements required to allow the net2phone Canada system, devices, and provisioning services to communicate properly. If these ports and IP ranges are blocked, phones may fail to register, calls may fail, or audio issues such as one-way audio may occur. Most networks do not require firewall changes The net2phone Can...

Huddle polls allow meeting Hosts and Moderators to collect quick feedback from participants during a live video conference. Polling is useful for gathering opinions, confirming decisions, or keeping participants engaged without interrupting the meeting flow. Before You Begin Before creating or launching a poll, review the following: You can create p...

Enable notifications to receive sound alerts for incoming calls. Disabling notifications does not activate Do Not Disturb (DND). Your calls will continue to ring until they time out and follow your voicemail or call-forwarding settings. To send calls directly to voicemail, set your status to DND. Access notification settings The web app currently su...

The Interactions tab in the Sync app is your central workspace for business messaging. From this tab, users can view and manage External SMS conversations, send Direct messages to coworkers, and participate in Channels for group communication. The Interactions tab supports day-to-day messaging workflows in one place, making it easier to stay connect...

Welcome Menus let administrators manage organization-wide call routing by playing a greeting and directing callers based on key selections.  What are Welcome Menus? Welcome Menus (also called auto attendants or digital receptionists) are recorded voice menus that provide callers with routing options. With Interactive Voice Response (IVR) technology,...

Huddle is net2phone’s built-in video conferencing tool. It lets you meet face-to-face, collaborate in real time, and connect with coworkers or external guests—directly from the net2phone desktop app or a web browser. You can start a Huddle meeting instantly, schedule a call in advance, or join using a shared meeting link. Start or join a Huddle You ...

Administrators can view SIP credentials and provisioning details for individual team members from the net2phone Settings portal. These credentials are typically used for third-party devices, softphones, or advanced provisioning scenarios. Available SIP information When SIP information is revealed, you may see details such as: SIP username SIP passwo...

The Devices tab in your Profile Settings lets you configure your outbound caller ID, adjust how long your desk phones ring before timeout, enable WebRTC calling, and review any desk phones assigned to your extension. Access your device settings Follow the steps below: Open your Profile Settings. Click your profile icon in the top right corner. Click...

Hold music is the audio callers hear when you place them on hold. You can keep the system’s default music or upload a custom audio file. Personalized hold music helps callers recognize your brand and adds a more tailored experience. Supported Upload Requirements Your file must meet the following requirements: Formats: .mp3, .m4a, .wav Maximum file s...

Connect your Google account to sync your calendar and contacts with net2phone. Once connected, your Google meetings will appear within the net2phone apps, and your Google contacts will be available when placing calls or sending messages. How to Connect Your Google Account To connect your Google Calendar and Contacts to the net2phone system from the ...

Manage your business contacts through the net2phone platform. Internal contacts appear automatically as Team Members. When you add an external contact, their name replaces the phone number wherever possible across the app, including: Activity and Calls Messages Shared Inboxes Dialer and call popups View and filter your contact lists Open the Contact...

Administrators can update their organization’s address and time zone information from the Company Profile page. Keeping this information accurate is essential for local telephony services, including emergency N11 services (such as 911). Before You Begin Before making changes to your Company Profile, review the following requirements and consideratio...

The Campaign Registry offers multiple 10DLC campaign types for organizations sending A2P (Application-to-Person) SMS messages to U.S. phone numbers. Selecting the correct campaign type helps ensure your registration is approved and billed correctly. Campaign types fall into two categories: Standard Campaigns (most business use cases) Specialized (Hi...

 Once a number is blocked, calls from that number will no longer ring your devices. Learn how to Block a Number or Block All Anonymous Callers for your personal extension. Administrators have separate controls for blocking company-wide phone numbers. Access Your Blocked Numbers List To access your blocked phone numbers from the browser app:  Open Pr...

Your net2phone licenses determine which features and applications you can access, including calling tools, video meetings, and advanced call queue roles.  Before you Begin Only licenses granted to your user or organization will appear in the net2phone Platform's profile section, and Settings portal's Admin Settings section.  All users can view their...

Your extension is usually a 3-digit number assigned when your account is created. Along with your email address (login username), your extension serves as a unique identifier in the net2phone backend. Your extension number is used for: Internal dialing (how colleagues reach you) Dial-by-name directory lookup Call routing based on company configurati...

10DLC campaigns must meet The Campaign Registry requirements for consent, disclosures, and sample messages.  Write Your Campaign Description Your campaign description must clearly explain what messages you will send, who will receive them, and why they are receiving them. Your description should match the sample messages you provide in the registrat...

Your Profile Settings provide access to your personal information, call-handling preferences, connected devices, voicemail options, and more personal configurations. Profile Settings are available in the web, desktop, and mobile apps.  Access your Profile Settings Access your profile settings Your Profile Settings provides access to several personal...

The Diagnostics App helps identify common device, browser, and network issues that can affect audio, video, and call quality. It runs a guided series of checks and provides results you can review yourself or share with your administrator or a net2phone Support agent to speed up troubleshooting. When to use the Diagnostic App  Run the diagnostics app...

Your Profile Settings host key configuration options, which allow you to manage your personal information in the net2phone system, including your name, login email, and time zone.  Verify your Personal Information  Keeping your user information accurate ensures your business communications operate effectively and helps callers find you in the Compan...

Shared Inboxes allow teams to manage incoming messages from shared phone numbers—such as Departments, Ring Groups, or Welcome Menus—so conversations don’t rely on a single person. What Are Shared Inboxes? A Shared Inbox is a shared messaging workspace that allows multiple users to view and respond to messages sent to a common business phone number. ...

The net2phone Diagnostic App is used to assess the performance and compatibility of your device's audio input and network capabilities for real-time communication applications, such as Huddle video conferencing and other VoIP services. If you are troubleshooting an issue with our Technical Support Team, they may have directed you to the Diagnostic a...

You can upload multiple external contacts at once by importing a .csv file into your net2phone contact list. This is useful when managing a large number of customers or vendors, as it allows you to add them quickly without entering each one individually. Contact CSV upload requirements Before uploading your contact list, make sure your CSV meets the...

The Call Options subtab allows you to view the status of your ring group and call recordings for your extension. Access Your Call Options Follow the steps below: Open your Profile Settings. Click your profile icon in the top right corner. Click your name under Profile Settings. Click the Call Options subtab on the left side. Note: Only company admin...

A personal avatar helps colleagues quickly identify you during calls and in internal messaging. Before you Begin  Your file upload must adhere to the following prerequisites:  You must have a profile picture file saved on your computer. Uploads must be made from a computer in a png, jpg, or jpeg file format.  The image should be a square ratio for t...

Ring Groups control how incoming calls are distributed across people, departments, or destinations. Unlike Departments, Ring Groups are purely call-flow tools—they do not represent teams or ownership structures. Ring Groups are commonly used in Welcome Menus, scheduled routing, and overflow scenarios. What are Ring Groups?  Ring Groups are distinct ...

Departments allow Admins to group multiple users under a shared extension. Calls placed to a Department extension ring assigned team members and can route to a shared voicemail inbox, without affecting each user’s personal extension or call settings. What are Departments?   Departments are distinct from Ring Groups and individual call forwarding rul...

You can upload a recording of your own name in the Company Directory section of your Profile Settings. The recording plays when callers use the dial-by-name menu to reach you.  When enabled, you have two available Company Directory options: System-generated name prompt (text-to-speech), or, Upload custom name prompt.  Enable or Disable your Extensio...

The Company Directory allows administrators to control how external callers locate team members using the dial-by-name directory. From this page, you can manage the directory greeting and choose whether callers search by first or last name. Before You Begin Each user is responsible for their own directory options—this article only relates to Admin c...

Special Extensions represent non-user endpoints in your phone system—such as fax machines, intercoms, pagers, or ringer devices. Unlike Team Members or Departments, Special Extensions are not connected to people and do not participate in standard call ownership or presence logic. What are Special Extensions? Special Extensions are commonly used in c...

If you’ve forgotten your password, don’t worry—you can reset it in just a few simple steps. Before you Begin  Prerequisites for updating a forgetten password: You must know the corporate email address associated with your net2phone account. You must have access to that email inbox to receive the reset link.   How to Reset Your Password Follow the st...

The browser app is your central workspace for business calls, messages, contacts, Huddle video meetings, and account settings. A clean three-pane communication layout. Built-in dialer and video meeting controls. AI tools (availability depends on your plan). A unified activity feed for calls, messages, and voicemails. Understand the Desktop and Brows...

API Setup allows you to connect external applications to net2phone services. From the browser or desktop app, Admin users can manage API keys, configure webhooks, and enable click-to-call for integrated browser calling. Want to implement net2phone API?  Detailed implementation guidance is available in the net2phone Developer Documentation knowledge ...

Your voicemail inbox stores messages left by callers when you miss a call. From your Profile Settings, you can enable or disable voicemail, customize your greeting, and update your voicemail password. Access Your Voicemail Inbox Settings From the desktop or browser app, follow the steps below: Open your Profile Settings: Click your profile icon in t...

The Analytics page provides a high-level snapshot of call activity across your organization. It helps administrators monitor inbound and outbound call volume, response behaviour, and performance across team members, departments, ring groups, and welcome menus. Access Analytics in the Sync Settings portal  You must have an Admin login to access data ...

net2phone includes three features that help route calls and organize users: Ring Groups, Departments, and Call Queues. While they may sound similar, they serve different purposes. Feature What It Does Who Gets Calls Best For Ring Groups Rings multiple users at once (or in a simple order) All members of the group Shared team lines Departments Organiz...

Ring Groups allow teams to share responsibility for answering calls. When someone calls a Ring Group’s phone number or extension, the net2phone system distributes the call to all group members according to rules set by an administrator. Even if you are not managing Ring Groups yourself, understanding how they work helps you track your responsibiliti...

Your Profile Settings provides access to several personal configurations and call routing options.  To access your personal settings from the browser app:  Click your initials or avatar in the top right corner.   Click your name.  Success: The Profile Settings pop-up menu will open. From here, you can access and update key personal configurations.  ...