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.

Access Special Extensions Settings

You can manage Special Extensions from the Settings portal.

1. Log in to the net2phone desktop or browser app with Admin credentials.
2. Click your profile icon in the top-right corner.
3. Select Company Settings from the left navigation menu.
   You will be redirected to the Settings portal.
4. Select the Special Extensions page from the right navigation menu.

Special Extension navigation 

Regular users can access the Special Extension page in the Settings portal, but cannot edit, delete, or reassign phone numbers. 

• Use the search bar to quickly locate an existing Special Extension. 
• The red number on the Add Special Extension button displays how many Special Extensions are available for your account. 
• Pagination controls appear at the bottom of the list if multiple pages are available.

Add a new Special Extension

Create a new Special Extension when you need a device-specific endpoint for calling, faxing, or internal signalling.

1. Click Add Special Extension.
2. Under the Settings tab, enter the following information:
   • Name (must be unique)
   • Extension (auto-assigned sequentially; editable if needed)
   • Type of device (fax, intercom, pager, or ringer)
   • Phone number (optional)
     If the phone number you select is already assigned, the system will display a warning indicating that the number needs to be reassigned.
3. Click Add to create the Special Extension.
   Once created, you will have additional configuration options. 

Special Extension configurations

Once created, each Special Extension includes multiple configuration tabs.

Settings tab

Use the first, Settings tab to manage the core identity of the Special Extension.

• Edit the Name
• Change the Extension number
• Assign or reassign a Phone Number
• Delete the Special Extension

Changes made here affect how the extension appears throughout the system.

Call Forwarding tab

Use the second tab, Call Forwarding, to control how incoming calls to the Special Extension are handled.

• Enable or disable Call Forwarding
• Set the number of rings before forwarding
• Add one or more forwarding numbers
• Choose standard forwarding behaviours (same options available to Team Members)

Warning: If call forwarding is enabled but no forwarding numbers are added, calls may fail silently.

Devices tab

Use the third tab, Devices, to manage device-level behaviour.

• Set the Outbound Caller ID
• Adjust ring duration
• View Device Provisioning Settings associated with the Special Extension

The Devices tab is where physical or virtual devices are linked to the extension.

Reassign and delete Special Extensions

You can track how many allotted Special Extensions can be created by the red number above the Add Special Extension button. 

Delete a Special Extension

Once deleted, a Special Extension cannot be recovered.

1. Locate the Special Extension in the list.
2. Click the Trash icon on the right side.
3. Confirm deletion in the warning popup.

If a phone number is associated, you may be prompted to reassign the number before deletion completes.

Reassign a phone number

You can reassign a Special Extension’s phone number without deleting the extension.

1. Locate the Special Extension in the list view.
2. Click the Phone Number drop-down.
3. Select a new number.

The page will refresh automatically, and the updated number will appear in the list.