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.

Access Department Settings

You can manage Welcome Menus from the Sync 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. Click Company Settings from the left navigation menu.
   You will be redirected to the Sync Settings portal. 
4. Select the Departments page from the right navigation menu. 

Department List

The Department Settings page lists all existing Departments, including their Name, Extension, and Assigned Team Members. You can search by name or extension using the search bar at the top. The Departments list includes:

• Department Name
• Extension Number
• Team Members (view or edit from the dropdown)

Each Department row includes Edit and Delete options. If your company has many Departments, use the pagination arrows at the bottom of the page.

Department Call Options

The Call Options tab controls how incoming calls route to Department members.

Call Forwarding Rules

You must choose one of the following options for the Department's call forwarding: 

• Ring All Team Members at the Same Time – All assigned members ring simultaneously. Choose the number of rings before voicemail.
• Ring One Team Member at a Time – Calls ring users sequentially. Use the call order list to arrange users and set ring duration per user.

Additional Options

Once created, you can modify a Department with the following advanced settings:

• Rings Before Voicemail to adjust ring timeout.
• Incoming Call ID will show the company’s phone number instead of the caller's number (useful if carriers block external caller ID on forwarded calls).
• Call Screening enables team members to press 1 to accept calls.
• Record Caller’s Name is available only when Call Screening is enabled.

Add a New Department

You must fill in the required fields to create a new department before you can access the Additional Department Options (such as ring timeout or call screening). From the Department Settings page: 

1. Click Add Department.
   
2. In the pop-up window, enter the mandatory fields:
   1. Department Name,
   2. Extension Number (auto-populates with the following chronological extension for your Company; you can edit this number), 
   3. Assigned Phone Number, and,  
   4. Team Member(s).
3. Click Add Department to save. 

For call routing and voicemail settings, continue to the Call Options and Voicemail tabs.

Edit Department Voicemail and Call Options

For advanced Department options, click the pencil icon in the list of Departments. From the edit popup configuration menu, you will find three subtabs: 

Department – In the first subtab, you can find the same options available in the creation window, plus a toggle to enable Call Recording.  

Call Options –  In the second subtab, you can find call forwarding rules and toggles to enable incoming call IDs and incoming call screening. 

Voicemail – In the third subtab, you can find settings for the Department's shared voicemail inbox, including a section to create a custom voicemail greeting. 

Update Department Call Options 

The Call Options subtab is available when editing Department settings.

1. Click the Call Options subtab to open advanced settings. 
2. Choose one of two Call Forwarding Rules to manage incoming calls directed to the Department. 
   1. Ring All Team Members At Same Time: Set the dropdown box to this option and choose the number of Rings. 
   2. Ring 1 Team Member At A Time: Set the dropdown box to this option, and in the Call Order box below, change the order of your team members with the buttons on the right. You can also set the number of rings for each user.
      
3. (Optional) Change the number of Rings before a call is sent to voicemail or another Team Member (sometimes referred to as Ring-Timeout). 
4. (Optional) Enable Incoming Call ID to display your net2phone number rather than the Department-specific number.   
5. (Optional) Enable Call Screening by clicking the toggle so it is blue. 
6. (Optional) Enable Record Caller's Name by clicking the checkbox.  
   

Update Department Voicemail Settings

Departments can enable their own voicemail inbox. The Voicemail subtab is available when editing Department settings.

Click the Voicemail subtab to open advanced settings. From here, you can: 

• Enable or disable the Department Voicemail inbox by clicking the toggle at the top of the subtab.  
• Upload or record a custom greeting by clicking Custom Voicemail Greeting or Record Voicemail via Phone. Check out our article Manage Your Voicemail Inbox to learn more about uploading or recording custom voicemail greetings. 
• Preview the Department voicemail inbox greeting by clicking the play icon. 
  

A voicemail light on physical desk phones will not apply to the shared Department voicemail inbox.

Delete a Department 

You can add and delete as many Departments as you need. To delete a Department: 

1. Click the Delete button (on the right side) of the department you want to remove.
    

2. You will receive a warning message informing you that the action cannot be undone. Click Delete again.