Customer onboarding is your own signup link. You send it to a customer, they answer six short sets of questions, and a working phone system is built for them and registered to your organization.
Overview
The signup funnel is public and needs no login, but it is not a front door anybody can walk through. It only opens from a reseller's link, so every customer who signs up arrives with your organization already attached to them. That is what lets us create the customer record, assign the new PBX to you, and order their numbers against your distributor record.
Your customer does the work themselves. They confirm their email address, say where the business is, pick phone numbers, bring their colleagues across, and state their opening hours. Nothing is created until they press Confirm and start setup on the last screen.
Where to find your link
Open Settings in the partner portal and go to the Customer onboarding tab. Customer signup link holds the URL, read-only, with a button to copy it.
The link is built from your organization's Slug on the Organization tab, so it looks like https://cockpit.example.com/your-slug/signup. If your slug cannot be used in a URL, or it collides with one of the application's own top-level paths, the link falls back to your organization id instead. It stays longer but it stays working, and it is always the link in the field that is correct. Do not assemble the URL by hand from your slug.
What your customer answers
The funnel shows six steps, and the same six are named in its progress bar.
- Verification. They give a work email address and confirm it with a six-digit code sent to it, or sign in with Microsoft instead. They also accept the terms of service here. The address becomes their admin account, so an address that already has a Voxbi account is refused at this point rather than at the end.
- Business location. The country the business is based in. It decides which numbers can be offered and what is needed to activate them. A guess is pre-selected from their email domain, their connection, or their sign-in profile, and they can change it.
- Business numbers. A set of suggested numbers to choose from, with a button to see a different set. The numbers they pick are held for them for a few minutes while they finish, and anything they do keeps the hold alive. A customer who already owns a number can say so here instead, and we come back to them about porting it.
- Team onboarding. Where their colleagues come from, and the range of short internal numbers the team will dial each other on. See What each team source brings below.
- Business hours. When they are open. They can type a sentence like "weekdays 9 to 6, closed Sunday", copy the hours from their public business listing, or fill the week in by hand. They also review the message callers hear outside those hours and can listen to it before accepting it.
- Access Voxbi. A summary of every answer with a Change link beside each one, then Confirm and start setup. From there a progress screen shows four lines being ticked off, and the last screen hands them into the Cockpit.
Steps 1 to 5 save themselves as the customer types, and the signup is keyed on the email address rather than on a link. Somebody who abandons on step 4 at the office can come back on their phone, enter the same address, and carry on where they stopped.
What each team source brings
Your customer picks exactly one source, not a combination.
| Source | What it brings |
|---|---|
| Upload a file | A spreadsheet (CSV or Excel) with one person per row. We guess which column is the name, the email address, the extension and the group from the heading row, and they correct the guesses on screen. A file split into first-name and last-name columns is handled. The file is deleted as soon as its rows are imported. |
| Microsoft | People read from Microsoft Entra ID after an administrator approves read access to the directory. They tick what to bring: People, Groups, Phone numbers, and whether their team may sign in to the Cockpit with Microsoft instead of a Voxbi password. |
| Odoo | Employees read from Odoo's HR records over an API key they create in Odoo. They tick Employees and Departments. Works with Odoo 17, 18 and newer. |
| Add them myself | Typed in by hand, one person at a time. |
| Just me for now | A one-person company. Colleagues can be added later from the Cockpit. |
Every source ends in the same review table of name, email address, extension and group, with anything questionable flagged rather than blocked. A duplicate address, a missing address, an extension already used twice in the list: the customer is told, and they can continue anyway.
Microsoft and Odoo also leave a live integration on the new phone system, so it keeps in step with the directory afterwards. A spreadsheet, hand entry and the solo path are one-off imports with nothing to stay connected to.
What the link records against your organization
The referral is captured the moment the link is followed and frozen onto the signup, before the customer has answered anything. Editing the URL later does not change it.
- The customer is created in your Customers list, reusing an existing record when the same company already has one, and the new PBX is assigned to it.
- The new PBX is assigned to your organization, so it appears in your PBXs list.
- The number of phone numbers included is resolved from your organization at the start of the signup and frozen. Changing an allowance later never changes what a customer already saw.
- Numbers are ordered against your organization's distributor record, not against the new phone system.
What gets built for the customer
Confirming the setup creates the phone system, the customer's admin account, their team, their call groups, and the routing that answers calls outside their opening hours. The number order is placed with our supplier at the same time and confirmed separately, which usually lands within minutes but can take longer. When it does, the customer is told plainly that everything else is ready and that we will email them when the numbers are live, and they are let through to the Cockpit meanwhile.
Exactly one person on the new phone system is an administrator: the customer who signed up. The account created for the address they verified holds the Admin role. Everyone brought across on the team step — from a file, from Microsoft, from Odoo, or typed in by hand — gets the plain User role, and nothing in a file or a directory can change that. If your customer wants a colleague to administer the system too, they change that colleague's role themselves in Users afterwards.
The customer's colleagues get accounts, not invitations. Nothing is emailed to them, so nobody on your customer's team hears from us before your customer is ready. Their administrator invites them from Users in the Cockpit when it suits them, by email, SMS or QR code. If they turned on Microsoft sign-in during signup, their team can sign in with their Microsoft accounts and need no invitation at all.
For the full list of what exists on the new phone system afterwards, and what the customer's own administrator should look at first, see What signup set up for you.
See also
- Partner settings - the Customer onboarding tab that holds your link, and the Organization tab that holds the slug it is built from.
- Customers - the customer records a signup creates.
- PBXs - where the new phone system appears once it is built.