---
title: 'What signup set up for you'
slug: self_onboarding
summary: 'Your phone system was built from the answers you gave when you signed up. What exists already, why your schedule is called "Outside opening hours", where your team and call groups came from, and what to check first.'
module: telephony
section: features
order: 8
updated: '2026-09-02'
tags:
  - telephony
  - onboarding
  - routing
  - microsoft
related_forms:
  - users
  - groups
  - schedules
  - call_flows
---

> **Signup** built your phone system from five short answers, so the Cockpit already contains users, extensions, call groups, a schedule and a call flow that nobody created by hand. This page explains what each of them is and what you may want to change.

## Overview

Nothing here is special or locked. Everything signup created is an ordinary Cockpit record of the same kind you would have made yourself, and you can rename, edit or delete any of it. It was created once, from your answers, and it is never rewritten afterwards.

Read this once and you will recognise every record signup made. The one piece that surprises people is the schedule, because it holds the hours you are *closed* rather than the hours you gave us. [Why your schedule is not your opening hours](#why-your-schedule-is-not-your-opening-hours) explains why a phone system has to work that way.

## What was created

| What | Where to find it | Details |
|---|---|---|
| Your admin account | **Users** | The email address you verified during signup, with the **Admin** role and an internal number from the range you chose on the team step — the one the screen named. If you listed yourself on that step, you get the number you chose there. |
| One user per colleague | **Users** | Everyone in the review table on the team step, with the plain **User** role. Enabled, with do-not-disturb and call forwarding allowed and personal voicemail off. |
| One extension per colleague | **Extensions** | Taken from the range of internal numbers you chose on the team step. |
| One call group per department | **Groups** | One group per distinct group name in your team list. The first spelling wins, and "Sales" and "sales" become one group rather than two. |
| A schedule, **Outside opening hours** | **Schedules** | The hours you are closed, worked out from the hours you said you were open. See below. |
| A call flow, **Outside opening hours** | **Call flows** | Plays your greeting, then takes a voicemail and emails it to you. |
| A routing step on your default external call flow | **Call flows** | Sits in front of everything else and hands the call to the flow above whenever the schedule matches. |
| An announcement, **Off-hours greeting** | **Announcements** | The message callers hear when you are closed, when the greeting was rendered as audio during signup. |
| One integration | **Integrations** | Only when you brought your team from Microsoft or Odoo. A file, hand entry and the solo path leave nothing connected. |
| Microsoft sign-in on the PBX | **PBX settings**, Authentication tab | Only when you ticked "Let them sign in with Microsoft" on the team step and the Microsoft connection completed. |

Your phone numbers are ordered separately, with our supplier, and confirmed after the setup screen finishes. If the setup told you the numbers were still on the way, everything else above already exists and the numbers appear under **Phone numbers** once the order is confirmed. Each one arrives active and pointed at your default call flow, which is the one the off-hours step sits in front of, so a new number is routed correctly from its first call.

> [!NOTE]
> **Signup creates your colleagues' accounts. It does not invite them.** No email goes out, so nobody is waiting on a message that never arrives, and nobody is bothered before you are ready.
>
> When you want them in, invite them yourself: go to **Users**, select the people you want, and send the invitation. You can send it by email, by SMS, or as a QR code they scan. The invitation is what lets them sign in, so they never need a password from you and you never need to know the one their record was created with.
>
> If you turned on **Microsoft sign-in** during signup, they can sign in with their Microsoft account straight away and need no invitation at all.

## Who can sign in to the Cockpit

**One person gets administrator access: you.** The account created for the address you verified during signup holds the **Admin** role, and that is what lets you into the Cockpit to manage the phone system.

Everybody else gets the plain **User** role, whatever route they arrived by — a spreadsheet, Microsoft Entra, Odoo, or typed in by hand. A **User** can sign in to use the phone system: make and take calls, use the apps, see their own settings. They cannot manage the phone system, change other people's records, or reach the settings you use.

This is not something signup can be asked to do differently. There is no way to mark somebody in the team list as an administrator, and no source can promote a colleague by supplying a role — what a file or a directory says about somebody's job title has no effect on their permissions here.

**To give somebody else administrator access**, do it yourself afterwards: go to **Users**, open their record, and change their role. Doing it in the Cockpit rather than during signup is deliberate — handing out administrator rights is a decision worth making on purpose, once you can see who is actually on the system.

> [!NOTE]
> **If your own account appears in the team list, it is not a second account.** When you bring your team from Microsoft or Odoo, your own record usually comes back with everybody else's, and it is shown as **This is you** rather than as a duplicate. Signup recognises it and does not create you twice.
>
> That row is still worth filling in: the group you put yourself in and the internal number you choose there are applied to your existing account. What it cannot do is leave you out — your administrator account is created from the address you verified, so it exists whether or not that row is in your list, and the option to exclude it is not offered.

## Why your schedule is not your opening hours

You told us when you are **open**. Your schedule is called **Outside opening hours** and holds the opposite. That is not a mistake, and it is worth understanding before you edit it.

A phone system has no concept of being open. It only has schedules that either match the current time or do not, and a call flow to jump to when one matches. So the useful thing to write down is not when you are open, it is when you are *not*, because that is the moment a call has to be treated differently. Signup works that out for you and stores the result.

### Example: open Monday to Friday, 09:00 to 17:00

The schedule gets three rules:

1. **Monday to Friday, 00:00 to 09:00** - before you open.
2. **Monday to Friday, 17:00 to 23:59** - after you close.
3. **Saturday and Sunday, 00:00 to 23:59** - shut all day.

An incoming call to your number then goes like this:

1. The routing step at the top of your default external call flow asks whether **Outside opening hours** matches right now.
2. If it does, the call jumps to the **Outside opening hours** call flow, hears your greeting, and leaves a voicemail. Nobody's phone rings.
3. If it does not, the call falls through to the rest of your default flow and rings your team as normal.

Two answers produce nothing to build, and that is correct rather than missing:

- **Open around the clock, every day.** There is no time that is outside your hours, so there is no schedule, no off-hours flow and no routing step. Every call rings your team.
- **A business that trades across midnight** (open 18:00 and closing at 02:00, for example) gets a single rule covering the gap in the middle of the day, from 02:00 to 18:00, rather than two rules that would between them cover the whole day.

If you were closed all week when you signed up, you have one rule covering all seven days, and the off-hours flow answers every call. That is a legitimate setup for a line that only takes messages.

> [!TIP]
> To change your hours, edit the rules on the **Outside opening hours** schedule, remembering that they describe when you are shut. Widening a rule closes the office earlier, not later.

### What callers hear when you are closed

The off-hours call flow has two steps. First your greeting, then a voicemail that is recorded and emailed to the address you gave on the hours step, falling back to your own address if you left it blank.

The greeting exists in one of two forms, depending on whether you played it back during signup:

- **As an announcement.** If audio was rendered while you were signing up, that exact audio was saved as the **Off-hours greeting** announcement, so callers hear what you approved. Edit or replace it under **Announcements**, or re-record it there from a new script.
- **As text on the call flow step.** If no audio was rendered, the words are stored on the **Text to speech** step of the off-hours flow and spoken at call time. Edit the step to change them.

If you left the greeting empty, there is no first step at all and the flow goes straight to voicemail. Add a **Text to speech** or **Announcement** step in front of the voicemail step to give callers a message.

## Where your team and call groups came from

Signup gave every person a name, an email address, an extension and one group. What filled the group column depends on the source you chose.

| Source | What became the call group |
|---|---|
| **Upload a file** | The column you mapped to **Group**. Headings like group, department, team, division, office, job title and title are recognised automatically. |
| **Microsoft** | Each person's **department**, falling back to their **job title**. See the warning below. |
| **Odoo** | Each person's **department** from their HR record, falling back to their **job title**. Only when you ticked **Departments**. |
| **Add them myself** | Whatever you typed in the **Group** box on each row. |
| **Just me for now** | Nothing. There is no team list, so no groups were created. |

A person whose group cell was empty is in no group. That is not an error state, and you can put them in one from their user record at any time.

> [!IMPORTANT]
> **Microsoft groups are not your Microsoft groups.** A Cockpit user belongs to exactly one call group, and a Microsoft user commonly belongs to several security or Microsoft 365 groups at once, so the two cannot be mapped across. Signup does not read your Entra group memberships at all. It reads each person's **department**, and when that is empty it reads their **job title** instead, and that single value became their call group. The **Groups** tick box on the team step said as much beside it: "Each person's department becomes their call group".
>
> The practical consequences:
>
> - Someone with no department and no job title in Entra is in **no** call group.
> - Job titles are usually per person, not per team, so a directory without departments can produce a long list of one-person groups.
> - A group you have in Microsoft that nobody's department names does not exist in the Cockpit.
>
> Nothing about this is retried or corrected later. Tidy the groups up under **Groups**, and set each person's group on their user record.

Two more things worth knowing about a Microsoft import. Only enabled accounts with a real email address were brought across, so disabled accounts, room and equipment mailboxes and service accounts were skipped. And if you ticked **Phone numbers**, a person's first business phone number from Entra was offered as their extension instead of the next number from your range.

## What needs your attention

Work through these once and your setup is clean.

- **Anyone missing from Users.** Signup skipped a colleague whose email address already belonged to a Voxbi account somewhere, was a duplicate of another row in your list, or was not a valid address at all. The setup screen told you how many, and everybody else was created. Add the missing people under **Users**.
- **Anyone with no extension.** A row you were warned about during signup for an extension already used elsewhere in your list was still created as a user, but without an extension. Add one from their user record. Until then they cannot be reached on an internal number.
- **Placeholder email addresses.** A person imported without an email address was given a placeholder address ending in `@bin.voxbi.com` so their record could exist. Replace it with their real address before you invite them.
- **Group names.** Group names came straight from your file or your directory and were cut to 64 characters. Rename anything that reads oddly.
- **The greeting.** Listen to it once. It was drafted from your company name, your week and your language, and it is yours to rewrite.
- **Where voicemail goes.** Check the email address on the voicemail step of the **Outside opening hours** call flow. If you left the field blank during signup, it is your own address.
- **Phone numbers.** If your numbers were still being ordered when you left the setup screen, confirm they have arrived under **Phone numbers**.

## See also

- [Schedules](schedules.md) - the time rules behind **Outside opening hours**.
- [Call flows](call_flows.md) - the routing your calls follow, and the step that gates it on the schedule.
- [Announcements](announcements.md) - editing or re-recording the off-hours greeting.
- [Users](users.md) - adding the people signup could not create, and setting each person's group.
- [Groups](groups.md) - the call groups, and how a group rings.
- [Extensions](extensions.md) - the internal numbers your team dials each other on.
- [Set up Single Sign-On (SSO)](sso_setup.md) - the Microsoft sign-in that the team step could switch on.
- [Integrations](integrations.md) - the Microsoft or Odoo connection your team came from.