After your initial setup you may wish to continue expanding your Ooma Office system beyond your first user. Each new user comes bundled with a phone number, private voicemail box, and personalized access to the Ooma Office End User Portal.

Keep in mind that when you are opening the webpages indicated in this article you will need to log in as an administrator.

  1. How can I create a new user?
    1. Extensions page
    2. Express Setup Assistant
  2. How much does it cost to add a new user?
  3. How can I register a new wireless device to make it available for a user?
  4. How can I see what devices are currently assigned to a user?
  5. How can I remove a device from a user?
  6. How can I update the voicemail preferences for a user?
  7. How can I update the call forwarding settings for a user?
  8. How can I change the outgoing caller ID for an extension?
  9. How can I delete a user?
  10. How can I assign or update a user’s direct access phone number?
  11. Can a user have more than one direct access phone number?

How can I create a new user?

There are a few different ways that you can set up a new user:

Extensions page

  1. Log in to your Ooma Office Manager at http://office.ooma.com and navigate to “Extensions” under the “Manage” tab.
  2. Click on the “+Add Extension” button and choose “Add User” as the extension type you would like to add.
  3. Fill out the required information for the new extension, including selecting a new phone number and choosing an unused extension number.
  4. Save your changes.

Express Setup Assistant

  1. Log in to your Ooma Office Manager at http://office.ooma.com and click on the “Support” button.
  2. Click on the “Express Setup Assistant” button and navigate to the Users screen:
    express setup
  3. Click on the “Add User” box.
  4. Fill out the required information for the new extension, including selecting a new phone number and choosing an unused extension number.
  5. Save your changes.

Once your extension is set up, you can add direct access phone numbers and devices. Ooma Office supports a number of different devices that can be assigned to a user:

  • Base Station phone port: The analog phone port on the back of the Base Station.
  • Ooma Linx: A device that connects wirelessly to the Base Station and supports an analog telephone.
  • Ooma Headset: A hands-free device that connects wirelessly to the Base Station.
  • IP phone: A telephone that connects via a hard-wired Ethernet connection.
  • Ooma Office mobile app: A smartphone app that allows users to make and receive phone calls over their Wi-Fi or cellular data Internet connection.
  • Remote number: A cell phone or landline number where calls to the Ooma Office extension will be forwarded.

A user can use multiple devices, but only one of each type. For example, you can set up a user so that calls will ring on their Mobile App and Ooma Linx simultaneously, but a user cannot have two Ooma Linx devices.

How much does it cost to add a new user?

Each new user costs $19.95 for US accounts, or CAD $24.95 for Canadian accounts. You can learn more about pricing for Ooma Office add-ons by visiting our pricing chart.

How can I register a new wireless device to make it available for a user?

Before you can assign a wireless device such as an Ooma Linx or an Ooma Headset to a user, it must first be registered to a Base Station. You can register a new device by following the instructions in our web tutorial, or by following the directions below:

  1. Log into your Ooma Office Manager at http://office.ooma.com and navigate to “Base Stations” under the “Manage” tab.
  2. Click on the “Register New Device” button associated with the Base Station with which you will pair your new device. You will see a pop-up to confirm that your Base Station is now in registration mode:
    register new device

  3. Follow the on-screen directions to finish setting up your new device.

Once the device is registered, it is available to be assigned to a user. You can assign a device to a user by following the instructions in this online tutorial.

How can I see what devices are currently assigned to a user?

You can check what devices are assigned to a user by following these instructions:

  1. Log into your Ooma Office Manager at http://office.ooma.com and navigate to “Extensions” under the “Manage” tab.
  2. Click on the user whose devices you would like to check.
  3. Click on the “Devices” tab in the pop-up to get a list of devices that are currently assigned to the user’s profile:
    devices tab

How can I remove a device from a user?

You can remove a device from a user by following these instructions:

  1. Log into your Ooma Office Manager at http://office.ooma.com and navigate to “Extensions” under the “Manage” tab.
  2. Click on the user whose devices you would like to administrate.
  3. Click on the “Devices” tab in the pop-up to get a list of devices that are currently assigned to the user.
  4. Click the trash icon next to the device that you would like to remove:
    delete device

  5. Confirm that you would like to delete the device.

How can I update the voicemail preferences for a user?

Each extension will have its own voicemail settings that can be configured to the user’s preference. You can set up these preferences by following these instructions:

  1. Log into your Ooma Office Manager at http://office.ooma.com and navigate to “Extensions” under the “Manage” tab.
  2. Click on the Settings button in the row of the extension that you wish to modify.
  3. Click on the Voicemail tab and set up your voicemail preferences:
    voicemail tab
    You can update the following settings:

    • Voicemail enabled: Turns extension voicemail on and off.
    • Voicemail pick up time: How long your extension’s phone(s) will ring before rolling to voicemail.
    • Voicemail PIN: The numeric code the user will use to check the extension’s voicemail.
    • Enable voicemail to email notifications: Sends an email to the user’s address to let them know when a new voicemail comes in.
    • After email notification: Determines what happens to a voicemail message once an email notification has been sent:

      • Keep the message marked as new
      • Mark the message as heard
      • Delete the message
  4. Save your changes.

How can I update the call forwarding settings for a user?

Each user will have their own call forwarding settings that can be configured to the user’s preference. You can set up call forwarding by following these instructions:

  1. Log into your Ooma Office Manager at http://office.ooma.com and navigate to “Extensions” under the “Manage” tab.
  2. Click on the Settings button in the row of the extension that you wish to modify.
  3. Click on the Call forward tab and set up your preferences:
    call forward tab You can update the following settings:

    • Enable Call Forwarding: Toggles call forwarding on and off.
    • Forwarding number: The external phone number that all calls will be forwarded to.
    • Simultaneously ring local extension: When call forwarding is toggled on, local phones will still ring.
    • Require key press on answer: When a call rolls to an external number, you must press 1 to answer it when picking up the phone. Turning this setting on ensures that calls will only roll to the user’s Ooma Office voicemail if the forwarded call is not answered.
  4. Save your changes.

Keep in mind that when call forwarding is enabled it will override all of your other extension settings. To revert to your original settings, turn call forwarding off.

How can I change the outgoing caller ID for an extension?

You can change the number that appears on an extension’s outbound caller ID by following these instructions:

  1. Log into your Ooma Office Manager at http://office.ooma.com and navigate to “Extensions” under the “Manage” tab.
  2. Click on the Settings button in the row of the extension that you wish to modify.
  3. Click on the Advanced tab and set up your preferences.
  4. Select the number you would like from the dropdown menu.
  5. Save your changes.

How can I delete a user?

You can delete a user by following these steps:

  1. Log into your Ooma Office Manager at http://office.ooma.com and navigate to “Extensions” under the “Manage” tab.
  2. Click on the Trash icon icon in the row of the user you would like to delete.
  3. Click “Confirm” to delete the extension.

How can I assign or update a user’s direct access phone number?

You can assign or change the direct phone number(s) assigned to a user by following these instructions:

  1. Log into your Ooma Office Manager at http://office.ooma.com and navigate to “Phone Numbers” under the “Manage” tab. You will see a table like the one below with one entry for each of your business’s phone numbers:
    manage phone numbers

  2. You can change the extension that a phone number will connect to by selecting a new user from the dropdown menu under Extensions.
  3. Click “Save” to update your phone number mapping.

Can a user have more than one direct access phone number?

Yes, you can assign multiple direct access phone numbers to a single user.