User extensions are the most common type of extension that a company will set up. There are a few different ways that you can set up a new user:

Bulk import

The easiest way to add many new user extensions is to import them in bulk. You can do this by following the instructions in this article.

Extensions page

  1. Log in to office.ooma.com as an administrator and navigate to the Settings page.
  2. Click Add and select User from the dropdown menu.
  3. Fill out the required information for the new extension. The user’s location will be used for 911 purposes. Hover over the location in the dropdown list to see that location’s service address. Select the appropriate location or add a new location by choosing the Add New Location option and filling in the service and billing addresses. Click Next when you are done.
  4. Choose the primary device the user will use to make and receive calls and decide whether you would like to enable Virtual Fax and a Conference Bridge on the Conference Server.
  5. Select the phone number or phone numbers that will be assigned to the user extension. One or more phone numbers have been pre-selected based on your company’s main phone number, but you can choose new ones by clicking on the suggested numbers.
  6. Click Save.

Note: You can add additional devices to the user by clicking on Edit User in Configure page.

Express Setup Assistant

  1. Log in to office.ooma.com as an administrator and click on the Assistant button.
  2. Navigate to the Configure Users screen.
  3. Click Add Users.
  4. Fill out the required information for the new extension. The user’s location will be used for 911 purposes. Hover over the location in the dropdown list to see that location’s service address. Select the appropriate location or add a new location by choosing the Add New Location option and filling in the service and billing addresses.
  5. Enter the user’s name and email address. Click Next.
  6. Choose the primary device the user will use to make and receive call. Click next.
  7. Decide whether you would like to enable Virtual Fax and a Conference Bridge on the Conference Server. Click next.
  8. Select the phone number or phone numbers that will be assigned to the user extension. One or more phone numbers have been pre-selected based on your company’s main phone number, but you can choose new ones by clicking on the suggested numbers.
  9. Click Save.

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

  • Grandstream HT812 or HT814 ATA phone port: The analog phone port on the back of the ATA device.
  • 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 DP1 desk phone: A DECT analog phone that connects wirelessly to the Base Station.
  • 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.