Creating Users / Extensions

Creating Users

Users Overview in 3CX Admin Console

To set up your users in 3CX:

  • In the Admin Console, navigate to "Admin → Users"
  • Click on the Add User button

  • Enter the details for your new user in the General tab:
  • Extension: the next available extension number is pre-populated; you can change this to any valid extension number that is not already in use
  • Email: the email address is important for delivering essential notifications to your user, such as welcome emails with login instructions and voicemail notifications
  • First Name and Last Name: to label and identify the user to other users
  • Mobile Number: to forward calls to mobile when the user is away from his desk
  • Outbound Caller ID: so when the user calls out, the recipient of the call gets the correct number to call the user back
  • Role: to specify what rights the user has over system functionality and visibility of other users; this can range from the highest-level role System Owner, which allows any actions including elevating rights for other users, to the lowest-level role User, which allows only access to settings relating to the user's own calls and data; you can get more information about Access Roles here
  • Main Department Membership:
  • if the user is in a department that enables Publish department information to all extensions, the user gets to see status information for all users in the same department
  • this department will dictate the office hours, the time zone, and the language for the user, even though office hours and language for each user can be specifically set to override the department settings
  • best practise strongly recommends that a user is a member of only one department
  • in a Multi-Company system, a user can only be a member of one department
  • read more about Departments here
  • Assigned DID number(s): select a DID number you want to assign to this user; typically this will be the same value of the user's Outbound Caller ID to ensure that returned calls are correctly routed
  • In the remaining tabs you can configure each user’s 3CX Talk link, Call Forwarding rules, Schedule (for working hours), IP Phone, BLFs, Voicemail, View rights, and other Options
  • Click the Save button to create the new user
  • Each new user created will receive a Welcome Email with account details

Call Forwarding

Call Forwarding rules define how 3CX routes calls based on an extension’s status. Call Forwarding can be configured:

  • from the Admin Console in "Admin → Users → Edit User → Call Forwarding"
  • from the Web Client in "Settings → Call Forwarding"

Boss-Secretary

You can configure the Boss-Secretary function from the Admin Console for any user of the PBX, by going to "Admin → Users → Edit User → Call Forwarding → Boss-Secretary".

  • Once you Allow Boss-Secretary, you can:
  • Assign a Secretary/PA; you can select a regular user's extension number, or an AI Personal Assistant
  • Select the hours during which the designated Secretary will screen calls for the boss
  • Select whether the Secretary will screen internal calls, external calls, or all calls
  • Define trusted Allowed Direct Callers who can reach the Boss without having the Secretary screen the calls

  • Users can then Activate/Deactivate the Boss-Secretary function for themselves and edit their personal settings using the pencil Icon in their status panel.

Forwarding Rules Evaluation Priority

Note: Boss-Secretary rules have the highest priority, overriding all other Forwarding rules and Forwarding Exception rules. This guarantees consistent and predictable call routing. The Forwarding Rules are evaluated with the following priority:

  • Allowed Direct Callers bypass all Forwarding or Boss-Secretary rules and ring the Boss directly regardless of any other forwarding logic
  • Boss-Secretary logic is evaluated next; calls are routed to the Secretary/PA as defined
  • If a call is forwarded by the Boss-Secretary rules, then no other forwarding rules are applied; this prevents chaining or conflicts with other rules
  • If none of the Boss-Secretary rules are triggered, the system proceeds to evaluate the regular Call Forwarding Exceptions

Importing and Syncing Users

Importing and Syncing users from Microsoft 365

  • If you have Microsoft 365, you can import extensions and automatically sync users when you add or delete Microsoft 365 users.
  • This functionality is not available in Multi-Company mode; more info in the Microsoft 365 Integration guide.

Importing users from a CSV file

You can import a batch of extensions from a CSV file / Spreadsheet. Download a sample spreadsheet import file here. You can see the full list of importable fields here.

Securing your User Accounts

Configuring Google or Microsoft Single Sign-On (SSO)

You can allow users to access 3CX using SSO from either Google or Microsoft. See these guides to configure SSO for Google or Microsoft.

Note that Microsoft SSO is NOT available in Multi-Company mode.

2FA - Two Factor Authentication

You can enable 2 factor authentication on accounts.

This will force users to enter an additional code besides their email and password. 3CX 2FA supports popular authenticators from:

See Also

Last Updated

This document was last updated on 16 February 2026

https://www.3cx.com/docs/manual/create-extensions/