The Phone Admin page in Practice by Numbers allows practice administrators to manage and monitor their PbN Voice phone system from one centralized location. During the PbN Voice onboarding process, many of these settings are initially configured by the PbN team; however, practice administrators can later access this page to manage features such as extensions, devices, call routing, voicemail, faxing, greetings, and other phone system settings as needed.

To access the Phone Admin page:

Once opened, you will see the Account Summary dashboard along with a navigation menu on the left-hand side.

The Account Summary page provides a quick overview of your phone system configuration.

The dashboard currently displays:

Each summary card includes a View All button that takes you directly to the related management page.

The left-side navigation menu contains the available management sections for the phone system.

The Users page displays all active users associated with the organization.

This page is primarily informational and allows practices to quickly review users currently connected to the phone system.

Practices commonly use this page to:

The Users page helps administrators understand which users are active within the system before configuring:

Changes to users themselves are not managed directly from this page.

The Phone Numbers section allows administrators to:

The Extensions page is used to create and manage user extensions for the phone system.

Practices typically use this page when:

At the top of the page, practices can quickly review:

Use the Add New button to create an individual extension for a team member.

During setup, administrators can:

Use Create Bulk when setting up multiple extensions at once for larger offices or new locations.

Practices can enable call forwarding for specific users to:

The DND toggle allows administrators to prevent calls from ringing directly to an extension when needed.

The extension table allows practices to quickly monitor extension activity and configuration status.

The Mailbox page is used to create and manage voicemail boxes for users, departments, and shared office functions.

Practices commonly use this section to:

The summary cards at the top help practices quickly monitor mailbox usage and organization.

Select Create New Mailbox to create a voicemail box.

During setup, administrators can:

Mailbox greetings can be assigned from media files uploaded to the Media Library.

Practices often create:

Mailbox types include:

These options help practices organize voicemail access across teams and departments.

The Location section allows practices to manage multiple office locations to be used within the phone system.

This page is commonly used to configure emergency location information for PbN Voice phone numbers.

Administrators can:

The locations table includes:

The Devices page is used to manage physical desk phones and connected phone hardware within PbN Voice.

Practices use this section during onboarding and whenever:

Use Add Device to manually add a new desk phone to the system.

Administrators can configure:

The Create Bulk option is useful when setting up multiple phones for larger offices.

Practices can use Order Devices to purchase compatible phone hardware.

The Actions column allows administrators to:

The page also displays:

This helps practices identify phones that still need assignment.

The Call Groups page is used to create groups of users or phones that ring together when inbound calls are received.

Practices commonly use Call Groups for:

Select Add New to create a new group.

Administrators can:

Call Groups help practices distribute inbound calls more efficiently by routing calls to multiple users at once.

This is especially useful for:

Practices can edit or remove groups from the Actions column.

The Virtual Receptionist page is used to configure automated phone menus and IVR (Interactive Voice Response) routing.

Practices typically use this feature to:

Select Add New to create a new IVR menu.

During setup, administrators can:

The States column displays active routing states such as:

Practices can configure different call routing behavior based on office hours or special schedules.

Practices can modify routing destinations, greetings, and schedules from the Actions column.

This section is commonly used to improve the caller experience and to automate front-office workflows.

The Media Library page is used to upload and manage audio files used throughout PbN Voice.

Practices use this section to create a more professional caller experience through custom audio recordings.

The Media Library includes separate tabs for:

Practices can upload voicemail greetings and IVR prompts that are later assigned to:

The Hold Music tab allows practices to upload music or audio played while callers are waiting.

Announcements are commonly used for:

The table includes built-in playback controls, allowing administrators to review uploaded audio files before assigning them.

Practices can also:

The Call Blocking page is used to prevent unwanted callers from reaching the practice.

Practices commonly use this section to block:

Select Add New to create a blocked number entry.

Administrators can:

The table allows practices to:

This helps practices reduce interruptions and improve front office efficiency.

The Audit Logs page is used to review administrative actions and configuration changes made within the phone system.

Practices often use this section when:

Administrators can filter logs by:

The logs display:

The Actions column includes:

These options help administrators troubleshoot and track system behavior more effectively.

The Fax Numbers page is used to manage digital faxing within PbN Voice.

Practices can use this section to:

Select Buy New Fax Number to add a new digital fax line.

Practices moving from another provider can use:

This allows practices to track or import ported numbers into the system.

Fax to Email allows inbound faxes to be delivered directly to an email inbox.

Email to Fax allows team members to send outbound faxes from email.

The Actions column allows administrators to:

This page helps practices fully manage digital fax workflows without traditional fax hardware.

If you need assistance configuring your Phone Admin settings, please contact the Practice by Numbers Support team.