Chorus Phoneman

Phoneman is a web interface for managing your phone extensions, Chorus users and accounts, and group working.   

You can connect to Phoneman by using your SSO credentials.

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To request a new Phoneman administrator, please complete the Chorus Access to Phoneman service request. 

  1. Open a browser and navigate to: https://phoneman.it.ox.ac.uk 

  1. Log in using your SSO. 

This will bring you to the Home Screen.

Image of Phoneman self service overview

The Home Screen (example above) will show you two sections.  The Self Service section which is available to all users with an SSO and the Devolved Administration section which is only visible when users are set up on Phoneman as administrators.  If you only see the Self-service section and you think you should be able to administer a unit, email the service desk to request access. 

In this section any user can view the following settings. 

  • Their telephone extension and their host department –‘88667’  and ‘IT Services’ in the example 

  • Their CLI (which is the display number their contacts will see)–‘None’ in the example.  In this case this means that number is not changed as it is sent out. 

  • Their dialling rights - mobile in the example below

    Image of Phoneman dialling rights

     

  • Their ex-directory status –public  in the example below

Image of Phoneman ex-directory rights
  • The phones that they have connected to their number 

  • The hunt and pickup groups that they are in 

  • Their local telephone administrator –‘Laura Colley' and 'Jo Wilby’ in the example 

Users can also edit the speed-dial buttons on the phone by clicking on the edit symbol at the end of the phone information.

 

They will then see images of their phones, where they can click on the screen in the image to edit.

 

 

They will then see the picture of the buttons they can change.

 

Clicking on a button in the picture above will bring up a dialogue box to change the button.

 

The label is the name that should appear next to the button, e.g. 'Jane's phone' 

The Destination is the number that will be dialled when the button is pressed.  If it is an internal number, enter the five digit extension, e.g. '12345', an external number will need a 9 added, e.g. '90203424845'

 

You can add, move, or remove extensions from your phoneman allocation by filling in the Chorus Phoneman Extension Amendments service request, which can be found on the OSM self-service portal.  Adding extensions incurs an upfront cost and ongoing rental, details of which can be found on the Chorus billing pages.  Deleting extensions incurs no cost, but please bear in mind that reinstating extensions is treated the same as adding new extensions.  

Moving extensions between Colleges and Departments (Business Units) is also possible, but requires authorisation from both parties, as there is a cost implication to both.  The Business Unit requesting a transfer of an extension will have to supply either a new extension (£200), or one of their own spare extensions to the Business Unit losing an extension.  This process can be managed as follows:

  • Search for the extension on Phoneman.  This should show you which Business Unit the extension is currently billed to.
  • Look up the Phoneman coordinator for the identified Business Unit on the list of Phoneman Administrators.
  • Contact the administrators to ask if they are willing to release the extension.
  • If the Business Unit is prepared to release the extension, please complete the Chorus Phoneman Extension Amendments service request.

 

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Click on the sorting icons  to the right of Extension and Assignment to sort by those columns. 

Click on the Filters button to the right to filter by people numbers, non-people numbers or unassigned numbers. 

 

 

These icons allow you to select the dialling rights for each number. These rights are ordered cumulatively from left to right, so each successive dialling right includes the dialling rights of those to the left of it. For example: selecting international will also allow the number to make mobile, national and internal calls. 

Hovering over the icons will reveal a tool tip identifying the dialling right selection.  From left to right the options are None, Internal only, National, Mobile, International and Premium. 

Image of Phoneman dialling rights

 

To edit dialling permissions: 

  1. Select the dialling permission required. 

  1. Then, click the Update button at the bottom of the screen to save your selection. 

These icons allow you to select how the extension is visible in the directory (Ex-directory).  Hovering over the icons will reveal a tool tip identifying the Ex-directory selection. From left to right these options are Private, University only and Public: 

Image of Phoneman ex-directory rights

 

To change the Ex-directory status simply click on the desired icon. This will colour in the selected icon. 

Then, click the Update button at the bottom of the screen to save your selection. 

Numbers which are private are not shown anywhere. University numbers are seen in the Chorus directory and in the Nexus Global Address List. Public numbers are shown in the contact search.

Note: only one icon be selected.

The next two columns show the calls made and received by that extension, for information only. 

To edit a number assignment, navigate to the Numbers pageand scroll down to the bottom where you will find spare numbers: 

  1. Click on the edit icon. 

  1. This will pop-up the edit box which will allow you edit the person or non-person phone. 

  2.  

Person lines are paired with SSOs (Oxford Single Sign-On); they come with voicemail as standard and allow the user to access the additional functionality offered the Chorus Web Portal.

Non-person lines, are standard phone lines. They are attached directly to desk phones. By default they do not come with voicemail, however this is available to be added in Phoneman.

  1. Select the ‘Personal’ tab. 

  1. Start typing the name of the person into the box and select the correct person as soon as you recognise it. You can also enter an SSO username. 

  1. You may choose whether the person has voicemail or not, and enter the delay before the call goes to voicemail. 

  1. The current cost centre is displayed. Click the drop down box to change to any other cost code used by your unit. If the one you require is not showing, please contact the service desk to request it. This information is updated overnight. 

  1. Enter a free text comment which is included in the export. 

  1. You will see the details of phones which are registered to this extension, with the model, mac/IP address and the location of the frodo where they are registered.      

  1. Once you have selected a name, click the Done button to confirm your selection. 

  1. Click the Update button in the bottom left-hand corner of the screen to save any changes that you make. 

  1. You will see the message 'Assignment created successfully' 

  1. If you wish to change a 'person' number to a non-person number, please delete the assignment and re-allocate it  

 

Person lines are paired with SSOs (Oxford Single Sign-On); they come with voicemail as standard and allow the user to access the additional functionality offered the Chorus Web Portal.

Non-person lines, are standard phone lines. They are attached directly to desk phones. By default they do not come with voicemail, however this is available to be added in Phoneman.

To assign a ‘non-person’ phone 

  1. Select the ‘Non-personal’ tab. 

  1. Enter the desired name, up to 20 characters. 

  1. Choose whether you require a voicemail box or not, and if so, enter a pin, email address and delay before the call goes to voicemail (all optional). 

  1. The current cost centre is displayed. Click the drop down box to change to any other cost code used by your unit. If the one you require is not showing, please contact the service desk to request it. This information is updated overnight. 

  1. You may enter a free text comment which is included in the export. 

  1. You will see the details of phones which are registered to this extension, with the model, mac/IP address and the location of the frodo where they are registered.      

  1. Once you have completed your changes, click on the Done button to confirm. 

  1. Click the Update button in the bottom left-hand corner of the screen to save any changes that you make.

  2.  

Person lines are paired with SSOs (Oxford Single Sign-On); they come with voicemail as standard and allow the user to access the additional functionality offered the Chorus Web Portal.

Non-person lines, are standard phone lines. They are attached directly to desk phones. By default they do not come with voicemail, however this is available to be added in Phoneman.

  1. Click on the edit icon next to an allocated 'person' number. 

  1. Start typing the name of the person into the box and select the correct person as soon as you recognise it. You can also enter an SSO username. 

  1. You may choose whether the person has voicemail or not, and enter the delay before the call goes to voicemail. 

  1. The current cost centre is displayed. Click the drop down box to change to any other cost code used by your unit. If the one you require is not showing, please contact the service desk to request it. This information is updated overnight. 

  1. Enter a free text comment which is included in the export. This shows up as a speech bubble next to the edit button when viewing your extensions. 

  1. You will see the details of phones which are registered to this extension, with the model, mac/IP address and the location of the frodo where they are registered.      

  1. Once you have selected a name, click the Done button to confirm your selection. 

  1. Click the Update button in the bottom left-hand corner of the screen to save any changes that you make. 

  1. Once you have selected a name, click the Done button to confirm your selection. 

  1. Click the Update button in the bottom left-hand corner of the screen to save any changes that you make. 

  1. If you wish to change a 'person' number to a 'non-person' number, please remove the assignment and re-allocate it. 

  1. Click on the edit icon next to an allocated non-person number. 

  1. Enter the desired name, up to 20 characters. 

  1. Choose whether you require a voicemail box or not, and if so, enter a pin, email address and delay before the call goes to voicemail (all optional). 

  1. The current cost centre is displayed. Click the drop down box to change to any other cost code used by your unit. If the one you require is not showing, please contact the service desk to request it. This information is updated overnight. 

  1. You may enter a free text comment which is included in the export. This shows up as a speech bubble next to the edit button when viewing your extensions. 

  1. You will see the details of phones which are registered to this extension, with the model, mac/IP address and the location of the frodo where they are registered.      

  1. Once you have completed your changes, click on the Done button to confirm. 

  1. Click the Update button in the bottom left-hand corner of the screen to save any changes that you make 

  1. If you wish to change a 'non-person' number to a 'person' number, please remove the assignment and re-allocate it. 

To switch a person number to a non person or vice versa you need to remove the number assignment as below, and then assign it as a new number. 

To remove a number assignment, navigate to the Numbers page and: 

  1. Click the red cross button on the right-hand side of the entry. The assignment will be struck-out. 

  1. Then, click the Update button at the bottom of the screen to save these changes. 

To switch a person number to a non-person or vice versa you need to remove the number assignment as above.  It will then appear at the bottom of the list of numbers as a spare or unassigned number, and can be assigned as a new number.

In the Numbers workspace, click on the Export button in the bottom left. 

You will be prompted to open or save the csv files.  The following fields are exported: First Name, Last Name, Non-person details, Mailbox (yes/no), Internal extension number, External number, SSO, email address, Dialling permissions, Ex-directory status, call made and received, cost centre and Comment. 

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The Hunt groups page allows you to view and edit the Hunt Group assignments within your selected department or college. 

Hunt groups are a method of distributing telephone calls from a single phone number to a group of several phone handsets. Phone calls will be distributed to one phone after another to all the phones at once. A pickup group differs from a hunt group in that the user has to dial a number or press a button to pick up the call, whereas in a hunt group the call will be delivered automatically. 

NOTE: Once a hunt group has been created, it is not possible to assign the pilot number to another user or phone without help from the chorus team 

To create a new hunt group: 

  1. Navigate to the Hunt groups page and click the Add group button. 

  1. Complete the new hunt group information, including the Group Name, Type*, Pilot Number**, Overflow Number*** and select the members. The order of the members is important in Linear hunt groups. 

* Type: Choices are Circular, Linear, Simultaneous ring and Longest idle. Contact centre is there as you may need to edit the hunt group itself, but the option cannot be chosen as this will be set when your contact centre is set up. 

Circular: calls are distributed to the next number in the list after the number that last answered a call 

Linear: calls are always distributed to the first number in the list 

Simultaneous ring: all the numbers ring at once 

Longest idle: calls are distributed to the number that has been idle for the longest time 

**Pilot Number: The number for the hunt group; this must be a non-person number that is not assigned to a device/handset. 

*** Overflow number: This (optional) number will receive calls when all the group members are busy or unavailable. 

 

  1. Click the Update button to save the Hunt Group. 

NB: When a hunt group is created, the Pilot Number is automatically added as a member of the hunt group; this member cannot be removed from the hunt group (i.e. a hunt group always has a least one member, which is the pilot number). 

The hunt group name must be unique on the system - if you choose a name which is the same as another hunt group, you will see an error message. 

  1. Navigate to the Hunt Group workspace and click the edit button next to the group you wish to edit. 

  1. Make the edits required to the hunt group information including the Group Name, Type*, Pilot Number**, Overflow Number*** and select the members. The order of the members is important in Linear hunt groups. 

* Type: Choices are Circular, Linear, Simultaneous ring and Longest idle. Contact centre is there as you may need to edit the hunt group itself, but the option cannot be chosen as this will be set when your contact centre is set up. 

Circular: calls are distributed to the next number in the list after the number that last answered a call 

Linear: calls are always distributed to the first number in the list 

Simultaneous ring: all the numbers ring at once 

Longest idle: calls are distributed to the number that has been idle for the longest time 

**Pilot Number: The number for the hunt group; this must be a non-person number that is not assigned to a device/handset. 

*** Overflow number: This (optional) number will receive calls when all the group members are busy or unavailable. 

  1. Click the Update button to save and implement your edits. 

  1. Navigate to the Hunt Group workspace and click the red cross button next to the group you wish to delete. 

  1. The selected group will be struck through. 

  1. Click the Update button to confirm the hunt group deletion, the group will then be deleted. 

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The Pickup Group pageallows you to view and edit the Pickup Group assignments within your selected department or college. 

Pickup groups allow a group of people to pick up any calls for another person in the group from their own phone. It differs from a hunt group in that the user has to dial a number (**3) or press the ‘Pick up’ button to pick up the call, whereas in a hunt group the call will be delivered automatically.  Note: a number can only exist in one pickup group. 

  1. Navigate to the Pickup groups page and click the Add group button. 

  1. Complete the new Pickup Group information, including the Group Name and selecting the members. 

  1. Click the  button to save and implement the Pickup group. 

NOTE: The pickup group name must be unique in your unit - if you choose a name which is the same as another hunt group, you will see an error message. 

Numbers cannot be in more than one pickup group - so if you add a number to another pickup group, it will be removed from the first group. 

  1. Navigate to the Pickup groups page and click the edit button next to the group you wish to edit. 

  1. Make the edits required to the pickup group information including the Group Name and selecting the members. 

  1. Click the Update button to save and implement your pickup group edits. 

  1. Navigate to the Pickup groups page and click the red cross button next to the group you wish to delete. 

  1. The selected group will be struck through. 

  1. Click the Update button to confirm the pickup group deletion, the group will then be deleted. 

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The EA groups tab allows you to view and edit the EA group assignments within your selected department or college. 

In an EA (Executive Assistant) group, one 'assistant' can monitor a number of ‘executives’, and make and receive calls on their behalf. A ‘executive’ may have more than one ‘assistant’. 

  1. Navigate to the EA groups page and click the Add group button. 

  1. Complete the new EA group information, including the ‘Executive’ Number and selecting the ‘Assistant/s’. 

  1. Click the Update button to save and implement the EA Group. 

NB: All 'assistants' must have 55G phones, as they need to have buttons to monitor their 'executives'. 

  1. Navigate to the EA groups page and click the edit button next to the group you wish to edit. 

  1. Make the edits required to the EA group information. 

  1. Click the Update button to save and implement your Pickup Group edits. 

  1. Navigate to the EA groups page and click the red cross button next to the group you wish to delete. 

  1. The selected group will be struck through. 

  1. Click the Update button to confirm the EA Group deletion, the group will then be deleted. 

RA2 errors happen whenever a second phone is assigned to a number (whether that replaces a phone or is additional).  To correct this error, click on the spanner icon at the right hand end of the extension record.  This will fix the error. 

It is possible to show non University numbers in the directory, e.g. numbers belonging to colleagues working at the hospital. These show on the Numbers page, in a Non University Numbers tab. This tab will only be visible if the numbers have been set up by the Chorus team. 

These numbers are edited in the same way as University numbers, however the only options are to set a label and a comment. The label information will be shown in the Chorus directory only. 

Get support


Local IT support provide your first line of on-the-spot help

FIND MY LOCAL IT TEAM

 

Common requests and fault reports can be logged using self-service

   USE IT SELF-SERVICE    

   LOG A SUPPORT CALL    

VIEW MY SUPPORT CALLS  

The central Service Desk is available 24x7 on +44 1865 6 12345

 

If you do not have an SSO account you can use this form to contact the Service Desk

To view information about your phone, directory status and dialling permissions


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