Vodia IOP - Quick Startup Guide

Installation

Connection in LAN

For the installation in the LAN you need an Ethernet cable (RJ45) and a power supply. First connect the LAN cable and then the power supply. Power is supplied via a standard USB cable as used by many cell phone models.

Log in

Before you can log in, you must find the device in the LAN. To do this, you can log in to your router and search for the IP address of the Vodia IOP. In any case, you should reserve the assigned address in the router so that the Vodia IOP is always assigned the same address after a restart. This is important so that the connected devices can use the Vodia IOP e.g. can find it again after a power failure.
Open a window in your browser and log in with the user name “admin” without a password.

First steps

After a start, the Vodia IOP automatically tries to set the correct language, time zone and other settings that affect the region. However, you have to set some important settings yourself.

  • First set a password for the administrator and make sure that you can find this password again. You can set the password under Settings → Security → Overview.
  • Give the system a name. You can do this under Settings → Overview → System. This name is used in various places to identify the system.
  • The system automatically assigns the name “localhost” as the name for your domain. You can basically leave this unless you have a DNS name that you want to assign to the domain.
  • We recommend allowing the automatic assignment of a public address on the same page (e.g. xxyy.vodia.cloud). This allows you to log in to the system from anywhere; Above all, it makes it possible for you to use the Vodia Apps without having to install your own security certificate.
  • Check under System maintenance → Software update whether there is a newer software version for your Vodia IOP. If so, you can simply download this update from the web interface. After the update has been loaded, it is necessary to restart the telephone system. It is not necessary to restart the entire Vodia IOP. To do this, go to System Maintenance → Restart and select “Restart at the next opportunity” and “PBX only” and then click “Save”. The system will restart after a few seconds. Log in again and continue with the installation.
  • In order for the Vodia IOP to send emails, you must either consent to the sending by Vodia or enter your SMTP data under Settings → Email → Settings. The procedure largely corresponds to the settings as e.g. if printer / scanner is used, the email will be sent.

Extensions via VoIP phone

The Vodia IOP supports the automatic provisioning of common VoIP telephones in the LAN. You can use the following steps for installation:

  • Switch to the domain. To do this, you can take the abbreviation (name of the domain under the entry "Domains") or go explicitly to the page Domains → Show list and from there click on the name to switch to the domain.
  • In the domain, you should assign a password which is required to access the VoIP phones. You can set this under Settings → General in the "Automatic configuration of end devices" area. In addition to the password, some devices also require a PIN. If you do not set this password, the system will generate a random password.
  • Click Accounts → Extensions and click “Add”. Enter the number you want to assign to the new extension and the name of the employee. Extensions usually have two or three digits, e.g. 40 or 400. We recommend using 4, 5 or 6 as the first digit in order to later overlap e.g. to avoid using emergency numbers or other accounts. You should set a PIN for the extension. However, you do not need to set a password. If possible, enter the user's email address so that the user can receive notifications.
  • Install the phone on the LAN. It is important that the phone has not yet set a new password, since the Vodia IOP will try to make all the necessary settings using the standard password. If the phone has been used before, we recommend resetting it to the delivery state (“Factory Reset”).
  • After the account has been created for the employee, click on the employee and switch to "Provision". On this page you will find a “+” button on the right under the entry “bind to the following MAC address”. If you press this button, the VoIP telephone appears in the dialog. Click the check mark and close the dialog. Depending on the VoIP manufacturer and model, it may take a few moments before the phone receives the configuration.
  • First, call the new extension from the phone. Depending on the model, you can also press the Mailbox button. This calls the mailbox, which prompts the employee to enter or record the basic settings for the extension.
  • If the phone has keys that can be assigned, you can set them under the menu item “Keys”. On many models, you can also assign the keys locally on the phone by holding down the key; however, we recommend doing this from the web interface. In addition to the speed dial key function, you can set many other functions to make the activities in the telephone system visible on the key. The system will automatically re-provision the phone; these changes are usually visible on the phone within a few seconds.

If your model was not automatically recognized, you can also manually connect the phone to the Vodia IOP. This may be necessary, in particular for some DECT devices with multiple handsets. This requires that you set the SIP password for the extension.

Extensions via app

If you do not want to use VoIP telephones for individual or all employees, you can install the Vodia app on the employees' mobile phones. This requires that a valid security certificate (HTTPS) is installed on the Vodia IOP - even if the cell phone is only used in the LAN. This is because mobile phones only allow a secure connection if a valid certificate is available.

Here are the steps to connect an extension to your phone:

  • Create the extension as for VoIP telephones (see above).
  • After the account has been created for the employee, click on the employee and switch to "Provision". There you will find a “QR Code” button that you can use to generate a barcode for this extension.
  • Install the Vodia app on the mobile phone. After starting, scan the code; after that the extensions of the domain appear on the mobile phone.
  • First, call the new extension from your cell phone. This calls the mailbox, which prompts the employee to enter or record the basic settings for the extension.

Repeat the steps for each extension of the company for which you want to use the app.

Connect to the landline

To terminate calls with the fixed network, you need a SIP provider, a router that can connect SIP extensions or a local PSTN gateway. We show how to connect the Vodia IOP to the landline using the example of EasyBell and how to connect a router with an AVM FritzBox.

SIP provider

To set up a connection with the operator, make sure that you are in the domain mode in the web interface of the telephone system. On the Lines → VoIP Provider page, press “Add” and select “easybell” as the operator.

Enter the username and password you received from easybell. If you have received phone numbers that you want to assign to the line, you can do this in this dialog. The numbers must be separated by spaces; Number blocks can be entered separated by a hyphen (in this case make sure that the hyphen is not decorated with spaces). After you press “Create”, the operator appears in the list of available operators. After a few seconds, the status "200 Ok" should appear there.

Other operators are set up similarly. Usually only the username and password are required.

Outgoing calls

Make sure that the entry contains a line for the new SIP line under Lines → Call Scheme and that the call scheme has been assigned to the domain under Settings → General. This should happen automatically when the first line is assigned.

Start a call to a number, e.g. to your mobile phone. You should see the call in the call list under Status → Call list.

Incoming discussions

The line must be set accordingly so that incoming calls can be assigned to the correct extension. The easiest way is to assign all incoming calls to an extension.

To do this, go to Lines → VoIP Provider in the domain and click on the line you want to assign. Under “Routing and forwarding”, under “Destination account”, select the option “Send all calls to a specific account” and below the extension. Save the change and call the number your provider assigned to you.

Router

In addition to the pure router function, more and more routers are now also offering termination via VoIP. If your router is configured automatically, you usually save yourself the complicated configuration of the SIP line and can instead route the calls through the router. Using the FritzBox as an example, we show how you can do this with the Vodia IOP.

To do this, create a new line as in the example for the SIP provider. You can choose “AVM FritzBox” as the provider or, if necessary, another manufacturer. From the perspective of the router, the line is a VoIP phone. From the point of view of Vodia IOP, it is a SIP provider.

As with the normal SIP line, you can determine which line is used for outgoing calls and to which account incoming calls are directed.
The standard license allows only one SIP line to be created. If you need multiple lines and other features, contact your dealer.

Further steps

Call Groups

A basic function of telephone systems is the automatic distribution of incoming calls to several employees. The Vodia IOP call group is an easy way to do this.

  • Create a call group and assign the extensions that should receive incoming calls. You can define up to three escalation levels.
  • If you want to send the call to a mailbox as the last stage, enter 8 + the number of the extension as the destination (e.g. 840 for the mailbox of extension 40).
  • For programmed call diversions, you can define an on / off switch (e.g. “absence times”) and use this in the call group for call diversion.

Conferences

You can conduct calls with several participants via the Vodia IOP. To do this, create a conference room. If you select “spontaneous” as the mode, anyone who dials into the conference can hear the other parties and mix in conversation data. You can protect access to the conference with a PIN and transfer external participants to the conference after you have entered the PIN (so that these participants do not have to know the code).

You can also use the web interface and the Vodia app (this function is currently only available for Android) to plan conferences and invite participants.

ACD

Another popular feature of modern telephone systems is the automatic distribution of calls over a group of agents. This function is not included in the standard license, but can be activated with a corresponding license.

The ACD allows you to distribute incoming calls to one or more agents in succession. If no agent is available, the callers are put on hold until an agent becomes available. You can entertain callers with music on hold, but you can also play messages that are generated by the system (e.g. expected waiting time, information about automatic recording of calls) or that have been recorded by you. If you like, the system can offer callers a call back or add additional agents to the group at peak times.

The system creates statistics for information about waiting times, duration of calls and other important parameters that are used in large call centers. These can be sent to specific addresses daily, weekly or monthly.

The agents don't have to be in the office. It is possible to transfer calls on the cell phone via the Vodia app or as a normal call, or to send the calls to a landline number.

Further documentation

The Vodia PBX has matured over many years - countless functions have been built in. Despite the small form factor, these functions are also available on the Vodia IOP. Visit the Vodia website for more information or find out online and offline about events related to Vodia PBX.