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Activation and Initial Setup

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Overview

Before you can use your Virtual-Call Cloud PBX, you need to activate it and complete the initial setup. This article guides you through the activation process and explains the Installation Wizard that configures your system for first use.

Prerequisites

You have received the welcome email from Virtual-Call containing your PBX activation credentials.

Step 1: Activate the Cloud PBX

The welcome email contains three important items:

  • PBX Activation URL — A one-time link to activate your system.
  • PBX Activation Code — A unique code required during activation.
  • PBX Login URL — The permanent URL for logging in to your PBX admin portal after activation.

Screenshot Willkommens-E-Mail mit Login-Link-EN.png

To activate your system:

  1. Click the PBX Activation URL in the welcome email. The activation page opens in your browser.
  2. Enter the activation code from the email.
  3. Click Confirm.
Important: The activation code can only be used once. Keep the welcome email in a safe place—you will need the PBX Login URL for future access.

Step 2: Log in to the Admin Portal

After successful activation, you will be taken to the admin portal login screen. Depending on your system configuration, one of two things will happen:

  • Installation Wizard — If your system has not been pre-configured, the Installation Wizard will appear first (see next section).
  • Direct login — If Virtual-Call has pre-configured your system with a template, you will be taken directly to the login screen. Log in with the credentials provided by Virtual-Call.

login-admin-portal-en.png

Note: The login screen shown above is for the Administrator Portal. There is a separate portal for extension users, which differs in appearance and functionality. As an administrator, always use the Administrator Portal.

Installation Wizard (optional)

The Installation Wizard guides you through the initial system configuration in four steps. It only appears if your system has not already been pre-configured with a template.

Step 1 of 4: Administrator Settings

In this step, you create the super administrator account and configure event notifications.

schritt 1 EN.png

Basic

Field Description
Username The username for logging in to the PBX admin portal. Choose a name you can easily remember.
Password The password for the admin account. Use a strong password with a mix of letters, numbers, and special characters.
Repeat the password Enter the same password again to confirm.
Email Address The email address for the super administrator. Used for system notifications, password resets, and login.
Prefix Optional. Enter the prefix according to the outbound route dial pattern so the system can send calls to the mobile number.
Mobile Number Optional. A mobile number for receiving system notifications.
Important: Remember the username and password you set here. If you forget them, you will need to contact Virtual-Call support to reset your account.

Event Notifications

Field Description
Send Event Notifications to PBX Administrator Enable this option to receive system notifications (recommended).
Contact Name The name displayed in the notification contacts list.
Notification Level Select which notification levels to receive: Information, Warning, and/or Alert.
Notification Method Choose how to receive notifications: by email, mobile call, or both.

Click Next to proceed.

Step 2 of 4: Date and Time Settings

Configure the system clock and display format.

  • Date and Time — Set the time zone and daylight saving time settings for your location.
  • Display Format — Choose how dates and times are displayed throughout the system.

Click Next to proceed.

Step 3 of 4: PBX Localization

Customize the system language and regional settings.

System Prompt Language

Select the default language for system voice prompts (e.g., voicemail greetings, IVR instructions). You can download additional languages by clicking Download Online Prompts.

Note: "Download Online Prompts" means the language files are downloaded from the internet into your Cloud PBX — not onto your computer. The prompts will be available in the system immediately after the download completes.

Other Settings

Field Description
Notification Email Language Select the language for system notification emails.
Device Name A display name for your PBX system.
Name Display Format Choose how user names are displayed (e.g., "First Name Last Name" or "Last Name, First Name").
Tone Region Select your country or region for correct dial tone, busy tone, and ring tone behavior.
Enable Allowed Country/Region Code Dialing Protection When enabled, users cannot make international calls unless explicitly allowed.
International Dialing Code Enter the international dialing prefix for your country (e.g., 00 or +).

Click Next to proceed.

Step 4 of 4: Summary

Review all your settings on the Summary page.

  • To edit a specific step, click the edit icon next to the step title.
  • To go back to the previous step, click Re-configure.
  • When everything is correct, click Reboot to apply the configuration.

Tip: The system will reboot after you confirm. This may take a moment. Once the reboot is complete, you can log in to the admin portal using the PBX Login URL from the welcome email and the credentials you just created.

What's next?

After completing the initial setup and logging in to the admin portal, you can start configuring your Cloud PBX. Typical next steps include:

  • Creating extensions for your users
  • Setting up inbound and outbound call routes
  • Configuring an IVR menu (auto attendant)
  • Setting up ring groups or call queues
  • Installing the Virtual-Call UC Client on desktop or mobile devices

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