Managing Users and Phones in UniFi Talk

In UniFi Talk, users and devices need to be properly set up and assigned to enable seamless internal and external communication. This guide walks you through creating users, assigning devices and phone numbers, setting up groups for shared lines, managing user status, and transferring ownership of UniFi Talk. Follow the steps below to ensure your UniFi Talk system is configured correctly for optimal functionality.

Create Users

1. Go to Assignments > Users and click Add User.
2. Enter the user's first name, last name, and extension. If no extension is set, UniFi Talk will automatically assign one. Optionally, enter the user's email to enable voicemail notifications.
3. Select the user's phone number from the drop-down menu, then click Save. If a phone number is not assigned, the user will only be able to make internal calls unless added to a group with an external number.

Assign Phones to Users

From the Devices Page:

1. Go to Assignments > Devices.
2. Select the phone you'd like to assign and click Assign Device.
3. Choose the user from the drop-down list and click Assign.

From the User Profile:

1. Go to Assignments > Users and select the user.
2. In the Settings tab, click Manage.
3. Select the phone from the Assigned Device drop-down and click Apply Changes.

Assign Numbers to Users

1. Navigate to Assignments > Users.
2. Select a user and open the Settings tab.
3. Under Manage, select the desired number from the Number drop-down.
4. Click Apply Changes.

Note: Users without an assigned number can still make unlimited internal calls but cannot make or receive external ones.

Set Up Groups

Groups in UniFi Talk allow multiple users to share a single phone number. You can configure group call handling to ring all users simultaneously or in a specified order.

1. Go to Assignments > Users and click Add Group.
2. Name the group and optionally assign a number and internal extension.
3. Choose between Simultaneous (all phones ring at once) or Sequential (phones ring in a defined order) call handling.
4. Add group members (Talk users or global contacts).
5. Configure the Ringback tone (audio heard by callers when calling the group).
6. Click Add.

Transfer Ownership of UniFi Talk

The UniFi Talk owner manages subscription and billing. This role is specific to UniFi Talk and is separate from the UniFi Console owner role. To identify the current UniFi Talk owner, visit Talk Settings > System.

You can transfer ownership to another Ubiquiti account by following these steps:

1. Create a Ubiquiti account for the new owner at account.ui.com if they don’t already have one.
2. Add the new owner's Ubiquiti account to the UniFi Console as an administrator.
3. Log in to the new owner's account and access UniFi Talk.
4. Go to Settings > System and click the transfer button next to Owner. (This button only appears for eligible new owners.)
5. Follow the on-screen instructions to complete the transfer.

Note: The transfer button will only display for an eligible new UniFi Talk owner. It will not display if you're logged in as the current UniFi Talk owner.

Manage Your Status

For the Touch and Touch Max Phones:

1. Press the App Selector button (below the touchscreen, near the Ubiquiti logo).
2. Select Settings > My Status.
3. Choose between the following statuses:
   • Available: Incoming calls ring your phone.
   • Do Not Disturb (DND): Calls go directly to voicemail.
   • Redirect: Calls forward to a specified number.

You can also create a DND Allow List to let specific contacts bypass DND mode.

For the Flex Phone:

1. To enable Do Not Disturb (DND), press the DND soft key. Incoming calls will go to voicemail. Press DND again to disable it.
2. To set a Redirect Number:
   • Press the MENU soft key, then navigate to Settings > Call Forward.
   • Select Yes and enter your redirect number using the keypad.
   • Press Confirm.