General Information

Introduction

The Voice over IP (VoIP) system is the new central telephone system of the University of Innsbruck. It is deployed in production environments since summer 2011 and will replace the old phone system within the next few years as the old phones are replaced step by step (especially in the course of infrastructure projects, e.g. the new CCB building or the renovation of the civil engineering and architecture buildings).

As part of this migration, we are also changing to five-digit phone numbers. The old four-digit numbers will be available (as "aliases") for 5 years.

The new telephone system offers a number of advantages compared ti the old system. Some examples:

  • By using profiles and time controls, users can decide themselves flexibly, how an incoming call should be handled: If the work phone should be ringing or if it is better to call the mobile phone - or both (at the same time or one after the other). Or if a call should be redirected to a voicemail box or to a colleague. And with time controls you can set different actions depending on the time, date, weekday etc.
  • Groups of user can themselves create pickup groups, which enable you to pickup calls destined for a colleague.
  • Each user can use up to 9 voicemail boxes, which are tightly integrated in the concept of profiles and time controls. For example, this enables you to record the messages played during your holidays weeks in advance.
  • All functions are managed using a web interface. If you forget to set a redirection, you can easily do this from at home - or grant a colleague the permissions to do this instead of you.
  • You do not have to enter the PIN code for every call - unless you want to do so.
  • The new system provides a number of advanced possibilities for integration with IT systems:
    • You can start phone calls from within Outlook.
    • You can use your Exchange server contacts on your phone.
    • Your browser can be configured to automatically detect phone numbers and initiate a call once a number is clicked (only working with Firefox).
    • Every web application within the University network can be modified to initiate a phone call if a number is clicked - without any dependency on the browser.
    • You can use software phones. In combination with VPN these can be used anywhere in the world.

Concept

All these changes and advantages are based on one central change in the concept of the phone numbers: number do no longer belong to a phone, but to a person. If you change your office (either permanently or for some hours), you can login to another phone (if necessary also in addition to existing logins). This way, you take your phone number and even your phone settings with you.

There is no longer a 1:1 relationship between telephone and phone number. You may be logged in (and reachable) on different phones at the same time with your phone number. Also, multiple persons with multiple numbers may be logged in on one phone.

The combination of profiles, time controls, pickup groups and logins forms an extremely powerful and flexible concept, that enables the realisation of numerous szenarios.

In this concept, the telephones are "stupid" devices, that are only used to map the central settings. All the modifications are made centrally and sent to your telephone(s). In consequence, you can login to any phone and have all your settings available immediately.

Login and Logout

Each phone number is assigned a PIN code. You login to a telephone using the number and the code. Once you are logged in, calls to your number are sent to this phone (in accordance with your profile settings).

There are two kinds of logins, active and passive:

For each phone there is one active login. The actively logged in phone number is used to call others from this phone. Both active and passive phone numbers can be called. It is possible to have up to 6 logins per phone.

Profiles

With profiles you can configure how incoming calls should be treated. Profiles change the call handling: Incoming calls are not merely sent to the phone on which a user is logged in (actively or passively), but the actions defined in the profile of the user are taken. For example, yuo can call additional numbers or redirect your calls to other numbers.

Time controls are directives to activate profiles depending on time or date. They enable you to activate profiles once or repeatingly. For example, you can redirect calls to your voicemail box by default, and have your phone ring only between 8am and 5pm.