Free virtual PBX - Setup instructions

Why do you need virtual PBX?

If your company has more than one employee, virtual PBX is necessary for voice communication. Free PBX allows you to connect as many phone numbers in regions convenient for your clients as you need and direct calls to the appropriate employees.

  • Call recording and statistics will help control the operators and analyze the calls
  • Call forwarding, voicemail and missed calls notifications will not let a single call go unnoticed
  • Voice menu and working hours will simplify the working process and increase company’s prestige
  • Integrations with popular CRM systems and our own free CRM will help you keep track of all client records and deals
  • Speech analytics and recognition will assist with controling calls and employee performance without having to waste time listening to the calls

How to set up PBX? Setup wizard

Setup wizard will assist you with the basic settings. To launch the wizard, click Create PBX in your personal account.


There are only two steps in the setup wizard. First, choose how many extension numbers (one for each employee) you need. Then, choose the call scenario: what the client will hear when they call you.


Done! The basic setup is complete. It might already satisfy all your needs. However, we recommend learning about other PBX features: call queues, auto-responder during off hours, additional scenarios, missed call notiifcations to your messengers.

Now on to setting up call apps or equipment.

Downloading and installing a program on a device

Congratulations, the basic PBX setup is complete. Now you need to figure out, how your employees will answer calls.

If you have enabled Teamsale CRM and want to receive calls via the browser, you can skip this step. You can also make calls via Google Chrome browser using the plugin.

To receive and make calls you can use any software or equipment that works using SIP protocol.

Examples of some popular software and equipment you can find in “Help” section - Setup manual. We recommend using our offical Zadarma app for Windows, iOS, Android.

  • To connect equipment or a program use settings from “My PBX” page - “Extension numbers” (server, login, extension number password). For each program/equipment you have to use a separate extension number with its login and password. If the amount of extension numbers created earlier is not enough, you can add more on this page;
  • You can also receive calls on your existing mobile or landline number with call forwarding. Information regarding detailed call forwarding setup can be found here. Call forwarding is a paid feature and is charged for as an outgoing call. You can find out call forwarding pricing on this page.

Connecting a virtual number

Now you can make calls! To receive incoming calls from clients, you need to connect a phone number to your PBX. You can choose one or several virtual numbers in 100 countries on the “Settings” page “Virtual numbers”.

​​If you have a previously connected number from a different provider, you can connect it to the PBX as well on the “Additional external line” page, the manual can be found below.

Congratulations! You can start using PBX or configure additional features.

Incoming calls and voice menu

Basic settings already allow you to make and receive calls. Let’s review other important incoming call settings.

Menu items and calling order

Calling settings - choosing call distribution algorithm

Voice menu, voice greeting, several voice menus

Multilevel voice menu

Call reception by a number being called

Call reception by caller’s number


Working hours and autoresponder

Visual PBX editor

Additional PBX features and abilities

The wizard has assisted you with the basic PBX setup, but there are other essential PBX features that you can utilise for your individual needs. Here is more about each feature.

1. Call transfer and interception

2. Number dialing format

3. Call recording

4. Integrating Zadarma PBX with CRM and other business systems

5. Call forwarding

6. Voicemail

7. Notifications in messengers

8. Conference

9. Determining the number by call destination (CallerID)

10. Additional external line

11. PBX statistics