Your X2Comms Cloud PBX Onboarding Process Explained

Introduction

When you order a Yeastar P-Series Cloud Edition system, the setup follows a structured process to make sure your PBX is configured exactly the way your business works. This guide explains every stage from your initial order to your first live call.

Stage 1 — Deciding what you need

When you place your order, you'll confirm:

• Number of extensions — one per person or shared device that needs a phone number
• Number of SIP channels — how many concurrent external calls you need. Rule of thumb: at least 2 channels per 5 staff for a typical office

Your reseller will advise on the right quantities based on your business size and call volume.

Stage 2 — The Build Document

Once your order is confirmed, you'll receive a Build Document — a structured form for you to fill in with exactly how you want the system to work.

The build document typically covers:
- Extension list — name, extension number, and email address for each user
- Ring groups — which teams should ring together (e.g. Sales: exts 1001, 1002, 1003)
- IVR menu — what options to offer callers ("Press 1 for Sales, Press 2 for Accounts")
- Inbound numbers — which phone numbers route where
- Opening hours — your business hours for automatic time-based routing
- Out-of-hours message — what callers hear outside business hours
- Call recording — whether to record all calls or specific extensions
- Phone models — which handsets you are using so they can be pre-configured

The more detail you provide, the faster the build and the fewer changes needed post-go-live.

Stage 3 — Your system is configured

Your reseller takes your completed build document and configures the entire PBX:

• Creates all extensions and user accounts
• Sets up ring groups, IVRs, and call routing
• Connects your SIP trunk(s) and phone numbers
• Auto-provisions your IP phones
• Tests the system end-to-end before handover

Stage 4 — The Welcome Document

Once the build is complete, you'll receive a Welcome Document in your support ticket containing:

• Your PBX login URL — in the format https://yourcompany.ukycm.yeastarcloud.com
• Admin credentials — your admin username and password for the web portal
• Date of provision — when the system was set up
• Reseller contact details — who to call if you need help

Stage 5 — User setup

Desk phones are already provisioned — plug them in and they register automatically.

To give users access to the Linkus app:
1. In the admin portal, go to Extension and Trunk > Extension.
2. Tick the checkbox next to the user's extension.
3. Click Send Welcome Email.
4. The user receives an email with their Linkus app QR code and login credentials.
5. They install the Linkus app and scan the QR code to connect.

Accessing your PBX admin portal

Your admin portal is at the URL in your Welcome Document:

https://yourcompany.ukycm.yeastarcloud.com

Log in with the admin credentials provided. You'll see the Status Centre (Dashboard) showing all extensions and trunk status.

Getting support

Contact your reseller if you need help or want to make changes to your system:
- Phone: 03301025678
- Website: x2comms.co.uk

Summary

Your reseller handles the entire build process. You fill in the build document, they configure everything, and you receive a Welcome Document with your login URL and credentials. The URL format is https://yourcompany.ukycm.yeastarcloud.com.