# Small office call flow, end to end > Build a complete call flow for a small office, from licences and users to business hours, team ringing and voicemail. - URL: https://kb.voipcloud.online/call-flows/small-office/ - Section: Call-flow recipes - Type: guide - Applies to: All countries - Last reviewed: 2026-11-09 This is the most common setup for a small office. Your main number rings everyone during business hours. If nobody answers, or the office is closed, callers leave a voicemail that's emailed to you. ```text Inbound number (main number) → Time conditions (business hours) ├─ Matches → Ring group (everyone) → No answer → Voicemail └─ Doesn't match → Voicemail ``` ## Before you start - **A phone number.** Order one in **Services** › **Phone numbers**, or bring your existing number with **Services** › **Number porting**. - **Licences.** A user licence for each person, and a device licence for each phone or app they use, in **Services** › **PBX licences**. See [PBX licences](https://kb.voipcloud.online/services/pbx-licences/). - **Your opening hours** and your office's time zone. - **A voicemail greeting** that works both when the team is busy and after hours, for example "Thanks for calling. We can't take your call right now. Our office is open 8:30 to 5:30, Monday to Friday. Please leave a message." You can record it while you set up, or upload an audio file. - **An email address** for voicemail messages. If this is a brand-new account, [Set up your phone system](https://kb.voipcloud.online/getting-started/set-up-your-phone-system/) walks through the portal, ordering and the first test call in more detail. ## 1. Add the main number 1. On the **PBX** tab, drag [Inbound number](https://kb.voipcloud.online/pbx/receive-calls/inbound-number/) from the **Receive calls** group onto the canvas and click the gear icon. 2. Enter a **Name**, such as "Main line". The name is also used as the caller ID name for this number. 3. Under **Available numbers**, select your number and click the right arrow to move it to **Included numbers**. 4. Click **Save**. ## 2. Add a User for each person Repeat for each person in the office: 1. Drag [User](https://kb.voipcloud.online/pbx/accept-make-divert/user/) from the **Accept, make and divert calls** group onto the canvas and click the gear icon. 2. Enter their **Name** and choose their **Licence subaccount**. 3. Choose your main number as their **Default caller ID**, so customers see it when they call out. 4. Under **Webphone**, enter their **Email** so they can sign in to the Webphone. 5. Under **Device configuration**, click **Add** and choose their devices: **Webphone browser**, **Webphone desktop**, **Webphone mobile**, or **SIP device** for a desk phone. 6. Click **Save**. The users don't need to be connected to anything. They'll be rung through the Ring group. ## 3. Add business hours 1. Drag [Time conditions](https://kb.voipcloud.online/pbx/conditions/time-conditions/) from the **Conditions** group onto the canvas and click the gear icon. 2. Enter a **Name**, such as "Open hours", and check the **Time zone**. 3. Click **Add a time conditions group**. Click **Add a time condition**, choose **Hours** and enter your opening hours in 24-hour time. 4. Click **Add a time condition**, choose **Days of the week** and select your working days. 5. Click **Save**. ## 4. Ring everyone 1. Drag [Ring group](https://kb.voipcloud.online/pbx/mass-incoming-calls/ring-group/) from the **Handling mass incoming calls** group onto the canvas and click the gear icon. 2. Enter a **Name**, such as "Everyone", then click **Add** and choose all the users. 3. Set **Ring mode** to **Ring all**, so every phone rings at once and the first person to answer gets the call. 4. Set each user's **Ring time**, for example 20 to 30 seconds. This is how long callers wait before reaching voicemail. 5. Click **Save**. ## 5. Add voicemail 1. Drag [Voicemail](https://kb.voipcloud.online/pbx/accept-make-divert/voicemail/) from the **Accept, make and divert calls** group onto the canvas and click the gear icon. 2. Enter a **Name**, such as "Office voicemail". 3. Set **Greeting** to **Custom** and add your greeting with **Record your voice** or **Upload file**. 4. Turn on **Voicemail to email** and enter your email address. Leave **Local storage** off if you only want messages by email. 5. Click **Save**. ## 6. Connect everything Drag from the connection point on the right of each object to the left of the next: 1. **Inbound number** → **Time conditions**. 2. **Time conditions** **Matches** path → **Ring group**. 3. **Time conditions** **Doesn't match** path → **Voicemail**. 4. **Ring group** **No answer** path → **Voicemail**. Every path should now be connected. A path that isn't connected ends the call. ## 7. Apply configuration Click **Apply configuration** in the top-right corner. - If the button can't be clicked, look for an object with a red outline that says **You need to configure this component**, and finish its settings. - Each user gets a Webphone password by email once the configuration is applied. For desk phones, use the SIP details in [Devices](https://kb.voipcloud.online/pbx/settings/devices/). ## Check it works 1. **In business hours,** call your main number from a mobile. Every user's devices should ring. Answer on one: the others stop. 2. Call again and let it ring out. After the ring time, you should hear your greeting. Leave a message and check that it arrives by email. 3. **Outside business hours,** call again. You should go straight to the greeting. 4. From a user's phone, call your mobile. It should show your main number. If a phone doesn't ring, check that it shows **Online** in [Devices](https://kb.voipcloud.online/pbx/settings/devices/) (Webphone mobile always shows as online). If calls take the wrong path, check the **Time zone** in **Time conditions**. ## Variations - **Welcome message first:** put an [Announcement](https://kb.voipcloud.online/pbx/audio/announcement/) between the **Inbound number** and **Time conditions**. After the message, the call continues. - **Calls keep coming in:** swap the **Ring group** for a [Queue](https://kb.voipcloud.online/pbx/mass-incoming-calls/queue/), so callers wait in line instead of going to voicemail. See [Team queue with callback](https://kb.voipcloud.online/call-flows/team-queue-with-callback/). - **Separate sales and support:** put a [Voice menu](https://kb.voipcloud.online/pbx/conditions/voice-menu/) after **Matches**. See [Phone menu (IVR)](https://kb.voipcloud.online/call-flows/phone-menu/). ## Next steps - [Public holidays and closures](https://kb.voipcloud.online/call-flows/holiday-closures/) - [Forward calls to a mobile](https://kb.voipcloud.online/call-flows/forward-calls-to-a-mobile/) - [Missed calls to voicemail](https://kb.voipcloud.online/call-flows/missed-calls-to-voicemail/) - [How the PBX works](https://kb.voipcloud.online/pbx/basics/pbx-overview/)