# Users, seats and devices

A person makes and takes calls on three kinds of device: a **SIP** phone or softphone, the **Windows** app, and the **iOS** app. Each device needs a **seat** of that type. The journey is always the same four steps: add the user, get seats, turn a seat on for the user, install the device.

## 1. Add the user

**Telephony - Active directory - + Connect more users** (or **Team and access**). Enter the email and role. The person gets an invitation and appears in the directory once they accept.

A seat can only be given to someone who has accepted. Until then they are not listed.

## 2. Get seats

Seats come from seat plans (for example a SIP seat, or a full seat with SIP + Windows + iOS) and from seats your subscription already includes. Each plan unit adds its seats to the company pool.

You do not have to buy in advance. When you turn a device on for someone and the pool of that type is full, **Need a … seat** opens - **Buy a seat** takes you through checkout and back to the same person.

If a reseller or service provider manages your account, they buy the seats. Ask them to add one, then turn it on yourself.

## 3. Turn a seat on for the user

1. **Telephony - Active directory**. Find the person.
2. Under **Available devices**, click the SIP, Windows or iOS icon.
3. Switch **Device access** on. The seat is taken from the pool.

What happens when each device is turned on:

| Device | Effect |
|---|---|
| **SIP** | SIP credentials are issued (username + password) for the person's internal number. |
| **Windows** | The person can sign in to the Windows app. |
| **iOS** | The person can sign in to the iOS app. This company becomes their mobile company, and the analysis agent for their mobile calls is set from [Call settings](https://docs.voicelogica.ai/telephony/call-settings/) - or from the person's own **Analysis agent** when their settings override the company default. |

Switching **Device access** off returns the seat to the pool.

## 4. Install the device

| Device | How |
|---|---|
| **Windows** | Download the installer from `https://api.voicelogica.ai/desktop/windows-installer` (also linked in the welcome email). Sign in with the Voice Logica email and password. |
| **iOS** | Install [Noema by Voice Logica](https://apps.apple.com/gr/app/noema-by-voice-logica/id6763424183) from the App Store. Sign in with the Voice Logica email and password. |
| **SIP** | Open the person's **User settings** (gear) to copy the server, username and password. In the softphone or desk phone (MicroSIP, Zoiper, Grandstream...): server / domain = the server shown, username and auth username = the username, password = the password. UDP or TCP on 5060, TLS on 5061. Status turns online within seconds. |

Step-by-step guides for the person: [MicroSIP](https://docs.voicelogica.ai/telephony/setup-sip-phone/), [Windows app](https://docs.voicelogica.ai/telephony/setup-windows-app/) and [Noema](https://docs.voicelogica.ai/telephony/setup-mobile-app/). The device drawer sends them by **Email** or **SMS** with the details filled in.

The person shows up under **Online devices** once the device is connected.

## Which number the other person sees

On the **Windows** and **iOS** apps the person chooses the line they call from:

- **iOS** - **Settings - Call from**: their own mobile number, or one of the company lines.
- **Windows** - the dialpad shows the caller ID / trunk picker when there is more than one choice.

The company lines on offer come from the person's **User settings**:

| Setting | Meaning |
|---|---|
| **Allowed outbound trunks** | Trunks they may call through. **Any trunk** = every enabled outbound trunk. |
| **Allowed caller IDs** | Numbers they may show. **Any company number** = every number on those trunks. |
| **Default outbound trunk** / **Default caller ID** | Preselected in the apps. |

The call goes out through the trunk that owns the number picked. On iOS a person with no seat in the company only has their own mobile.

The iOS app loads the lines when the person signs in. After changing them here, restart the app.

## From Claude or ChatGPT

With the [Claude and ChatGPT connector](https://docs.voicelogica.ai/integrations/claude-chatgpt/) the same journey is one conversation:

| Step | Tool |
|---|---|
| Add the user | `team_execute` (action `"invite_member"`) |
| See seats, free capacity and plans | `team_query` (action `"get_seats"`, includes the link to buy in the app) |
| Buy seats | `team_execute` (action `"buy_seats"`, charges the card on file - confirm first) |
| Turn a device on or off | `team_execute` (action `"set_user_seat"`) |
| Credentials and download links | `get_user_phone_setup` - what is enabled, SIP credentials, Windows and iOS links, and the call-from lines |

## Troubleshooting

**Need a … seat opens when I turn a device on**

The pool of that type is full. Buy a seat, or turn the device off for someone who no longer uses it.

**The person is not in Active directory**

They have not accepted the invitation yet. Check its status under **Team and access**.

**The SIP phone does not register**

Check the server, username and password again from **User settings**. If the password was regenerated, every phone using the old one goes offline until it is updated.

**iOS shows only my mobile under Call from**

The person has no seat in the company, or no trunk is registered. Check **User settings - Allowed outbound trunks**, then restart the app.

## Next Steps

[Active directory](https://docs.voicelogica.ai/telephony/active-directory/) - the company phone book.  
[Call settings](https://docs.voicelogica.ai/telephony/call-settings/) - recording and analysis defaults the seats inherit.  
[Transfer](https://docs.voicelogica.ai/telephony/transfer/) - let an agent hand calls to seated people.