This guide will show you how to set up extensions and use the call monitoring features in Aloha Voice so your team can manage phone calls efficiently.
✨ When You Need This Guide
This article is for you if you've already set up your Aloha Voice system and need to:
Create a new phone extension for a team member.
Understand how extensions are connected to devices.
Set up personal extensions and monitor other extensions.
Learn how to "steal" a call from another device.
What This Covers (And What It Doesn't)
✅ This article covers setting up extensions, linking them to devices, and using the call monitoring features in the Aloha Voice admin app. ❌ This article does not cover setting up IVR menus or extension groups.
Prerequisites/You'll Need:
An active Aloha Voice account.
A user account set up in both the Aloha Voice admin app and the GetAloha app.
At least one provisioned phone device.
✅ Set Up a New Extension
Extensions are four-digit numbers that act as a personal line for each user or device. For now, each extension has a one-to-one relationship with a device.
Go to Extensions. In the Aloha Voice admin app, click on the Extensions menu on the left side.
Add an extension. Click the Add Extension button. You will be prompted to enter a four-digit extension number.
Choose a device. Select a device from the list of devices you've already added.
Configure timeout actions. You can set a timeout action, which is what happens when a call isn't answered after a certain amount of time. For example, you can choose to send the call to voicemail or another extension.
Click Create. Once done click Create to save your changes.
✅ Manage Call Monitoring in the Aloha App
Once you have created extensions, your team can use the call monitoring feature in the GetAloha app. This lets users see incoming calls and manage them from a single place.
Go to Call Monitoring. Users will go to the Call Monitoring section in the GetAloha app.
Select a personal extension. Each user must choose a personal extension. This is the device they will use to answer calls.
Choose extensions to monitor. Users can also choose other extensions to monitor. When a call comes in to one of these monitored extensions, the call drawer will slide out from the right side of the GetAloha app, showing the caller's information.
"Steal" a call. If a call is ringing to a monitored extension, but not the user's personal extension, they will see a "Steal" button. Clicking this button transfers the call to their personal extension so they can answer it.
💡 Common Questions
What You Might Notice | Why It's Happening | What to Do |
I can't find the extension settings in the GetAloha app. | The current setup process for extensions is managed in the separate Aloha Voice admin app, not the main GetAloha app. | Log in to the Voice Admin app to set up and manage extensions. |
The "Steal" button doesn't appear for an incoming call. | You might not be monitoring the extension that the call is ringing to. The "Steal" button only appears for monitored extensions that are not your personal extension. | Go to the Call Monitoring section in the GetAloha app and make sure the extension is selected to be monitored. |
My call drawer isn't showing any caller data. | The Aloha Voice user account and the GetAloha app user account might not be linked correctly. | Ensure that the email address for the user is exactly the same in both the Aloha Voice admin app and the GetAloha app. |
🎉 You'll Know It's Working When:
You can successfully create a new four-digit extension.
The call drawer appears in the GetAloha app when a call comes in.
A user can "steal" a call from a monitored extension and answer it on their own device.
💬 Need Help? We're Here!
If you have other questions about managing extensions or using the call monitoring features, our support team is ready to help. Contact us at 800-563-0469 or support@getaloha.com.