Getting Started with 3CX on HostSteps: A Step-by-Step Setup Guide

Published by HostSteps • Modern cloud telephony for support, sales, and remote teams

3CX is a powerful software PBX that brings calling, video meetings, chat, call queues, and detailed reporting into a single, easy platform. In this guide, you’ll learn exactly how to deploy 3CX on HostSteps Cloud, connect your SIP trunk, register extensions, and go live — reliably and securely.

Why Run 3CX with HostSteps?

• 🚀 Fast, geo-optimized cloud for low-latency voice.
• 🔒 Security hardening + daily backups and monitoring.
• 🧠 Expert assistance for SIP trunking, remote phones, and integrations.
• 🔗 Smart integrations with CRM/ERP (including ERPNext) and email.

Outcome: A secure, production-ready 3CX instance with working inbound/outbound calls, mobile/desktop apps, queues, and call recordings.

Prerequisites

• A HostSteps cloud server (recommended: 2 vCPU, 4 GB RAM minimum for small teams).
• A domain or subdomain for your PBX (e.g., pbx.yourcompany.com) with DNS control.
• A compatible SIP trunk from your preferred carrier.
• Headsets or IP phones (optional) and the free 3CX mobile/desktop apps.

Step 1 — Provision Your 3CX Server on HostSteps

1. Order a 3CX-ready cloud instance from HostSteps or contact support to prepare one for you.
2. Point your chosen subdomain (A record) to the server’s public IP.
3. Open the initial 3CX setup URL in your browser (we’ll send it after deployment).

Step 2 — Initial 3CX Configuration Wizard

1. Admin Account: Create a strong password and store the recovery key securely.
2. FQDN & SSL: Choose your FQDN (or use your domain) and let 3CX issue HTTPS automatically.
3. Networking: Select your network mode (public/static IP on HostSteps is ideal).
4. Timezone & Prompts: Pick your timezone and preferred IVR language.
5. License: Apply your 3CX license key (NFR/Commercial) or start with a trial.

Step 3 — Add Extensions and Users

Create extensions for your team so they can log into the 3CX apps and desk phones.

1. From the 3CX Management Console, go to Users → Add.
2. Assign an extension number (e.g., 1001), name, email, and role (user/supervisor/admin).
3. Send the Welcome Email so they can auto-provision the mobile/desktop app.
4. Repeat for all users (sales, support, accounting, etc.).

Step 4 — Connect Your SIP Trunk (Inbound & Outbound)

1. Go to Trunks → Add SIP Trunk and select your provider template (or Generic).
2. Enter the registrar/proxy, auth username, and password from your carrier.
3. Set the main DID (inbound number) and caller ID rules.
4. Create Outbound Rules (e.g., allow national/international dialing, emergency codes).
5. Click OK and confirm the trunk status becomes Registered.

Step 5 — Inbound Call Flow (IVR, Ring Groups, Queues)

Design how calls are answered and routed:

• Digital Receptionist (IVR): Upload greetings and map options (1–Sales, 2–Support, 0–Operator).
• Ring Groups: Ring multiple extensions simultaneously or in order.
• Queues: Hold callers in line with music, position announcements, and agent wrap-up timers.
• After-Hours: Route to voicemail or a different IVR schedule.

Step 6 — Register Softphones & IP Phones

• 3CX Mobile App (iOS/Android): Install from the store, open the Welcome Email on the phone, and scan the QR to auto-provision.
• 3CX Desktop/Web: Use the web client or desktop app; the Welcome Email includes one-click sign-in.
• IP Phones: Place supported phones on the same network/VPN; 3CX will detect and provision them from Phones.

Step 7 — Call Recording, Voicemail, and Reports

• Recording: Enable per queue, per extension, or globally; choose storage rotation and retention.
• Voicemail to Email: Deliver voicemails as audio files to users’ inboxes.
• Reports & Wallboards: Track agent performance, SLAs, missed calls, and call outcomes.

Firewall, NAT & Remote Work (Important)

For reliable audio and registration, ensure your network is voice-friendly:

• Enable static public IP on the PBX and correct SIP ALG disabled on routers.
• Open the required ports according to 3CX’s recommendation (SIP/Signaling, RTP media, HTTPS).
• For remote phones, use 3CX SBC or a secure VPN when necessary.
• Prioritize voice with QoS (mark RTP for low latency).

Security Best Practices

• Use strong admin passwords and enable 2FA for console logins where available.
• Limit management access by IP; monitor failed logins and block abusive hosts.
• Enforce allowed countries for outbound calls to prevent toll fraud.
• Schedule automatic updates and nightly backups to HostSteps storage.

Integrations (CRM / ERPNext / Helpdesk)

3CX can pop customer records on inbound calls, log calls to tickets, and attach recordings to CRM/ERP entities.

• ERPNext: Screen-pop customer by caller ID, log activities on Leads/Contacts, and sync call outcomes.
• Email & Calendars: Missed-call alerts, voicemail to email, and presence tied to working hours.
• API & Webhooks: Automate post-call actions (create deals, open support cases, trigger surveys).

Go-Live Checklist

• ✅ Trunk status is Registered and test inbound/outbound calls pass.
• ✅ IVR greeting uploaded; options route to the correct queues/groups.
• ✅ Agent extensions registered on mobile/desktop or IP phones.
• ✅ Recording/voicemail policies reviewed; storage & retention set.
• ✅ Business hours & after-hours routing configured.
• ✅ Backup schedule enabled; emergency dialing rules verified.

FAQs

Q1: Can I keep my current numbers?
Yes. Most carriers support number porting to your SIP trunk.

Q2: Will 3CX work for hybrid or remote teams?
Absolutely. The 3CX apps and Web Client make remote work seamless.

Q3: Can HostSteps migrate my existing PBX?
Yes — we can plan a staged migration with minimal downtime.

Launch 3CX with HostSteps

Ready to modernize your company telephony? Our engineers will provision, secure, and tune your PBX — from trunking to queues and integrations — so your team can focus on customers, not phone systems.

🔗 Talk to HostSteps about 3CX deployment

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