In short
IP PBX installation brings a company’s extensions, auto attendant (IVR), call queues and external lines into a phone system that runs over IP, either on premises or as a cloud PBX. It is for companies moving off an analogue PBX or bringing their branches onto a single phone system. CybUP installs 3CX or Asterisk/FreePBX, connects it to a SIP trunk and sets up the IP phones.
What is an IP PBX and how is it different from an analogue PBX?
An IP PBX is software that handles phone calls over the data network, so one extension can ring on a desk IP phone, a computer and a mobile app at the same time. On an analogue PBX each extension needs its own cable and line card; on an IP PBX, adding an extension takes a few minutes in the admin console.
The difference shows most in day-to-day work. A sales rep out in the field answers calls to the office number; calls between a branch and head office are dialled as extensions without going out to the carrier; out of hours, incoming calls go straight to the on-call phone. External lines come from a licensed carrier over a SIP trunk.
3CX or Asterisk/FreePBX: which IP PBX should you choose?
3CX is a commercial, licensed IP PBX with a web-based management console and ready-made mobile and desktop apps. Installation and day-to-day administration are relatively easy, and the user apps work out of the box. Licence editions differ in features; according to the 3CX documentation, for example, call recording is not included in every edition. That is why we pick the edition against your requirements list.
Asterisk is an open-source telephony engine, and FreePBX is the web management interface built on top of it. It is very flexible: custom call flows, database lookups and integrations with other software are far easier to build. The price is more effort to maintain the configuration and keep it updated. For SIP connections, Asterisk’s PJSIP documentation is the core reference.
The choice comes down to one question: do you want ready-made features and easy administration, or flexibility for specific needs? Say a 35-person logistics firm wants a call-centre-style queue and a mobile app; 3CX is the practical choice there. A software company that wants deep integration with its own CRM and custom call logic may be better served by Asterisk/FreePBX.
“Understand that res_pjsip is configured through pjsip.conf. This is where you'll be configuring everything related to your inbound or outbound SIP accounts and endpoints.”
Which features are set up on an IP PBX?
The goal is not just a PBX that works, but one that fits the way your company handles calls. Where incoming calls go, business hours, public holidays and what happens when everyone is busy are agreed first and then built into the system.
- IVR (auto attendant): “press 1 for sales, 2 for support” menus and out-of-hours announcements
- Call queues and ring groups: ring in turn, ring all at once, or ring the agent who has been idle longest
- Mobile and desktop apps: make and take calls on the same extension away from the office
- Call recording, voicemail and voicemail to email
- Extension dialling between branches and central management
How is call recording handled under KVKK?
Recording calls is processing personal data, so before you start you need a legal basis and the caller has to be informed. KVKK, Türkiye’s Personal Data Protection Law (Law No. 6698), puts a duty on the data controller to inform people and to keep their data secure. We recommend making the legal assessment with your own legal adviser; we build the technical side.
On the technical side, a recording notice is added to the greeting, access to recordings is limited by role, a retention period is set and expired recordings are deleted automatically. Recordings can be archived to separate storage so they do not pile up on the PBX server. These settings belong alongside the company’s wider KVKK technical measures.
“Veri sorumlusu; a) Kişisel verilerin hukuka aykırı olarak işlenmesini önlemek, b) Kişisel verilere hukuka aykırı olarak erişilmesini önlemek, c) Kişisel verilerin muhafazasını sağlamak, amacıyla uygun güvenlik düzeyini temin etmeye yönelik gerekli her türlü teknik ve idari tedbirleri almak zorundadır.”
The data controller is obliged to take all necessary technical and administrative measures to ensure an appropriate level of security in order to: a) prevent the unlawful processing of personal data, b) prevent unlawful access to personal data, c) ensure the safekeeping of personal data.
Phone system installation: how do you migrate from an analogue PBX to an IP PBX?
Migration starts with an inventory of the existing numbers, the extension plan and the analogue devices. Analogue phones or fax machines that are not being replaced straight away connect to the IP PBX through an FXS gateway. If existing analogue lines will stay in use for a while, an FXO gateway brings them into the PBX.
IP phone setup starts on the network: a separate VLAN and PoE switch ports are prepared for voice traffic, and the phones drop into the voice VLAN automatically and pull their configuration from the PBX. We do this with the voice VLAN setting on Cisco switches and other managed switches. Giving voice packets priority (QoS) stops calls breaking up at busy times.
Cutover usually happens over a weekend. The new PBX is prepared in advance and tested with test numbers, the numbers are switched over at a time agreed with the carrier, and we are on site with your users on the first working morning.
Cloud PBX or on-premises IP PBX?
A cloud PBX is an IP PBX whose software runs in a cloud environment rather than on a server in the office; for users the difference is usually invisible, with the same extensions, apps and IVR. What changes is where the server lives, who maintains it, and what keeps working when the office internet goes down.
With 3CX there are three routes. According to 3CX’s installation guide, the system can be hosted by 3CX, in which case operating system management, updates and daily backups are handled by 3CX, though the service does not include technical support. The second route is your own cloud account: 3CX can run on a server you manage in Google Cloud, Amazon AWS, Amazon Lightsail, Microsoft Azure or DigitalOcean. The third is on premises, on Windows or Linux, in a VMware, Hyper-V or KVM virtual machine.
CybUP does not provide the server; we do not offer hosting or server rental. We set up a cloud PBX either on 3CX’s own hosting option or in a cloud subscription opened in your company’s name, so the subscription and the bill stay with you while installation, configuration and maintenance stay with us. The subscription side follows the approach described on our Azure and AWS setup page.
A few questions decide it. With many branches and a large share of staff working in the field or from home, a cloud PBX is practical. With lots of analogue phones, fax machines or door entry phones, or where internal calls must keep working when the internet drops, an on-premises PBX makes more sense. For a 20-person estate agency with branches in three districts, a cloud PBX fits; for a factory with analogue devices, an on-premises installation is the more sensible choice.
“If you prefer to run 3CX in your own private cloud you can do so if you use Google, Amazon, Amazon Lightsail, Azure or DigitalOcean as your cloud provider.”
How do you keep an IP PBX secure?
You keep an IP PBX secure by exposing it to the internet no more than necessary, protecting extensions with strong passwords and restricting international dialling. Leaving a PBX exposed to the internet invites toll fraud: with one compromised extension, someone can run up international calls all night. That is why strong extension passwords, firewall rules that allow only carrier and app traffic, international dialling restrictions and alerts for suspicious calls are a standard part of every installation. After the free review, we set out the full scope in a written quote.
What you receive
- 3CX (on premises or as a cloud PBX) or Asterisk/FreePBX installation with baseline security settings
- Extension plan, IVR, call queues, business hours and holiday rules
- SIP trunk connection and outbound dialling rules
- IP phone setup, plus mobile and desktop apps brought online
- Call recording, access rights and retention settings
- Analogue device and line integration through FXS/FXO gateways, where needed
- Administrator guide and extension list
How we work
- 1
Requirements
We map out your existing numbers, extension count, call flow and analogue devices with you.
- 2
Design
We choose the PBX software and where it will run, and define the IVR and queue structure plus network and QoS settings.
- 3
Installation
We install the PBX, connect it to the SIP trunk and prepare the phones and apps.
- 4
Testing and cutover
We test internal and external calls and switch the numbers over at the scheduled time.
- 5
Training and support
We give administrators and users a short training session and keep a close eye on things for the first few days.
Frequently asked questions
How long does an IP PBX installation take?
For a mid-sized office, preparation takes a few days and the cutover usually a single weekend. If numbers are being ported, the carrier’s process can stretch the timeline. After the initial review we share a dated plan.
Can we keep our existing phone numbers?
In most cases, yes. Fixed-line numbers can be ported to the carrier providing the SIP trunk, or stay with your current carrier if it offers SIP trunks. You apply for the port with the carrier that will take over the number; we handle the technical preparation.
Do we have to throw away our analogue phones?
No. Analogue phones and fax machines can connect to the IP PBX through an FXS gateway. If you would rather replace them over time, we plan a phased migration.
Do we buy the 3CX licence from you?
We choose the licence type and edition with you based on your needs, and the purchase goes through the vendor’s official channels. We take care of installation, configuration and maintenance.
What drives the cost of an IP PBX?
We give a written quote once we have reviewed the scope; the review is free. The main cost drivers are the number of extensions, the PBX software and licence edition, whether it runs on premises or as a cloud PBX, the IP phones needed, any analogue integration and the number of branches. Line charges depend on the SIP trunk carrier’s tariff and are agreed directly with the carrier.
Do you provide the server for a cloud PBX?
No, we do not offer hosting or server rental. We set up the cloud PBX on 3CX’s own hosting option or in a cloud subscription opened in your company’s name (Google Cloud, AWS or Azure, for example), so the subscription is yours. Installation, configuration and maintenance stay with us.
Will the phones work if the internet goes down?
If the PBX is on premises, internal calls keep working without the internet; external calls need the internet connection. That is why we recommend backing up the external lines with a second internet connection or a standby trunk.
Can you set up the PBX remotely?
Yes. Installing and configuring the PBX software can be done remotely. On-site work such as rolling out IP phones and migrating analogue equipment is done anywhere in Türkiye.
Who maintains the PBX after installation?
Post-installation support for updates, new extensions and fault response is defined separately in the quote. The admin console belongs to you, so you can make simple changes yourself.
What should we look for in an IP PBX installation provider?
First, they should recommend the PBX software and where it runs (on premises or cloud PBX) with clear reasons, and make sure the licence is bought through official channels. Second, security: firewall rules, international dialling restrictions and suspicious call alerts should be part of the installation. Third, the network: without a voice VLAN and QoS, call quality problems are only a matter of time. Fourth, they should plan the number switchover with the carrier and be with your users on the first working day. CybUP’s IP PBX installations cover all of these.