Forced Authorization Code in 3CX: Setup Guide for Call Tracking

What Is a Forced Authorization Code in 3CX?

The name is deliberately plain: the system forces you to enter an authorisation code. Without it, the call doesn’t go through. It’s one of those features that sounds minor but quietly solves a big problem for businesses that need to know exactly who called whom, for how long, and why.

FAC is available in 3CX’s phone system and integrates directly with 3CX’s built-in call reporting — no third-party tools required. If you’re using 3CX with a CRM like HubSpot, FAC codes can be cross-referenced with call logs exported from 3CX Reports.

Why Use Forced Authorization Codes? Common Business Use Cases

FAC isn’t just for large enterprises. Any Australian business that needs call accountability — for billing, compliance, HR, or cost management — benefits from it. Here are the most practical scenarios:

1. Law Firms and Professional Services — Client Matter Billing

A solicitor’s office assigns each client matter a unique FAC code. When a lawyer makes a call related to that matter, they enter the code. 3CX logs the call duration against the code. At month end, the firm pulls a report filtered by FAC and knows exactly how many billable minutes were spent on each client file — without relying on manual time sheets.

2. Construction and Project-Based Businesses — Project Cost Allocation

A building company runs 12 active sites simultaneously. Each site gets a FAC code. Supervisors enter the site code before calling subcontractors or suppliers. The business can see exactly how much phone cost was generated per project — useful for project accounting and tender pricing.

3. Sales Teams — Per-Rep Call Tracking

Each sales rep has their own FAC code. Combined with 3CX’s call reports (or exported to a spreadsheet), managers can see outbound call volume and duration per rep — a lightweight alternative to a full call centre software reporting suite.

4. Preventing Unauthorised or International Calls

FAC doubles as an access control mechanism. Configure outbound rules so that international calls require a FAC that only authorised staff have. Without the code, the call simply doesn’t connect — protecting your phone bill from misuse.

5. Multi-Department Cost Centre Reporting

Finance, sales, and operations each get their own FAC range (e.g. 1xx for finance, 2xx for sales). Monthly call reports can be sliced by FAC prefix to produce department-level phone cost reports for the CFO.

How Forced Authorization Codes Work in 3CX

Understanding the flow helps you configure FAC correctly and troubleshoot it when users report issues.

How to Set Up Forced Authorization Codes in 3CX — Step by Step

This guide applies to 3CX V18 and V20+. The menu paths are consistent across versions; V20 uses the updated Management Console UI.

Step 1 — Access Authorization Codes in 3CX Admin

1. Log into the 3CX Management Console (your admin portal URL, typically https://yourserver:5001 or your hosted 3CX URL).
2. In the left sidebar, go to Advanced > Authorization Codes. In some V20 deployments this appears under Call Settings > Authorization Codes.
3. You’ll see an empty list if no codes have been set up yet.

Step 2 — Create Your Authorization Codes

1. Click Add to create a new code.
2. Enter the Code — this is what users will type on their keypad. Use 4–6 digits. Avoid codes starting with 0 as some phones interpret leading zeros differently.
3. Enter a Description — use something meaningful like the client name, project code, employee name, or department. This description appears in call reports.
4. Set an Expiry Date if the code should only be valid for a project period, or leave blank for permanent codes.
5. Click OK and repeat for each code you need.

Step 3 — Configure Outbound Dial Rules to Require FAC

Creating codes alone does nothing — you need to tell 3CX which calls should require them.

1. Go to Calls > Outbound Rules (V20) or Call Handling > Outbound Rules (V18).
2. Select the outbound rule that covers the calls you want to restrict. Common choices:

• The rule for all external calls (typically a rule with prefix blank or matching 0xxxxxxxxx for AU mobile/local).
• A specific rule for international calls (prefix 0011 in Australia).
• A rule for specific premium numbers or call types.

1. Open the rule and look for the Authorization Code section or tick box — labelled ‘Require Authorization Code’ or similar.
2. Enable it and save.
3. Test immediately: dial a number matching that rule and confirm you hear the FAC prompt before the call connects.

Step 4 — Distribute Codes to Your Team

Codes are only useful if the right people have them. Best practices for distributing FAC codes:

• Per-person codes: Email each employee their individual FAC code. Include a one-liner explaining when to use it (e.g. ‘Enter this code before every client call’).
• Per-project codes: Share the project code with all team members working on that project via your project management tool or group chat.
• Department codes: Post on shared team noticeboard or include in onboarding documentation.
• Security: Treat FAC codes like PINs — don’t share your personal code with others, and change codes when staff leave.

Running Call Reports by Authorization Code in 3CX

The real value of FAC is in the reports. Here’s how to pull call data filtered by authorization code.

Generating a FAC Report in 3CX

1. Go to Reports > Call Reports in the 3CX Management Console.
2. Set your date range.
3. In the Filter options, find Authorization Code and enter the specific code or leave blank to include all calls with any FAC code.
4. Run the report. Each call record will show: date/time, caller extension, destination number, duration, and the FAC code entered.
5. Export to CSV or Excel for client billing, project accounting, or HR review.

What the Report Columns Mean

Troubleshooting Common FAC Issues

Users aren’t being prompted to enter a code

• Cause: The outbound dial rule for that call type doesn’t have FAC enabled, or the number dialled doesn’t match the rule prefix.
• Fix: Double-check the outbound rule — confirm ‘Require Authorization Code’ is ticked and the rule prefix correctly matches the numbers your users are dialling. In Australia, mobile numbers start with 04, local numbers with 02/03/07/08, and international with 0011.

Code is entered correctly but call still won’t connect

• Cause: The code doesn’t exist in the Authorization Codes list, has expired, or there’s a leading zero issue.
• Fix: Verify the code exists and is active in Advanced > Authorization Codes. Check the code doesn’t start with 0 if users are reporting it fails.

FAC code isn’t appearing in call reports

• Cause: The call report isn’t filtered correctly, or the call was made via a route that bypasses FAC (e.g. a direct SIP trunk route not covered by the outbound rule).
• Fix: Run the report with no FAC filter first to confirm the call appears at all. If it does but shows no FAC code, the outbound rule wasn’t triggered — review which rules apply to that number.

Users are bypassing FAC by using the 3CX mobile app

• Cause: Some configurations allow mobile app calls to bypass outbound rules, depending on how the app is set up.
• Fix: In 3CX Admin, ensure the outbound rules apply to all call origins including apps and softphones, not just physical phones.

Combining FAC with Other 3CX Features

FAC works best as part of a broader call management setup. Here’s how it pairs with other 3CX tools:

• Call Recording — Record all calls made under specific FAC codes for compliance, training, or dispute resolution. Useful for legal firms and financial services businesses.
• IVR / Auto Attendant — Use IVR for inbound call routing while FAC controls outbound. Together they give you full visibility over both inbound and outbound call flows.
• 3CX HubSpot Integration — Export FAC call logs from 3CX and cross-reference with CRM contact records to see which clients generated the most outbound call activity.
• Webhook/API Integration — Push FAC call data in real time to your billing system, practice management software, or time-tracking tool.
• SIP Trunking — FAC call cost reports become more useful when 3CX is configured with call costing on your SIP trunk — you can see actual dollar spend per FAC code, not just minutes.

FAQs for Forced Authorization Code

What does ‘forced authorization code’ mean in 3CX?

A Forced Authorization Code (FAC) in 3CX is a numeric PIN that 3CX requires a user to enter before connecting an outbound call. The word ‘forced’ means the system actively blocks the call until the code is provided — it’s not optional. The code is then recorded against the call in 3CX’s call logs, creating an audit trail of who made each call and under what project or client code.

Can I assign different FAC codes to different employees?

Yes. You can create as many codes as needed — one per employee, one per project, one per department, or any combination. There’s no practical limit in 3CX’s authorization code list.

Does FAC work on the 3CX mobile app and softphone?

Yes, if the outbound rule requiring FAC is applied to all call routes including app and softphone traffic. When a 3CX app user dials a number that triggers the FAC rule, they’ll see a prompt in the app to enter the code before the call proceeds.

Can I restrict only international calls and leave local calls unrestricted?

Yes. In Australia, international calls typically use the prefix 0011. Create (or edit) an outbound rule specifically for the 0011 prefix and enable FAC only on that rule. Local and mobile calls on separate rules remain unrestricted.

How is FAC different from a PIN for incoming calls?

FAC applies to outbound calls — it controls who can make certain types of calls and tracks those calls for reporting. Incoming call PINs (if used at all) are a separate feature used for voicemail access or secure IVR menus. They serve different purposes and are configured separately in 3CX.

Can I see the cost of calls per FAC code?

Yes, if you have call costing configured on your SIP trunk in 3CX. When call costing is enabled, 3CX multiplies call duration by your per-minute rate and shows a cost column in call reports. Filtered by FAC, you can see the total phone bill attributable to each client, project, or department.

Is FAC available on the free 3CX licence?

Yes — Forced Authorization Codes are available across all 3CX licence tiers including the free plan. The difference between tiers relates to the number of simultaneous calls and advanced features like call recording and CRM integration. Check our 3CX Pro vs Free comparison for the full feature breakdown.

What should I do when a staff member leaves — should I deactivate their FAC?

Yes, immediately. Go to Advanced > Authorization Codes in 3CX Admin, find the departing employee’s code, and delete or disable it. This prevents the code being used by others and keeps your reports accurate. If the employee worked on active projects, consider reassigning those project calls to a new code with the same description plus a date suffix.