Hot Desking

Hot-Desking allows a user to use any phone on the account by entering their Hot-Desk ID and password if required. This allows them flexible phone access, especially useful for employees who split their time across various areas of the workplace, share devices, or do not have a permanent desk space. The Hot-Desk ID is for that specific user on the account. Please note that Hot Desking enabled devices will still ring unless you put those devices on Do Not Disturb (DND). In this example, we are using Dave Wilks, extension number 1001.

Please note that once Hot-Desking is enabled, Follow Me Calling will be disabled. Only one of these features may be enabled at a time.

  1. From the Dashboard, click on Users.
  2. On the Users page, click on the “User Features” box next to the user you wish to enable Hot Desking on.
  3. Hot-Desking is disabled by default. Click on the Hot Desking to begin setup.
  4. Click Disabled to toggle the ability to use Hot Desking to Enabled.
  5. Once Hot Desking is enabled, enter the Hot-Desk ID number for the user. You may also set a PIN number and “allow multiple devices.” When multiple devices is checked, the user may log into multiple devices at the same time. Save your changes to continue.
  6. Now that Hot-Desking is enabled you will see that the icon is green. You will also notice a flame icon listed for the user in the “User Features” area. This helps indicate what users have Hot-Desking enabled at a quick glance.

Toggle Hot Desking from Your VoIP Phone

The following features codes are specific to Hot Desking. They will allow you to access this feature from the physical VoIP phone you wish to use.

Enable Hot Desking *11

This User Feature Code allows you to login to a VoIP phone. When dialed, the caller will enter their ID (and optionally a pin). Upon successful completion, the phone from which they enabled hot-desking will function like the user’s phone, now ringing when they receive a call and receiving updates about voicemail. To enable:

  1. Dial *11 from the phone
  2. The system will prompt you to enter your Hot Desk ID (numeric code)
  3. If you have a PIN configured, there will be a voice prompt requesting the PIN. Enter it, followed by #
  4. You will hear a confirmation that Hot Desking has been enabled

In this example, David Wilkes will pick up the handset of his phone and dial *11. The system will prompt him to enter his Hot Desk ID. On his phone’s dial pad he will enter 3892. The system will ask him to enter his PIN code. On his phone’s dial pad he will enter 2839#. The system will then tell him that it will forward calls to this device.

Disable Hot Desking *12

This User Feature Code allows you to logout of a phone. Just as logging into the phone, once a user has entered their ID and optional pin, the phone will cease to receive their inbound calls, voicemail updates, and other features. Inbound calls will likely go straight to voicemail (unless the user is permitted to be logged into multiple phones at once). To disable:

  1. Dial *12 from the phone
  2. The system will prompt you to enter your Hot Desk ID (numeric code)
  3. If you have a PIN configured, there will be a voice prompt requesting the PIN. Enter it, followed by #
  4. You will hear a confirmation that Hot Desking has been disabled

To disable Hot Desking, David Wilkes will pick up the handset of his phone and dial *12. The system will prompt him to enter his Hot Desk ID. On his phone’s dial pad he will enter 3892. The system will ask him to enter his PIN code. On his phone’s dial pad he will enter 2839#. The system will then tell him that he is logged out of this device.

Toggle Hot Desking *13

This User Feature Code allows you to toggle the current state of the user’s devices. If logged out, toggling logs the user into owned devices. If logged in, toggling logs the user out of all the devices they’re logged into. To toggle:

  1. Dial *13 from the phone
  2. The system will prompt you to enter your Hot Desk ID (numeric code)
  3. If you have a PIN configured, there will be a voice prompt requesting the PIN. Enter it, followed by #
  4. You will hear a confirmation that Hot Desking has been enabled/disabled

To toggle Hot Desking, David Wilkes will pick up the handset of his phone and dial *13. The system will prompt him to enter his Hot Desk ID. On his phone’s dial pad he will enter 3892. The system will ask him to enter his PIN code. On his phone’s dial pad he will enter 2839#. The system will then tell him that it will forward calls to this device (if toggling on) or that Hot Desking has been disabled on all devices (if toggling off).

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