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Using hot desking for phones Follow

Overview

The hot desking feature allows phone users to use their extension number and PIN to temporarily sign in to a provisioned desk phone. Here are some use case examples for hot desking:

  • Shared office or co-working space: Phone users from different companies can leverage the same phone hardware while keeping their own phone number and voicemail access.
  • Traveling sales or field team: Sales reps can sign in to any hot desk phone while working out of different offices, maintaining ease of reach and the professionalism of having a single phone number and extension.
  • 24/7 call center: Shift workers at contact centers who share the same desk but maintain separate voicemail boxes and phone numbers.

Note: You will see a Sign out soft key even if you don't enable hot desking. The Sign out soft key is for your security and privacy. It allows you to sign out of your phone when you leave your desk, preventing others from accessing your phone to make calls. Press Sign in to sign back in to your phone by entering your extension and voicemail PIN.

This article covers:

Prerequisites

Enabling hot desking

Admin

If you’re an admin, you can enable hot desking for any assigned or common area phone.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, navigate to the page for assigned devices or common area phones:
    • Assigned phone: Click Phone System Management then Phones & Devices.
    • Common area phone: Click Phone System Management then Users & Rooms. Click the Common Area Phones tab.
  3. Click the display name of the device you want to enable hot desking for.
  4. Click the Policy tab.
  5. Click the toggle to enable Hot Desking.

User

If you’re a user, you can enable hot desking for any phone you’ve been assigned.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Phone.
  3. Scroll down to the Desk Phone(s) section.
  4. Make sure Allow Hot Desking is checked for the phone.

Setting the session time out limit (admin)

If you're an admin, you can also set a session time out period for phones with hot desking enabled. Any signed in phones with hot desking will be automatically signed out after the limit is reached. See account-level desk phone settings for more information.

Using hot desking on a common area phone

If an admin enabled hot desking for a common area phone, you can sign in or out of the phone to temporarily use it. Typically, you'll see Unassigned on the home screen of common area phones.

Note: Admins can set a session timeout limit for hot desking. When the limit is reach, the phone will automatically sign out of the hot desking session.

Signing in

  1. Sign in using one of these methods:
    • Press the Sign In soft key on the phone's home screen.
      Yealink

      Polycom
    • Dial and call *91.
  2. Follow the audio prompts to enter your extension number and voicemail PIN.
    The phone will reboot to register your information. If the phone does not automatically reboot, reboot the phone manually.

Signing out

Sign out using one of these methods:

  • Press the Sign out soft key on the phone's home screen.
    Yealink

    Polycom

  • Dial and call *92.

The phone will reboot to register as a common area phone. If the phone does not automatically reboot, reboot the phone manually.

Using hot desking on an assigned phone

If an admin enabled hot desking for a phone assigned to a phone user, you can temporarily sign in to the phone. When you sign out, the phone will be re-assigned to the original owner.

Note: Admins can set a session timeout limit for hot desking. When the limit is reach, the phone will automatically sign out of the hot desking session.

Signing in 

  1. Sign in to the phone using one of these methods:
    • Press the Guest soft key on the phone's home screen.
      Yealink

      Polycom

    • Dial and call *91.
  2. Follow the audio prompts to enter your extension number and voicemail PIN.
    The phone will reboot to register your information. If the phone does not automatically reboot, reboot the phone manually.

Signing out

When you’re done using the phone, you can sign out so the phone is registered with the original owner.

Sign out using one of these methods:

  • Press the Sign Out soft key on the phone's home screen.
    Yealink

    Polycom
  • Dial and call *92.

The phone will reboot to register with the original owner. If the phone does not automatically reboot, reboot the phone manually.

Viewing phones with hot desking and remotely signing out

Admin

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, navigate to the page for assigned devices or common area phones:
    • Assigned phone: Click Phone System Management then Phones & Devices.
    • Common area phone: Click Phone System Management then Users & Rooms. Click the Common Area Phones tab.
  3. See the Hot Desking column to see which phones with hot designing enabled are currently signed in.
    Note: To see if a device has hot desking enabled, click the phone's display name to view its settings.
  4. (Optional) Select Only show Hot Desking devices that are signed in.
  5. In the Hot Desking column, click Sign out for the associated phone to sign out of the active hot desking session. 

User

If you’re a phone user with hot desking enabled on your phone, you can remotely sign someone out of your phone.

  1. Sign in to the Zoom web portal.
  2. In the navigation menu, click Phone.
  3. Scroll down to the Desk Phone(s) section.
  4. Hover your mouse over the phone that needs to be signed out remotely, then click Sign out.