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Hot Desking

Optional - Logging In To Other Phones on Your Account

Last updated on August 25, 2022

 

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) or turn off Hot Desking via Feature Codes.

 In this example, we are using Aaron Davis, extension number 1001.

 
 

Enabling Hot Desking for Users

Toggle Hot Desking from your VoIP Phone

 

Enable and Disable Hot Desking on a User

 
Notion image
 
  1. On the left side of the page, click on Users
  1. Click on the user’s feature box for the user you wish to work with
  1. Click on Hot Desking
 
Notion image
 
  1. Click Disabled to toggle the ability to use Hot Desking to Enabled.
  1. Once Hot Desking is enabled, enter the Hot-Desk ID number for the user.
  1. You may also set a PIN number but it is not required
  1. “Allow multiple devices.” When this is checked, the user may log into multiple devices at the same time.
  1. Save your changes to continue.
 

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 log-in 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, for example it will now ring when they receive a call

To enable:

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

Disable Hot Desking *12

 

This User Feature Code allows you to log-out 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
  1. The system will prompt to enter your Hot Desk ID (numeric code)
  1. If the user has a PIN configured, there will be a voice prompt requesting the PIN. Enter it, followed by #
  1. You will hear a confirmation that Hot Desking has been disabled.
 

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, and vice versa.

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

So for this example.  Aaron Davis will pick up the handset of his phone.  Dial *11.  The system will prompt him to enter his Hot Desk ID.  On his phone’s dial pad he will enter 1001.  Since no PIN was set the system will not prompt him for one..  The system will then tell him that it will forward calls to this device.

Likewise at the end of his time at the phone, he can opt to pick up and enter *13, enter his Hot Desk ID of 1001 and the system will turn off Hot Desking completely on any phone that he is logged in on.

Or *12 etc to just log off the specific phone, enter his Hot Desk ID of 1001 and not log off any other phones.

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