in2pbx Support: Host Desking

Hot desking allows multiple users to share a phone. Users can log in to the hot-desking phone, and place calls or answer calls by their extension numbers. This topic describes the features and benefits, use cases, limitations, and supported phone models.

Set up a Hot-desking Phone

Hot-desking feature is only supported on specific Yealink phones.

Procedure

To set up a hot-desking phone, you need to use Auto Provisioning.

  1. Log in to PBX web interface, go to Auto Provisioning, scan phones. All the detected phones appear on the Device List page.
  2. Select the desired phone, clickHost Desking | in2tel
  3. In the Hot-desking Phone drop-down list, select Enabled.
    The following settings are automatically configured for the phone:
    • Account: The first line is activated and a virtual extension is assigned to the line.
      Note: Virtual extension format: HostExt{virtual_num}, the {virtual_num} indicates the virtual number assigned to the virtual extension.
      Host Desking | in2tel

    • LineKey1 is configured as speed dial key for guest login. LineKey2 is configured as speed dial key for guest logout.

      Host Desking | in2tel

    Note: For SIP-T19P_E2 and SIP-T56A, you need to manually configure speed dial keys on the phones for guest login and logout.
  4. Click Save and reboot the phone.
    The phone is set up as a hot-desking phone after reboot.

Result

After the phone is set up as a hot-desking phone, the phone can be used only for emergency calls.

The phone is not ready for use until a user logs in to the phone.

Disable Hot Desking and Assign an Extension to a Phone

  1. Log in to PBX web interface, go to Auto Provisioning.
  2. Disable hot desking for the phone.Click Host Desking | in2tel beside the hot-desking phone to clear the configurations.Hot desking is disabled on the phone, and the users can not log in to the phone.
  3. Assign an extension to the phone.
    1. Add or scan the phone again, and then click Host Desking | in2tel beside the phone.
    2. In the Account tab, select a desired extension.
  4. Click Save and reboot the phone.

Enable Hot Desking for an Extension User

  1. Log in to PBX web interface, go to Settings > Extensions, edit the desired extension.
  2. Click the Features tab.
  3. Select the checkbox of Enable Hot Desking.
  4. Configure automatic logout of hot desking.
    • Log out of Queue: If the extension user is an agent of a queue, when the extension user logs out of a phone for hot desking, the system automatically logs the agent out of the queue.
    • Automatic Guest Out: Set when to log the extension user out of a hot-desking phone.
      • Never: Disable automatic logout of a hot-desking phone.
      • After/hr/min: Specify a time period to log the user out of a phone after the extension user logs in.
      • At Daily: Specify a fixed time to log the user out of a phone every day.
    Host Desking | in2tel
  5. Click Save and Apply.

Disable Hot Desking for an Extension User

  1. Log in to PBX web interface, go to Settings > Extensions, edit an extension.
  2. Click the Features tab.
  3. Unselect the checkbox of Enable Hot Desking.
    Host Desking | in2tel
  4. Click Save and Apply.

The extension user will not be able to log in to a hot-desking phone.

Log in to a Hot-desking Phone

  • You have enabled hot desking for an extension.
  • You have set up a hot-desking phone.
  • If the users have their own phones, and may occasionally log in to a hot-desking phone, you need to set concurrent Registrations.

Method 1: Dial feature code to log in to a hot-desking phone

  1. On a hot desking phone, dial the guest in code (*93).
  2. Follow the voice prompt, enter the extension number followed by # key (for example, 1012#).
    Tip: To quickly log in to the phone, you can dial the guest in code followed by extension number (for example, *931012).
  3. Follow the voice prompt, enter the voicemail PIN followed by # key.
    The phone registers the extension after a moment.

Method 2: Press a key to log in to a hot-desking phone

When auto provisioning the hot-desking phone, the system assigns a speed dial key for login, you can press the Guest In speed dial key to log in to the phone.

Note: For SIP-T19P_E2 and SIP-T56A, you need to manually configure speed dial keys on the phone for login and logout.

  1. On a hot desking phone, press the Guest In speed dial key.
  2. Follow the voice prompt, enter the extension number followed by # key (for example, 1012#).
  3. Follow the voice prompt, enter the voicemail PIN followed by # key.
    The phone registers the extension after a moment.

Troubleshooting: If failed to log in to the hot-desking phone by pressing the Guest In key, you can check if the Guest In feature code configured for the key has been changed.

Result

After you log in to the phone, you have the following permissions to use the phone:

  • Make calls from the phone.
  • Receive calls on the phone.
  • Query and use personal contacts on the phone.

Configure Automatic Logout of Hot Desking

Enable automatic logout of hot desking

  1. Log in to PBX web interface, go to Settings > Extensions, edit an extension.
  2. Click the Features tab.
  3. Set when to automatically log the extension user out of a hot-desking phone.
    • After/hr/min: Specify a time period to log the extension out of a phone automatically after the extension user logs in.
    • At Daily: Specify a fixed time to log the extension out of a phone automatically every day.
    Host Desking | in2tel
  4. Click Save and Apply.

Disable automatic logout of hot desking

  1. Log in to PBX web interface, go to Settings > Extensions, edit an extension.
  2. Click the Features tab.
  3. In the Automatic Guest Out field, select Never.
  4. Click Save and Apply.

Manage Hot-desking Phones

You can monitor the hot-desking phone status, and know who is working on the hot-desking phone.

  1. Log in to PBX web interface, go to Auto Provisioning.
  2. In the Device List, find the hot-desking phone.Note: The MAC address with HD is a hot desking phone.Host Desking | in2tel
  3. In the Guest Out column, check the hot-desking phone status.
    • Host Desking | in2tel: An extension user has logged in to the hot-desking phone.
    • Host Desking | in2tel: No extension user logs in to the hot-desking phone.
  4. In the Extension column, check who is working on the hot-desking phone.
    As the following figure shows:
    • Extension user Bella (1016) has logged in to the hot-desking phone SIP-T56A.
    • The hot-desking phone SIP-T19PE2 is idle without any user logs in.
    Host Desking | in2tel

Force log a user out of a hot-desking phone

  1. Log in to PBX web interface, go to Auto Provisioning.
  2. Select the hot-desking phone, click Host Desking | in2tel.The user is logged out of the hot-desking phone.Host Desking | in2tel

To raise a ticket for in2pbx, please email issue@in2tel.ie.

Share this page