08/28/18 22:08 PM  

Hot Desking - Add a Common Phone | RingCentral Online Account

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SummaryThe RingCentral Hot Desking feature allows your users to share a common phone. Hot Desking allows you to log in to a shared RingCentral desk phone remotely—and use it like your own—with access to your personal extension, saved settings, voicemail, and more. Follow the steps below to learn how to add a common phone.
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Hot Desking - Add a Common Phone


This article describes the steps to add a common phone, for more information on Hot Desking, go to Hot Desking - Overview

NOTE: You must have an Admin account to configure these settings.
 
1. Log in as an Administrator to your RingCentral Online Account.

2. Select Phone System, then click Phones & Devices.

3. There are two ways to add a Common Phone, click on the links below to proceed.

• Purchase a Common Phone - Follow this if you need to purchase a phone to start using for Hot Desking.
• Convert an Unassigned Phone into a Common Phone - Follow this if you have already have a device. Check the list of supported phones to make sure that it supports Hot Desking.
 

Purchase a Common Phone


1. Select the Common Area Phones tab, and then click Add Device.

User-added image

2. Click on the phone that you want to purchase, and then click Add to Cart.

NOTE: RingCentral currently supports Hot Desking on the following phones:

• Polycom VVX 310
• Polycom VVX 311
• Polycom VVX 410
• Polycom VVX 410 with one expansion module
• Polycom VVX 411
• Polycom VVX 411 with one expansion module
• Polycom VVX 500
• Polycom VVX 500 with one expansion module
• Polycom VVX 501
• Polycom VVX 501 with one expansion module
• Polycom VVX 601
• Polycom VVX 601 with one expansion module
• Cisco 7841 Gigabit Business Phone
• Cisco 8861 Gigabit Color Business Phone (up to 2 expansion modules)
• Yealink T42S Gigabit Business Phone
• Yealink T46S Gigabit Color Business Phone (up to 2 expansion modules)

3. Specify the number of phones that you want to order under QTY, and then click Next.

4. Set the Emergency Address for the common phone. 
• If you have set an Emergency Address for a device before, you can select it from the drop-down menu.
• If the Emergency Address for this device you are adding is different from a previously set Emergency Address, click New. When you select New, the page will redirect to a window where you can Add new Emergency Address. Fill out the Emergency Calling Address form and make sure you read the terms and conditions. Tick the checkbox to Accept the Terms, and then click I Accept.
 
NOTE: Use the address where your Desk phone is locatedDO NOT include special characters in the Customer Name field.
 
IMPORTANT: This is the address that will be used in the event of an emergency call (911 in the United States and Canada, 999/112 in the United Kingdom, and such other Emergency Call Services as applicable in other countries) from this RingCentral Desk phone. Be sure to update this address anytime you change the location where you use this RingCentral Desk phone.

5. Select the device where the Emergency Address will be applied, and then click on Assign to Selected. Click Next.

6. Select the Shipping Address. You can select a Shipping Address from the drop-down list. You can also add a New Shipping Address by clicking on New.
If you click New to add a new Shipping Address, the page will redirect to a window where you can add a new Shipping Address. You can click Save address so you can use it in the future, and then click Add.

7. Select the device, and then click Create Shipping Group. Click Next.

8. Tick the checkbox to acknowledge and accept the charges for the common phone, and the click Next.

NOTE: RingCentral has set limits for the protection of customers from fraudulent activities or over usage. You may get a message saying that you have exceeded the maximum allowed value that can be processed on your account in a single billing cycle. For security purposes, please contact RingCentral Customer Service to verify your Billing Information and request an account limit increase and proceed with your desired transaction. 

9. Click Done

 

Convert an Unassigned Phone into a Common Phone


1. Click the Unassigned tab, and then click the device that you want to convert into a common phone.

NOTE: RingCentral currently supports Hot Desking on the following phones:

• Polycom VVX 310
• Polycom VVX 311
• Polycom VVX 410
• Polycom VVX 410 with one expansion module
• Polycom VVX 411
• Polycom VVX 411 with one expansion module
• Polycom VVX 500
• Polycom VVX 500 with one expansion module
• Polycom VVX 501
• Polycom VVX 501 with one expansion module
• Polycom VVX 601
• Polycom VVX 601 with one expansion module
• Cisco 7841 Gigabit Business Phone
• Cisco 8861 Gigabit Color Business Phone (up to 2 expansion modules)
• Yealink T42S Gigabit Business Phone
• Yealink T46S Gigabit Color Business Phone (up to 2 expansion modules)

2. Click Convert to Hot Desk Phone.


convert to Common Phone

 
3. On the Configure Phone step, provide a Phone Nickname to make it easily recognizable when managing your Common Phones. Click Next to proceed.

4. Set the Emergency Address for the common phone. 

• If you have set an Emergency Address for a device before, you can select it from the drop-down menu.
• If the Emergency Address for this device you are adding is different from a previously set Emergency Address, click New. Fill out the Emergency Calling Address form. Make sure you read the terms and conditions, then tick the checkbox to Accept the Terms. Click I Accept.

NOTE: Use the address where the RingCentral Desk phone is located. DO NOT include special characters in the Customer Name field.
 
IMPORTANT: This is the address that will be used in the event of an emergency call (911 in the United States and Canada, 999/112 in the United Kingdom, and such other Emergency Call Services as applicable in other countries) from this RingCentral Desk phone. Be sure to update this address anytime you change the location where you use this RingCentral Desk phone.

5. Select your Shipping Address and then click Next. This is for the information regarding E911.
 
6. Review the order confirmation page, and then tick the box to authorize and accept the charges. Click Next.
 
7. Click Done

8. You will be returned to the Device Page. Click Save.
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