02/12/18 22:00 PM  

Hot Desking Overview

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SummaryHow do I set up Hot Desking?
Details
The 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.
 

Key Features & Benefits

• Employees travel from different offices can share the same common phone and desk while keeping their own extension profiles and voicemail access
• Enable companies to save cost by allowing employees to login shared phones and still remain productive
• Reduce investment in facilities and hardware
 

Limitations

• Hot Desking feature is not available for Global Office sites
• Hot Desking only works for extensions with digital lines
*If a user tried to login his extension (without DL,) they will hear a message “The extension you entered is invalid.”
• Hot Desking is not available by default for Standard Edition customers. 
• The host phones will not support any inbound and outbound calling without a guest user logged (except for Emergency calling)
• Hot Desking is not available with Rental Phones
• Hot Desking is only available with Polycom VVX phones

Follow the steps below to know more about setting up your Common Phone for Hot Desking:
 
Setting up Hot Desking via the Online Account
NOTE:
You must have an Admin account to configure these settings.
 
Using your Common Phone
 

How to add a Common Phone via RingCentral Online Account

 

Step 1:

Step 2:

Select Phone System, then click Phones & Devices.

User-added image

There are two ways to add a Common Phone, click on the links below to proceed.
• Purchase a Common Phone
• Convert an Unassigned Phone into a Common Phone
 

Purchase a Common Phone

 

Step 1:

Select the Common Area Phones tab, and then click Add Hot Desk Phone.

User-added image
 

Step 2:

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

Add to cart
 

Step 3: 

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

verify quantity
 

Step 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.

set Emergency Address

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.
Make sure you read the terms and conditions, then tick the checkbox to Accept the Terms, and then click I Accept.
 
NOTE: Use the address where your 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.

Emergency Address form
 

Step 5:

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

assign Emergency Address
 

Step 6: 

Click Next.

Click Next to proceed
 

Step 7:

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.

select Shipping Address

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.

New Shipping Address form
 

Step 8:

Select the Existing Device, and then click Create Shipping Group.

create shipping address
 

Step 9:

Click Next.

click Next to proceed
 

Step 10: 

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

User-added image

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. 
 

Step 11: 

Click Done

Click Done to finish
 

Convert an Unassigned Phone into a Common Phone

 

Step 1:

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

Select Unassigned phone
 

Step 2:

Click Convert to Common Phone.

convert to Common Phone
 

Step 3: 

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

phone nickname
 

Step 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.

select Emergency Address

NOTE: Use the address where the RingCentral Desk phone is located. DO NOT include special characters in the Customer Name field.

• 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.

Emergency 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.
 

Step 5:

Select your Shipping Address and then click Next.

select shipping address
 

Step 6: 

Review the order confirmation page, and then tick the box to authorize and accept the charges. Click Next.

acknowledge form
 

Step 7: 

Click Done

click Done to finish
 

Step 8:

Click Save.

click Save to save settings

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 Customer Service at (888) 898-4591 to verify your Billing Information and request an account limit increase and proceed with your desired transaction.
 

Set up a Session Timeout for all Common phones

 

Step 1:

On the Tools menu, click Hot Desk Session Timeout.

User-added image
 

Step 2:

Configure your Hot Desk Session Timeout. This will automatically log out a HotDesk User according to the duration that you have selected. You can select between 1-24 hours (1, 4, 6, 8, 10, 12, 16, 20, and 24 hours). Click Save.

User-added image
 

Log out a Common Phone remotely

 

Step 1:

Select Phone System, then click Phones & Devices.

User-added image
 

Step 2: 

Click on the Common Phones tab, and then click Logout on the device that you want to log out.  

NOTE: When a common phone is not logged in remotely, dialing emergency service is allowed from the phone.

User-added image

 

Log in a Common Phone

Press the “Login” soft key(or dial *90) on a common phone. The phone will reboot to register with the new information.  If the phone does not automatically reboot, reboot the phone manually to log in with the common phone login.

User-added image
The User will be prompted to enter the extension number and a pin (Soft key + Ext  +Pin)

 

Logout a Common Phone

Press the “Logout” soft key on the phone (or dial *91) to log out

 

Hot Desking Frequently Asked Questions

 

1. Which types of RingCentral accounts include Hot Desking?

Hot Desking is available at no additional charge to all RingCentral Office Premium and Ultimate customers in the US, UK and Canada.
 

2. Do I pay more for a phone enabled with Hot Desking?

No. The price is the same.
 

3. Which RingCentral phones support Hot Desking?

RingCentral currently supports Hot Desking on the following Polycom models:

• VVX 310
• VVX 311
• VVX 410
• VVX 410 with one expansion module
• VVX 411
• VVX 411 with one expansion module
• VVX 500
• VVX 500 with one expansion module
• VVX 501
• VVX 501 with one expansion module
• VVX 601
• VVX 601 with one expansion module

Support for additional models will be announced as it becomes available.
 

4. Can I use an existing RingCentral phone as a shared phone with Hot Desking?

Yes. If you have an unassigned Polycom VVX 310, VVX 410, or VVX 500 phone, an admin can convert it to a shared phone from their online account.
 

5.How do I make and receive calls from a shared Hot Desking phone?

Simply press the “login” soft key (or *90),and then enter your extension and PIN. The phone will adopt your extension settings and be ready to use.
 

6. Can the previous user be logged out of a shared phone if they forgot to do it themselves?

Shared phones have a default session timeout of 12 hours. An admin can also log out a specific shared phone anytime from their online account.
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