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Course Content - Intermediate

Hot Desking

[SLIDE 1]

Welcome to the online training series from 3CX. This module will explain the hot desking functionality of 3CX, where you can configure IP Phones to be configured as Hot Desking devices.

[SLIDE 2]

We will talk about what hot desking is, and how to configure a phone to take advantage of this great feature. We will also see how the functionality is used by the users and how the admin can control these devices as well, from the Management Console.

[SLIDE 3]

Hot Desking allows an IP Phone to be used by multiple users. You no longer need to have a dedicated telephone for each extension. This will allow a higher density of users to use a particular desk throughout the day. All a user needs to do is sit at a desk, and login to the phone using their own credentials. They don't need to be confined to a particular desk.

For a phone to be eligible to be used as a hot desking device, it will need to be connected locally to the PBX or connected via the 3CX Session Border Controller if it is located remotely to the PBX.

[SLIDE 4]

The Supported IP Phones of 3CX, from the listed supported Manufacturers can be provisioned as hot desking devices. These phones will need to be up to date with their firmware.

The hot desking functionality is a feature which is available in the Professional or Enterprise level licenses.

In order to follow the material in this module effectively, you will need to know how to provision a phone locally as well as via a 3CX SBC, depending on the location of the phone. We recommend going through the relevant modules before continuing this module, if you haven't already done so.

[SLIDE 5]

Provisioning a hot desking device is a 2 step process. First, you will need to define the device as a hot desking device. This is done from the Hot Desking page of the Management Console.

Define the phone make and model and add the MAC Address. The format of the MAC address is 12 continuous Hexadecimal characters, without colons or hyphens.

Select the provisioning method, depending on where the device is located, either locally or remotely. If you are provisioning the phone remotely, through the SBC, the local IP Address of the SBC, on the remote network, will need to be added to the configuration of the device.

Verify the different options available on the configuration page, and the PBX is now ready to have the phone provisioned.

[SLIDE 6]

Moving over to the device now, reset the phone if it is an existing device, or power up a new device.

It will show up on the Phones page of the PBX as a new device, just like any other local or remote SBC device.

However, once you select the device and click on Assign Ext, this will now automatically assign this to the hot desking device configuration. Click on OK to accept the configuration. The phone will now be provisioned as a hot desking device. It will not have an extension defined on it just yet.

[SLIDE 7]

User extensions are not authorised, by default, to be used as hot desking extensions. The admin will need to go and enable the extensions to use the hot desking devices to login and logout.

In each extension’s settings, the admin will be able to individually enable this capability. This configuration option is in the Options tab of the extension’s settings.

This authorises the extension to use ANY hot desking device.

[SLIDE 8]

When a 3CX client is used with multiple accounts, it is just a simple selection of the account to be used, and it becomes active.

With a hot desking phone, it is the same concept, but as this device is a common use device, the extensions will need to authenticate.

The logging in and logging out procedure will be done from the keypad of the phone, using the hot desking dial code. By default, the dial code is *77*

The extension information required to log in to a hot desking extension is the Extension number and the voicemail PIN number.

To log in to a hot desking device, dial *77* followed by the extension number and star at the end. Placing a call to this dial code, you will hear the audio prompt, that will ask for the Voicemail PIN Number. Entering the correct PIN NUmber will indicate that login is successful.

The phone will now be logged in with the extension, complete with all the extensions configured BLFs. The 1st BLF will be configured as a Logout BLF, which will allow the user to log out.

Logging off from the hot desk phone can also be done using the log out dial code, which is *77*5*

It's also possible to log in another extension in to the phone without logging an extension out first. This will automatically log the previously logged in extension out of the phone.

[SLIDE 9]

The admin can also log extensions out from the Management Console. From the hotdesking page, they will be able to see which extensions are logged in to which devices, and log extensions out accordingly.

[SLIDE 10]

Thank you, and goodbye!

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