RingCentral Office@Hand from AT&T

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Office@Hand Hot Desking Overview  
Article #8930

What is Hot Desking for Office@Hand?

The Office@Hand Hot Desking feature allows your users to share a common phone. Hot Desking allows you to log in to a shared Office@Hand desk phone remotely—and use it like your own—with access to your personal extension, saved settings, voicemail, and more.

Key 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 only works for extensions with digital lines.
    * If a user tried to log in his extension (without DL,) they will hear a message “The extension you entered is invalid.”

Availability

  • Hot Desking is available by default for Premium and Enterprise edition customers.
  • The common phone will not support any inbound and outbound calling without a guest user logged (except for Emergency calling).
  • Hot Desking is available with Polycom VVX 311. 411, 501. 601.

Requirements

A special digital line (DL) with DID and Phone device.

Hot Desking Frequently Asked Questions

Follow the steps below to know more about setting up your Common Phone for Hot Desking. You must have an Admin account to configure these settings.

Setting up Hot Desking via the Online Account

How to add a Common Phone via the Office@Hand Online Account
Set up a Session Timeout for all common phones
Log out a Common Phone remotely

Using your Common Phone

Log in a Common Phone
Log out a Common Phone

Setting up Hot Desking via the Online Account

How to add a Common Phone via the Office@Hand Online Account

  1. Log in to your Office@Hand online account as an Administrator.
  2. Go to Phone System, click Phones & Devices.

    Go to Phone System, click Phones & Devices.

  3. On the Common Area Phones tab, click Add Device.

    On the Common Area Phones tab, click Add Device.

    There are two (2) ways to add a Common Phone, follow the steps below to proceed.

    i. Purchase a Common Phone
    ii. Convert an Unassigned Phone into a Common Phone

Purchase a Common Phone

  1. Select a Desk Phone(s), then click Next.

    Select a Desk Phone(s), then click Next.

  2. Select an Emergency Address. You may select from your list of saved addresses or add a new Emergency Address.

    Select an Emergency Address. You may select from your list of saved addresses or add a new Emergency Address.

    For a New address, ​fill out the Emergency Address, read the text before checking the checkbox. Click I Accept then click Next to proceed.

    Click I Accept then click Next to proceed.

  3. Provide the Shipping information and click Create Shipping Group. Click Next to proceed.

    Provide the Shipping information and click Create Shipping Group. Click Next to proceed.

  4. Review and confirm the charges. Click Confirm to complete the order process.

    Review and confirm the charges. Click Confirm to complete the order process.

Convert an Unassigned Phone into a Common Phone

  1. Click the Unassigned tab on the Phones & Devices menu.

    Click the Unassigned tab on the Phones & Devices menu.

  2. Select an Unassigned Phone and click Convert to Common Phone. Follow the instructions to proceed with converting your unassigned Device into a Common Phone.

    Select an Unassigned Phone and click Convert to Common Phone.

Set up a Session Timeout for all common phones

  1. On the Tools menu, click Hot Desk Session Timeout.

    On the Tools menu, click Hot Desk Session Timeout.

  2. Configure your Hot Desk Session Timeout select between 4-24 hours (4, 6, 8, 10, 12, 16, 20, and 24 hours).

    Configure your Hot Desk Session Timeout select between 4-24 hours (4, 6, 8, 10, 12, 16, 20, and 24 hours).

Log out a Common Phone remotely

  1. Go to Phone System, click Phones & Devices.

    Go to Phone System, click Phones & Devices.

  2. Go to Common Area Phones and select the Common Phone you want to log out.

    Go to Common Area Phones and select the Common Phone you want to log out.

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

Using your Common Phone

Log in a Common Phone

Press the Login soft key or dial *90 on a common phone.

User will be prompted to enter the extension number and a pin (Soft key + Ext + Pin).

Logout a Common Phone

Press Logout soft key on the phone or dial *91 to log out.

Hot Desking Frequently Asked Questions

  1. Which types of Office@Hand accounts include Hot Desking?
    Hot desking is available at no additional charge to all Office@Hand Office Premium and Enterprise customers in the US and Canada.
  2. Do I pay more for a phone enabled with Hot Desking?
    No. The price is the same.
  3. Which Office@Hand phones support Hot Desking?
    Office@Hand currently supports hot desking on the following Polycom models:

    • VVX 311
    • VVX 411
    • VVX 501
    • VVX 601
      Support for additional models will be announced as it becomes available.
  4. Can I use an existing Office@Hand phone as a shared phone with Hot Desking?
    Yes. If you have an unassigned Polycom VVX 311, VVX 411, VVX 501, or VVX 601 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 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 Administrator can also log out a specific shared phone anytime from their online account.

Keywords:  8930, Office@Hand hotdesking overview, hotdesking features